A depot runs on shift patterns, agency labour and certificates: who is on nights, which agency supplied the extra pickers, and whether the forklift driver’s certificate is still valid. BOOK ON plans the pattern per depot, puts in-house, agency and subcontract staff on one rota, records the book-on at the depot from the app, holds each worker’s certificates with their expiry dates, and turns the hours into payroll for your staff and an invoice check for the agency’s.
What a depot needs
Shift patterns by depot
Days, nights and weekends planned per site and copied forward; per-shift changes for peak weeks and bank holidays.
Agency labour on the rota
Each agency on the subcontractor register, their workers on the rota with a filter, and their hours checked against the agency invoice.
Attendance at the depot
Workers book on and off from the app with the position recorded; late starts and no-shows show on the live monitor by site.
Certificates that expire
Forklift, driving licence, ADR, first aid and site induction records held per worker with expiry dates and reports before they lapse.
Night shift welfare
Check calls for lone workers in a yard or a satellite unit, the Alone filter and the position map.
Hours to payroll and invoice
Pay rate per worker and charge rate per client on every shift, payroll by period with payslips, and client invoices from approved timesheets where labour is supplied.
A shift at the depot, step by step
- The pattern for the week is on the rota by depot, with agency slots marked against the supplier.
- Workers book on from the app at the start of the shift; the shift manager sees the headcount against the plan.
- A gap is filled from the postcode search, filtered by the certificate the role needs.
- Accidents, near misses and damage go in as typed reports with photos.
- Book off closes the shift; hours feed payroll, and the agency’s timesheet is checked line by line against its invoice.
Transport and driver teams
For a transport operation the same screens record drivers’ licences and CPC cards with their expiry dates, plan the week by depot and route, and record the book-on at the start of duty. The position map and movement trail show where a driver booked on and off; typed reports with photos record a delivery issue or a vehicle defect. Vehicle checks, tachograph data and route planning are not part of BOOK ON; the records it keeps are attendance, competence and hours.
Logistics on BOOK ON at a glance
| Need | BOOK ON screen | Who uses it |
|---|---|---|
| Shift patterns | Client roster by depot, Copy Roster, Excel import | Shift managers |
| Agency labour | Subcontractor register, subcontractor filter, timesheet and invoice check | Operations, finance |
| Attendance | Book on and book off from the app, live monitor, attendance reports | Shift managers |
| Competence | Staff record certificates with expiry, document expiry reports | HR, health and safety |
| Lone workers | Check calls, Alone filter, Monitor Location map | Night managers |
| Payroll and invoices | Timesheets, Generate Payroll, sales invoice from timesheets | Finance |
Logistics questions
Can agency workers use the app?
Yes. A subcontractor’s workers are registered under the supplier, appear on the rota with a filter and book on from the same app.
Does BOOK ON do time and attendance at a clocking terminal?
Attendance is recorded from the app with the worker’s position; a fixed terminal or kiosk is confirmed during onboarding.
How do I check an agency invoice?
The subcontractor timesheet lists the hours their workers booked, and the invoice check compares it line by line with the invoice they send.
Can it track forklift and driving certificates?
Any certificate with an expiry date is held on the worker’s record and reported on before it lapses; the cover search filters by certificate.
Does it replace my payroll software?
BOOK ON builds the timesheet and runs payroll by period with payslips; exports to an external payroll system are confirmed during onboarding.
Related pages
Run one of your depots on the demo
Bring a week’s pattern and your agency’s last invoice, and see the rota, the attendance and the invoice check in BOOK ON.