Local Delivery & Routing SOPs

Delivery Orders

Set up Delivery Plan sheet for the day

• Open Delivery Shipping Pickup Dashboard Tracking Plan Log file

• Go to Drivers sheet. Make scheduled drivers 'Active' and insert their start times (24hr format).

• Refer to the Schedule by Route sheet for all information regarding delivery window start and end times by day of the week and delivery zone. 

Orders:

• Orders are born in Shopify and are usually tagged 'Delivery'

• They autofill into Delivery Plan sheet in the Delivery Shipping Pickup Dashboard Tracking Plan Log file

• Mark previous day's orders as Delivered (double check Routific to ensure nothing was skipped) and then click the button "Move to Completed."

• Click the button "Add Formulas" to populate info on any new orders that have hit the sheet.

• Click the button "Move to Future" to move any future orders over to Delivery Future. 

• Move all orders from Delivery Future sheet to Delivery Plan sheet by clicking "Move to Delivery Plan" button

• Now you should have your current day's orders ready to go. 

• Go to this filter in Shopify and print all unprinted delivery orders. You can also click on the individual order links from the sheet and print one by one if need be. 

Delivery Set Up:

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• Pack orders for drivers, or ensure drivers get orders packed and double checked before heading out on route

Organize completed delivery orders for drivers & associate (Associate)

• After orders are packed:

  • Run order checker (No need on Saturday)

  • Double check no new orders for that window have come through. If they have, print and pack.

  • Mark packed orders as Packed in Column G. Once all orders are packed and marked, click the button "Fulfill in Shopify."

• Assign drivers to the window being coordinated in the delivery plan and then load destination addresses into Routific. 

  • Assign driver name in Column H here

  • Click button "create route" and enter route info, driver info, and hit submit.

  • Go to Routific, and organize route accordingly. 

    • Assign correct drivers from "Drivers" Tab. Uncheck all drivers that will not be going on this route. 

    • Click "Optimize Route." Routific will take the delivery window data and timing to make the most efficient route. If for any reason you know you need to deliver one thing before the next, you can adjust the stops by dragging them around on the bottom bar. 

    • Click "Dispatch to Drivers" then "Publish Routes." This will send a text message directly to the driver.

  • Routing SOPs (see bottom of sheet)

Deploying Delivery Drivers & Orders (Associate):

• Once routed, double check that each driver has the orders they are assigned. Double check! Triple check! Go through the route with each driver and check they have all the bags. 

• Remind drivers of safe driving. More information can be found on the Delivery Driver Checklist

• Change the status of deployed orders to “OUT FOR DELIVERY”.

• Note: While the driver is on a route, you can send a new route to complete after the first route in case you will be unavailable to send route when they return. The Routific app allows for multiple routes to be sent.

• Once the drivers have departed, make sure to watch phone/info@ for any issues.

How to Close a Delivery Day or Window in zapiet / shopify 

• If you need to close an entire delivery day for snow or other event, here's how:

  • https://www.youtube.com/watch?v=KYiHJmlm0cw 

  • Go to each location in Zapiet, Edit Settings for Local Delivery, add the Blackout Date

• You can also add a blackout date in a location if you want to close the final window for the rest of the day. 

  • Navigate to the Zapiet app in Shopify via Apps in the left-hand menu

  • Click on "Locations" in the header menu

  • Click on the Location (Delivery Zone) that you want to make changes to - usually Threes Brewing Gowanus for Brooklyn South

  • Next to Local Delivery, click Edit Settings

  • Scroll down to Blackout Dates --- Select Date --- Add Today's Date --- Save

• If you want to close only certain delivery windows on a certain day, here's how:

  • Navigate to the Zapiet app in Shopify via Apps in the left-hand menu

  • Click on "Locations" in the header menu

  • Click on the Location (Delivery Zone) that you want to make changes to.

  • Under Local Delivery > Delivery Slots

    • Find the day of the week that you want to close windows on

    • Reduce the "Order Limit" to zero, noting what the order limit was and will need to set back to. Click "Save"

  • Repeat for all days of the week for that zone, and for all zones that require windows to be closed

NOTE: Set yourself a calendar reminder to reset all delivery zones and windows back to their original settings, on the day of the week after the closed windows.

Other

Drivers:

• Upon arrival, they should wash their hands, clock in, and read over the Delivery Driver Checklist.

  • Once the routing has been completed by the D&S Manager, the D&S Associate will assist the driver in collecting the orders assigned to them.

  • When deployed, the driver will safely deliver orders and use Routific to check off orders as they are delivered.

• Sometimes there aren’t orders ready for delivery. There are a few tasks delivery drivers can do when they are waiting on another route:

  • Check Daily Driver Task List

Routing

1. All drivers should be Active in the Drivers sheet

2. Assign routes as orders are being packed. Refer to the schedule and designate zones/routes to drivers according to their in-times. 

3. When the delivery window closes (see chart above), finalize which drivers will go on which routes.

4. If the list of deliveries is long, you can use the intermediate step of first mapping all unassigned stops with Add-ons > Mapping Sheets > Start Mapping or upload to a custom map like this to get a visual of the delivery map, including using the Zones column as Filter in the app to color each Zone to make it easier to visualize.

   • In Mapping tool:

     • Title = Order #

     • Filter = Delivery Day or something else you want to group by

     • Location = Address for Map

   • If the list of deliveries is short, then you can send them all directly into Routific and delete the deliveries that you don't want in there for the route. Or, simply curate the route by assigning the driver name to the route orders in the delivery sheet. 

5. When you're ready for Routific:

   • After you see the orders you want to assign, add the drivers to Driver Assignment: Name column which is the route identifier.

   • Send to Routific by clicking the Create Route button and following the instructions by entering the route title and the route identifier.

     • Route names should have the drivers' names and the date: for example: "Nas - BK S 1pm - 6/10"

6. Review the routes in Routific, edit and review with manager as necessary, and dispatch drivers.

Keywords: Schedule by Route, Delivery Windows, Delivery window cutoff, delivery window start time, delivery window close