Documentation

From spreadsheet to signed delivery in one afternoon.

Short, practical guides for the two people who matter: the dispatcher who plans the route and the driver who runs it.

Open the help centre

Quick-start guides

12 min

Dispatcher quick start

  1. 1Sign in at the portal and pick your workspace
  2. 2Import a manifest spreadsheet and save the column mapping
  3. 3Review the dry-run report and resolve duplicates
  4. 4Assign the route to a driver and vehicle
  5. 5Track progress on the live map and grid
6 min

Driver quick start

  1. 1Install the portal as an app on the phone home screen
  2. 2Choose your language — 17 supported, including RTL
  3. 3Run the morning pre-trip check with dashboard scanning
  4. 4Open each stop, capture photos and a signature
  5. 5Finish the shift; everything syncs when signal returns
9 min

Manifest import reference

  1. 1Supported formats: XLSX, XLS and CSV
  2. 2Required columns: stop number, address, postcode, country
  3. 3Optional: shipping reference, time window, contact, notes
  4. 4Templates are reusable per customer or carrier
  5. 5Conflicts can be overridden with an audit reason
8 min

Compliance configuration

  1. 1Set driving-hours thresholds and break durations
  2. 2Define the pre-trip checklist your drivers must complete
  3. 3Tune geofence radius per stop type
  4. 4Configure SOS escalation contacts
  5. 5Publish settings to every driver instantly

Manifest column specification

Every column the importer understands, what is required and how it is used.

ColumnStatusExampleNotes
Stop numberRequired1, 2, 3…Delivery sequence within the route; the planner can re-optimise later.
AddressRequiredBorneolaan 39Street and house number, used for geocoding and navigation.
PostcodeRequired6712 BGLocal format per country; drives accurate map placement.
CityRecommendedEdeImproves geocoding accuracy and driver readability.
CountryRequiredNLISO code or full name; needed for cross-border compliance checks.
Shipping referenceOptionalSPED 488168Your customer's reference; shown to the driver and on the PoD report.
Time windowOptional08:00–12:00Used by the route planner and for ETA warnings.
Contact nameOptionalJ. JanssenDisplayed on the driver's stop card.
Contact phoneOptional+31 6 …One-tap call from the driver app.
NotesOptionalGate code 4412Free text shown to the driver at arrival.

EU driving-time reference

The EU 561/2006 limits the compliance layer watches, with their default thresholds.

RuleLimitNotes
Continuous driving4 h 30 maxThen a break of at least 45 minutes is due.
Break split15 + 30 minThe 45-minute break may be split into 15 then 30 minutes.
Daily driving9 h (10 h twice a week)Extended daily driving is allowed at most twice per week.
Weekly driving56 h maxTotal driving in any single calendar week.
Fortnightly driving90 h maxTotal driving across any two consecutive weeks.
Daily rest11 h (reducible to 9 h)A reduced daily rest is allowed at most three times between weekly rests.
Weekly rest45 h (reducible to 24 h)Reductions must be compensated before the end of the third following week.

Depot2Door mirrors these rules for planning and driver awareness. The legal record remains the vehicle tachograph and driver card.

Roles & permissions matrix

What each workspace role can do.

CapabilityDriverDispatcherFleet managerAdmin
View assigned stops and routes✓✓✓✓
Capture proof of delivery✓———
Import and edit manifests—✓✓✓
Assign and reassign routes—✓✓✓
Manage vehicles and assets——✓✓
Configure compliance thresholds——✓✓
Invite members and manage roles———✓
Billing and subscription———✓

Platform reference

Integrations & agent access

Depot2Door exposes an OAuth-protected agent interface so approved assistants and internal tools can read manifest and route data securely.

Roles & permissions

Driver, dispatcher, fleet manager and workspace admin. Every record is scoped to the workspace; media is served through short-lived signed links.

Before you roll out

  • Confirm every driver has a portal account and the app installed
  • Import one real historical manifest as a dry run
  • Set the office recipients for proof-of-delivery reports
  • Agree who acknowledges route changes on the driver side
  • Review compliance thresholds with your transport manager

Need something that is not covered? Contact the team and we will write the guide.

Transport glossary

The terms dispatchers, drivers and inspectors use — and what they mean inside Depot2Door.

ePOD
Electronic proof of delivery: photos, signature and timestamp captured on the driver's phone at the stop.
eCMR
The electronic version of the CMR consignment note, the standard transport document for international road freight in Europe.
Manifest
The list of stops a route consists of, usually imported from a carrier or customer spreadsheet.
Tachograph
The device in the truck that legally records driving time, breaks and rest under EU regulation 561/2006.
Cabotage
National transport operations carried out by a foreign haulier inside one country, limited by the EU Mobility Package.
Geofence
A virtual radius around a stop; the app detects arrival and departure automatically when the driver crosses it.
Dry run
A validation pass over an import file that reports errors and duplicates without writing anything to the fleet.
Handshake
The acknowledgement a driver gives when a new or changed route lands on their phone.
Signed link
A short-lived URL that grants temporary access to delivery photos or documents without a login.
WTD
The EU Working Time Directive (2002/15/EC): limits on total working time for mobile workers, tracked alongside driving time.