Help CenterOrders

Update status, assign drivers and scan

Admin portalOrdersUpdated today

Move one order, many orders or a whole pile of parcels to the next status, and assign the driver at the same time. This guide also shows how to mark a restaurant order ready.

Before you start
  • Your role has the Update status permission. Assigning a driver needs Assign, and scanning needs Scan.
1

Update one order

There are three places to start.

OrdersSample screen
OrderRecipientStatus
ORD-004822Ref KH-7716Khalid Al-Harbi+966 55 012 3456Out for delivery35m · attempt 11 ⋯
View order
Edit
2 Update status
Assign
Print
ORD-004822 Out for delivery
3Update statusEditPrint
4Recommended next step: Delivered
  1. Press ⋯ on the order’s row…
  2. …and choose Update status. It is greyed out for final statuses: “Correct it with an exception”.
  3. …or use the Update status button in the order’s side panel. It is hidden for final statuses.
  4. …or press a Recommended next step in the Brief tab of the side panel. Update status opens with that status already chosen.
2

Choose the new status

Open the New status dropdown to see what you can choose.

Update statusSample screen
Update status · 1 order✕
1Current status: Dispatched · Driver Ali
Choose a status ▾
2
RECOMMENDED
Out for delivery
Pickup failed
3
OTHER STATUSES
In hub
Returning to merchant
4
BLOCKED
Created · an order never goes back to Created
5This is an unusual step. It is allowed and will be recorded in the history.
  1. The current status and the current driver, so you know where the order is.
  2. Recommended. The sensible next steps are listed first. Lost and Damaged are never recommended. Cancelled is not in this list: use Cancel order instead.
  3. Other statuses. Every other status you are allowed to set.
  4. Blocked statuses are listed with the reason, for example “Not in your company workflow” when Workflow enforcement is on.
  5. Unusual step. With Workflow enforcement off, choosing a status that is not recommended is allowed. Fleetics records it in the history with a note.
3

Choose the driver

Some statuses need a driver.

Update statusSample screen
Update status · 1 order✕
Out for delivery ▾
Usman ▾ (was Ali)
What will happen
31 × Dispatched → Out for delivery · hand-over Ali → Usman
CancelUpdate
  1. The new status. Statuses done by a driver, such as Out for pickup and Out for delivery, ask for the driver. Driver assigned asks for a driver and Assigned to partner asks for the partner. In hub does not ask for either.
  2. The driver. The current driver is filled in, and only drivers who can take work are offered. Pick another driver to hand the order over.
  3. The hand-over is recorded (“Ali → Usman”). The cash to collect follows the driver who delivers.
4

Add the reason, the hub or a note

Failed statuses need a reason. In hub needs a hub.

Update statusSample screen
Update status · 1 order✕
Delivery failed ▾
Customer unavailable ▾
Customer asked for delivery after 6 PM
Riyadh South Hub ▾
CancelUpdate
  1. The new status. Pickup failed and Delivery failed need a reason. In hub needs a hub.
  2. Failed reason. Required for Pickup failed and Delivery failed. You choose from the active reasons for that part of the journey, and some reasons also ask for a note or a photo.
  3. Note. Optional. It is added to every order you update.
  4. Hub. In hub asks for the hub, and your own hub is filled in. The hub checks (wrong hub, missing pieces, “Dispatch needs an outbound scan”) apply only when Hub management and the related setting are on.
5

Record the payment when delivering

On a COD order, record what was collected.

Update statusSample screen
Update status · 1 order✕
Delivered ▾
450.00 SAR
CashCard
A-48213907
CancelUpdate
  1. Delivered on a COD order asks for the payment.
  2. Amount collected. The full COD amount the recipient paid.
  3. Paid by. Cash or card. Cash goes on the delivering driver’s cash. Card amounts go to Finance as “Card payments to match”, never to the driver’s cash.
  4. Card approval number. Needed when the payment was by card. Copy it from the card receipt.
6

Check what will happen and press Update

Review before you confirm. You can undo afterwards.

Update statusSample screen
Update status · 3 orders✕
1
What will happen
2 × Dispatched → Out for delivery
2
Cannot be updated (1)
ORD-004815 · Delivered is final
CancelUpdate
3Updated 2 orders · Undo (10s) 42 updated · 1 not updated Retry failed
  1. What will happen. The preview counts the changes before you confirm.
  2. Cannot be updated. Orders that cannot take this status are listed with the reason.
  3. Undo. You have 10 seconds to undo. Notifications, webhooks and partner calls wait for those 10 seconds, so an undo sends nothing.
  4. The results list each order: updated, failed (nothing changed, so you can Retry failed), not eligible with the reason, or not included by you. You can also close, or Continue with remaining.
7

Update many orders

The same dialog works on a whole selection.

OrdersSample screen
OrderMerchantStatus
☐ORD-004822Ref KH-7716Al Noor ElectronicsNext dayOut for delivery35m · attempt 1⋯
☑ORD-004821Ref DD-310Daily Dates Co.Same dayUnassigned12m⋯
☑ORD-004819Ref SF-2204Sahab FashionNext dayIn hub3h⋯
2 selected1Update statusAssignPrint⋯Clear
Update status · bulk✕
2ORD-004819 ✕ORD-004821 ✕+ add3View by status
4
2 of 2 included
In hub ▾
5 ☐ Use one driver for all 2 orders
CancelUpdate
  1. Tick the orders and press Update status or Assign in the bar. Assign gives the orders to a driver or a courier. You can mix orders from different merchants and statuses.
  2. The orders. Each order is a chip. Press ✕ to leave one out, or + to put it back. Orders you leave out stay selected.
  3. View by status groups the chips by status, with a box for each group, so you can include or leave out a whole status.
  4. “N of M included.” Orders that cannot take the status are left out, with the reason.
  5. Use one driver for all. Orders that already have a driver keep theirs, unless you tick this.
8

Scan parcels

Scan mode moves a pile of parcels to the same status, one scan at a time.

Scan modeSample screen
Search by order ID, reference, phone or name
Filters1ScanCustomize⋯
Scan mode✕
In hub ▾
Keep each order’s current driver ▾
4
Scan an order ID, reference or tracking number…
Updated 1 · Rejected 1
5✓ updatedORD-004819 → In hub7Undo 8s
6✕ rejectedORD-004815 · can’t be updated: already delivered
Finish
  1. Press Scan on the Orders page.
  2. Set scanned orders to. Choose the status every scanned order moves to.
  3. Driver / partner. Choose it if the status needs one. “Keep each order’s current driver” is offered where it is allowed. In hub does not need one.
  4. The scan box. Scan an order ID, reference or tracking number, or type it, and press Enter. A barcode gun works like a keyboard.
  5. A high beep means the order was updated. The log shows each code with its new status, newest first, and counts updated and rejected scans.
  6. A low beep means it was rejected. The log says why (for example not found, outside your hub, or a safety rule), because every scan is checked against the order’s history and your settings.
  7. Undo. Each scan has its own Undo for 10 seconds.
9

Restaurant orders: mark the food ready

A restaurant order starts as Being prepared. When the kitchen marks it ready, it becomes Unassigned. If the restaurant has not done it, you can do it for them.

OrdersSample screen
ORD-004830 Being prepared
BriefShipmentCourierMerchantPaymentHistory
Kitchen
Being prepared · 12m
1Mark ready for pickup
2
Items
2 × Chicken Mandi · Half · 46.00 SAR
1 × Laban · 5.00 SAR
Items total 51.00 SAR
  1. Mark ready for pickup. Press it in the Brief tab when the food is ready. The order becomes Unassigned and your allocation rules run at once. If a dispatcher already assigned a driver by hand, the order stays with that driver and the driver is told it is ready. Fleetics logs it as “Marked Ready for pickup for” the merchant.
  2. Items. The quantity, the item, its options and line prices, and the items total.

Safety rules that always apply

  • An order never goes back to Created.
  • A final status changes only through an exception.
  • No cancel after pickup, unless Settings allow it. When allowed, the order goes to Returning to merchant with the return charge.
  • Out for pickup and Out for delivery are refused at the maximum number of attempts.
  • Once the parcel is on the road, the driver cannot simply be swapped. Hand it over with a new driver: use Dispatched or Out for delivery with the new driver.
  • While a partner courier holds the order and Workflow enforcement is on, a driver cannot be assigned. Turn enforcement off to use a driver instead; the partner is then removed and the change is logged. When the partner’s leg is complete, Dispatched with your own driver is the recommended next step.

Screens are simplified drawings with sample data. Your portal may look a little different, but the names and steps are the same.

Common questions

A status is not in the list.

With Workflow enforcement on, only the next steps you set are available. Ask your admin to check Settings › Workflow. Cancelled is never in this list: use Cancel order.

Can I update orders from different merchants together?

Yes. Mixed selections are allowed.

What do the messages like “Already in this status” mean?

They explain why an order was left out: it is already in that status, it cannot go back to Created, its status is final (correct it with an exception), it is already on the road, or cancelling after pickup is not allowed.

Related guides

Order statuses, flags and locationsEdit, cancel and correct mistakes
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On this pageUpdate one orderChoose the new statusChoose the driverAdd the reason, the hub or a noteRecord the payment when deliveringCheck what will happen and press UpdateUpdate many ordersScan parcelsRestaurant orders: mark the food readySafety rules that always applyCommon questions