PortaPottyBossPro Blog — Porta Potty Rental Software

Employees, PINs, Trucks and the Time Clock

Software is only useful if the right people can get into it and see the right things. In Clients and Job Sites: How Porta Potty Rental Software Organizes Customers we set up the customers. Here we set up the people who serve them: drivers, techs and the office.

Employees and Personal PINs

Every driver and tech is an employee in PortaPottyBossPro. Each one gets a personal PIN. To sign into the driver app, they use the company login plus their PIN. That keeps things simple: one company login to remember, and a PIN that identifies the person.

Because each driver signs in as themselves, the office knows who started, skipped and completed each job. When there's a question about a stop three weeks ago, you can see who was there.

Truck Assignments

Employees are assigned to trucks. When jobs go on a truck on the dispatch board, the driver assigned to that truck sees them in route order when they sign in. If a driver is out sick, assign someone else to the truck and they see that truck's day.

Thinking in trucks rather than people makes dispatch easier. The truck has the capacity and the units; the dispatcher builds the truck's day and whoever is driving it runs the list.

It also keeps the history straight. The jobs on the board belong to the truck and the day, and the sign-in tells you which employee actually ran them. If two people share a truck on alternate days, each one sees the right day's work when they sign in.

Office Users and Roles

The office side has its own users with roles. An owner, a dispatcher and a bookkeeper don't all need the same access. Roles let you decide who does what in the system, so the person handling billing isn't also rearranging tomorrow's routes by accident, and a new hire in the office can start without full access to everything.

The Time Clock

Employees clock in and out with the time clock. That gives you hours as they happen, instead of collecting paper timesheets or texts on Friday and trying to remember who stayed late on Tuesday. For a company paying hourly drivers, that's less guesswork at payroll time.

The time clock also helps you understand the work. If a truck's day keeps running two hours past what the board suggests, the clocked hours make that visible. Maybe a route has too many stops, or one site takes far longer than anyone thought. Hours you can see are hours you can fix.

Crew GPS on the Office Map

While drivers are working, crew GPS shows their location on the office map. The point isn't watching over anyone's shoulder. It's answering practical questions fast: which truck is closest to a same-day request, whether a driver is still at a stop, how far the truck is from the next customer. Combined with Start, Skip and Complete, it gives the office a clear picture of the day without a stream of calls to drivers.

The GPS is the crew's phone location. The units themselves don't carry trackers.

Adding Seasonal Help

Portable toilet work is seasonal in most places, with event season and construction season bringing extra trucks and extra help. Adding a seasonal driver is quick: create the employee, set a PIN, assign a truck. They sign in on their own phone in the browser, on iPhone or Android, and see their jobs. When the season ends, the history of their work stays in the system.

Training New Drivers

New drivers learn fastest by riding along for a day with the app open: see the list in route order, tap Map to navigate, read the units and placement under the address, Start, photo, Complete. Show them Skip and how to add a note when a site is blocked. Most drivers are comfortable by lunch. More on getting the whole company started in Getting Set Up on Porta Potty Rental Software in One Day.

Pricing and Your Crew

Plans are $59, $89 and $199 a month. You're never billed per user, so adding a driver or an office person doesn't raise your bill. That matters for companies with seasonal swings in headcount.

It also means there's no reason to share logins. Give every driver their own PIN and every office person their own user, and the records stay clean: you can see who ran each job and who was on the clock, without guessing which person was behind a shared login.

People First, Then the Plan

Get employees, PINs and trucks set up before your first real dispatch day, and the rest follows. For how your crew connects to dispatch, the driver app and billing, see the porta potty rental software overview.