Run the daily site review on the Operations board
Starts when: The start of every working day, or a new entry under “Alerts” on the “Operations board”.
- Open the “Operations board” and set the “Warehouse” selector to one site or to “All warehouses”; the “Sites” band shows each site's open backlog and today's shipments.
- Read “Alerts” first, ordered from most to least severe, then “Work queues” and “Backlog age” to see open work per activity and how long orders have been waiting.
- Check the “Inbound dock” for receipts waiting too long and the “Outbound dock” for orders ready to leave and what is holding them, including today's label failures.
- Select a depositor in the “Depositors” band to filter the whole board on that client; use “Show all merchants” to return to the full view.
- If a site's promised ship time has changed, adjust it in Cutoff & thresholds, then use Refresh now so Pace to cutoff and Cutoff service level are recomputed.
Result: The board reflects the current situation of every site, and late work, stuck receipts and held shipments have been identified.
Next: The site's Manager and the Team Leaders assign and carry out the work on the floor.
Set a warehouse's order cutoff and alert thresholds
Starts when: A new site starts operating, or a site's promised ship time or working pattern changes.
- On the “Operations board”, choose the warehouse in the “Warehouse” selector; the settings apply to one site at a time.
- Click “Cutoff & thresholds”; the label “Default settings” means the site still uses the standard values.
- Set the “Order cutoff” and tick the “Working days” of the site.
- Adjust the alert thresholds, such as “On-time target (%)”, “Dock wait alert (min)” and “Unassigned picking alert (min)”, to the site's reality.
- Click “Save”; the message “Board settings saved” appears and the board recalculates its alerts and its pace to cutoff.
Result: The site has its own cutoff and thresholds, and the board raises alerts at the right moment for that site.
Next: The site's Manager and Team Leaders work against the new cutoff; you follow the effect in the next daily review.
Give a warehouse employee access to YSEND
Starts when: An employee joins one of your warehouses, changes job or site, or leaves.
- Open “Manage Users” and look the person up with “Search by name or email…”; the list shows each account's role, warehouse and the status “Active” or “Inactive”.
- For a new employee, fill in the “Create a new user” panel, choose the “Role” and the “Warehouse”, and click “Create User”; the account appears as “Active” and the invitation is sent.
- To change a role or site, select the user, click “Edit”, adjust the fields and click “Save Changes”.
- When the person leaves, click “Deactivate”; the status changes to “Inactive” and the person can no longer sign in. Use “Reactivate” if they return.
- If the person cannot sign in, ask your Partner administrator for a password reset; that action is not available to the Partner manager.
Result: Every employee of your sites has one account with the right role and warehouse, and staff who have left can no longer sign in.
Next: The new user signs in and follows their own role guide; the Partner administrator handles password resets and partner-level accounts.
Decide on employee leave requests
Starts when: An employee submits a leave request, or the weekly staffing check is due.
- Open the workforce area and select “Leave”; new requests have the status “Pending”.
- Open a request and compare the dates with the planned workload of the site and with who else is off.
- Check “People” and “Organisation” to see who can cover the shifts of the absent employee.
- Click “Approve”; the message “Leave request approved” appears and the status changes to “Approved”.
- If the leave cannot be granted, click “Reject” and enter the reason; the status changes to “Rejected”.
Result: Every pending request has a decision, and the site's staffing for the period is known.
Next: The employee sees the decision; the site's Manager and Team Leaders plan the shifts around approved leave.