How do you set up routes and transport for delivery in Easyflor?

What are routes and transport?

Routes and transport in Easyflor help you plan how to deliver orders to customers. You can set which driver drives which vehicle, which customers are on which route, and in what order they are visited. This way everyone knows exactly where to go and when.

Why use routes and transport?

• Overview: You can see at a glance which driver needs to go where
• Efficiency: Routes are logically organized, saves fuel and time
• No mistakes: Every customer is on the right route
• Check capacity: You can see if everything fits in the vehicle
• Planning: You easily plan who drives when
• Order: Customers are visited in the right order
• Communication: Drivers know exactly what they need to do

When do you use routes and transport?

Examples:

• You deliver with your own vehicles to customers
• You have multiple drivers serving different areas
• You want to know if everything fits in the vehicle before you leave
• You want to optimize routes to save time and money
• You have fixed rounds per day or per week

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What do you need? (The building blocks)

Before you can start, you need to create a number of things. Think of them as building blocks that you stack on top of each other:

1. Carriers

What is this? The party that transports the products (for example your own company or an external carrier)

2. Transport Area Categories

What is this? A way to group areas (for example "North Holland", "South Holland")

3. Transport Areas

What is this? Specific areas where a carrier goes (for example "Amsterdam", "Rotterdam")

4. Routes

What is this? A trip with customers in a certain order (for example "Route Amsterdam North")

5. Vehicles

What is this? The means of transport with a capacity (for example "Truck 1" with space for 100 trolleys)

6. Drivers

What is this? The person who drives and combines a route, vehicle and order day

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Visual overview of the structure

CARRIER (for example: Flower Transport BV)
    ↓
├── ROUTES (Route Amsterdam, Route Rotterdam)
├── VEHICLES (Truck 1, Truck 2)
└── DRIVERS (Jan, Marie)
    ↓
DRIVER COMBINES:
- Route (Route Amsterdam)
- Vehicle (Truck 1)
- Day (Monday)
    ↓
CUSTOMERS GET:
- Carrier (Flower Transport BV)
- Transport area (Amsterdam)
- Route (Route Amsterdam)

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Part 1: Creating transport area categories

What is this?

These are main groups for your areas. For example: you have customers in North Holland and South Holland, then you create two categories.

Step 1: Go to transport area categories

1. Click on the "Admin" tile
2. Click on "Transport Area Categories"
3. Click on "+New"

Step 2: Fill in the name

• Enter the name of the category
• Examples: "North Holland", "South Holland", "Randstad", "Northern Netherlands"

Step 3: Save

• Click "Save"

Repeat for all categories

• Create a category for each area you want to group

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Part 2: Creating transport areas

What is this?

These are the specific areas within a category. For example: within "North Holland" you have "Amsterdam", "Haarlem", "Zaandam".

Step 1: Go to transport areas

1. Click on the "Admin" tile
2. Click on "Transport Areas"
3. Click on "+New"

Step 2: Fill in the details

Name:

• Choose a name for the transport area
• Tip: Choose a name where you can easily read the order
• Examples: "01 Amsterdam", "02 Haarlem", "03 Zaandam"
• By putting numbers in front, you can see the order immediately!

Transport area category:

• Choose the category under which this area falls
• Example: "North Holland"

Country:

• Choose the country of the transport area
• Example: Netherlands

Transport days:

• On which days is transport to this area?
• Select the days

Step 3: Save

• Click "Save"

Repeat for all areas

• Create a transport area for each specific area

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Part 3: Creating carriers

What is this?

This is the party that transports the products. This can be your own company or an external carrier.

Step 1: Go to carriers

1. Click on the "Admin" tile
2. Click on "Carriers"
3. Click on "+New"

Step 2: Fill in the details

Name of the carrier:

• Enter the name
• Examples: "Own transport", "Flower Transport BV", "TransFleur"

Carrier code:

• A code or abbreviation for the carrier
• Examples: "OWN", "FTB", "TF"

Country of the carrier:

• The country where the carrier is located
• Example: Netherlands

Step 3: Save

• Click "Save"

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Part 4: Creating vehicles (under carrier)

What is this?

A vehicle is the means of transport. Per vehicle you can indicate how many trolleys (or other units) fit in it.

Step 1: Select the carrier

1. Click on the carrier you just created
2. Click on "Vehicles"
3. Click on "+New"

Step 2: Fill in the details

Name of the vehicle:

• Enter a recognizable name
• Examples: "Truck 1", "Small Van", "Large Vehicle"

License plate (optional):

• Enter the license plate if you want to track it
• Example: "AB-123-CD"

Step 3: Save

• Click "Save"

Step 4: Set the capacity

1. Select the vehicle you just created
2. You now see a list of different types of trolleys
3. For each trolley type you can indicate how many fit in the vehicle
4. Example: This vehicle can transport 100 Danish trolleys and 50 CC trolleys

Repeat for all vehicles

• Create a separate record for each vehicle you have

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Part 5: Creating routes (under carrier)

What is this?

A route is a trip with customers in a certain order. For example: "Route Amsterdam" with 15 customers who are visited in a logical order.

Step 1: Select the carrier

1. Click on the carrier you created
2. Click on "Routes"
3. Click on "+New"

Step 2: Fill in the details

Name of the route:

• Choose a clear name
• Examples: "Route Amsterdam North", "Route Rotterdam South", "Route 1"

Parent route (optional):

• If this route falls under another route, indicate that here
• Example: "Route Amsterdam North" falls under "Route Amsterdam"
• Leave empty if the route is independent

Step 3: Save

• Click "Save"

Repeat for all routes

• Create a separate record for each route you want to drive

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Part 6: Creating drivers (under carrier)

What is this?

A driver is the person who drives. You link the driver to a route, vehicle and day.

Step 1: Select the carrier

1. Click on the carrier you created
2. Click on "Drivers"
3. Click on "+New"

Step 2: Fill in the details

Last name (required):

• This is the only required field
• Enter the driver's last name
• Example: "Smith"

Other details (optional):

• First name
• Phone number
• Email address
• Other details you find useful

Step 3: Save

• Click "Save"

Step 4: Link route, vehicle and day

1. Select the driver you just created
2. Click on "Route per delivery day"
3. Choose the day on which the driver drives (for example: Monday)
4. Choose which route the driver drives then (for example: Route Amsterdam)
5. Choose which vehicle they use (for example: Truck 1)
6. Click "Save"

Example:

Driver: Jan Smith
Monday: Route Amsterdam + Truck 1
Tuesday: Route Rotterdam + Truck 2

Repeat for all drivers

• Create a record for each driver
• Link a route and vehicle for each day they drive

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Part 7: Assigning transport to customers (Debtors)

Why this part?

Now you need to link each customer to a carrier, transport area and route. This way the system knows which route each customer is on.

Step 1: Go to the debtor

1. Click on "Organization"
2. Click on "Debtors"
3. Select a customer who needs to be transported

Step 2: Go to transport settings

1. Click on "Configuration"
2. Click on "Transport"

Step 3: Fill in the transport details

Carrier:

• Select the carrier that serves this customer
• Example: "Own transport"

Transport area:

• Select the area where the customer is located
• Example: "01 Amsterdam"

Route:

• Select the route the customer should fall under
• Example: "Route Amsterdam North"

Step 4: Save

• Click "Save"

Repeat for all customers

• Do this for every customer who needs to be transported
• This way the system knows for each customer which route they're on!

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Part 8: Using routes (Logistics Distribution)

Now everything is set up and you can start using the routes!

Step 1: Go to route overview

1. Click on "Logistics Distribution"
2. Click on "Route"

What do you see now?

When a customer has made a purchase for an order day that matches the transport settings, this customer appears in the list.

You can see at a glance:

• Which route needs to drive on that order day
• How many trolleys need to go
• How much of the vehicle capacity is being used

Example:

Route Amsterdam North
- 15 customers
- 75 trolleys needed
- 75% of vehicle capacity used

Step 2: Select a route

• Click on the route to see details

What do you see now?

You see:

• The underlying debtors (customers on this route)
• The order of the trip (in what order they are visited)

Step 3: Modify details (if needed)

You can adjust things by clicking the "Edit" button:

• Change the driver (for example if Jan is sick, Marie drives)
• Change the vehicle (for example choose a larger vehicle)
• Change the parent debtor

Step 4: Select a debtor for details

When you select a debtor (customer), you see:

Information about order times:

• When did the customer order?
• When should it be delivered?

Notes:

• Notes for the current order day: For example "Note: use extra entrance"
• Permanent notes: Notes that stay until you remove them, for example "Always call before delivery"

Options to influence the order:

• You can adjust the order of customers
• For example: customer A first, then customer B

Delete button:

• Remove the customer from the route if needed

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Extra: Total overview of all routes

What is this?

Sometimes you want to see a sum of all routes together. For example: how many trolleys need to go in total today?

Step 1: Go to total

1. Click on "Logistics Distribution"
2. Click on "Route"
3. Click on "Total"

What do you see now?

You see a screen with total data from all routes:

• Total number of customers
• Total number of trolleys
• Total number of routes

Example:

Total today:
- 5 routes
- 75 customers
- 350 trolleys

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Important tips

Tip 1: Use numbers in area names

• For example: "01 Amsterdam", "02 Haarlem", "03 Zaandam"
• This way you can see the order immediately
• Easier to keep overview

Tip 2: Test first with one route

• Start with one driver, one vehicle, one route
• Test if everything works
• Only then add more routes

Tip 3: Check the capacity

• Always check if everything fits in the vehicle
• Is it at 110%? Then it doesn't fit!
• Distribute over two vehicles or plan an extra trip

Tip 4: Use permanent notes wisely

• Only for information that always applies
• For example: "Call before delivery" or "Entrance at back"
• Not for one-time things

Tip 5: Plan drivers ahead

• Set for each day who drives
• This way everyone knows in advance what's happening
• Prevents confusion

Tip 6: Keep route order logical

• Try to sort customers geographically
• First north side, then east side, etc.
• Saves fuel and time

Tip 7: Communicate with drivers

• Make sure drivers have access to their route information
• Print the route or give them digital access
• This way they know exactly where to go

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Common mistakes

Mistake 1: Skipping steps

• You create routes without first creating carriers
• Result: You can't link routes
• Solution: Follow the order: first carriers, then vehicles, then routes, then drivers

Mistake 2: Customers not linked to route

• You forget to assign a route to customers
• Result: They don't appear in the route overview
• Solution: Go per customer to Configuration → Transport and fill in everything

Mistake 3: Capacity not set

• You create a vehicle but don't fill in capacity
• Result: You don't know if everything fits
• Solution: Go to the vehicle and fill in the capacity per trolley type

Mistake 4: Driver not linked to day

• You create a driver but don't link a route per day
• Result: No driver is scheduled
• Solution: Go to driver → Route per delivery day and fill in each day

Mistake 5: No clear names

• You name routes "Route 1", "Route 2", "Route 3"
• Result: You don't know which route goes where
• Solution: Use clear names like "Route Amsterdam North"

Mistake 6: Too many customers on one route

• You put 50 customers on one route
• Result: The driver doesn't finish on time
• Solution: Distribute over multiple routes or days

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Practical example: Complete setup

Situation:

Your company "De Roos Flower Shop" delivers in Amsterdam and Rotterdam with two drivers and two vehicles.

Step 1: Transport Area Categories

• Create: "North Holland"
• Create: "South Holland"

Step 2: Transport Areas

• Create: "01 Amsterdam" (under North Holland)
• Create: "02 Rotterdam" (under South Holland)

Step 3: Carrier

• Create: "De Roos Flower Shop"
• Code: "DRF"
• Country: Netherlands

Step 4: Vehicles

Vehicle 1:

• Name: "Large Truck"
• License plate: "AB-123-CD"
• Capacity: 100 Danish trolleys

Vehicle 2:

• Name: "Small Van"
• License plate: "XY-456-ZZ"
• Capacity: 50 Danish trolleys

Step 5: Routes

• Create: "Route Amsterdam"
• Create: "Route Rotterdam"

Step 6: Drivers

Driver Jan:

• Last name: Smith
• Monday: Route Amsterdam + Large Truck
• Wednesday: Route Amsterdam + Large Truck

Driver Marie:

• Last name: Baker
• Tuesday: Route Rotterdam + Small Van
• Thursday: Route Rotterdam + Small Van

Step 7: Link customers

Customer A (in Amsterdam):

• Carrier: De Roos Flower Shop
• Transport area: 01 Amsterdam
• Route: Route Amsterdam

Customer B (in Rotterdam):

• Carrier: De Roos Flower Shop
• Transport area: 02 Rotterdam
• Route: Route Rotterdam

Result:

Monday: Jan drives Route Amsterdam with Large Truck
        Delivers to Customer A and other Amsterdam customers

Tuesday: Marie drives Route Rotterdam with Small Van
         Delivers to Customer B and other Rotterdam customers

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Visual overview of the complete process

STEP 1: Create basis
    ↓
Transport Area Categories → Transport Areas → Carriers
    ↓
STEP 2: Create under carrier
    ↓
Vehicles (with capacity) → Routes → Drivers (link to route+vehicle+day)
    ↓
STEP 3: Link customers
    ↓
Per debtor: Set Carrier + Transport area + Route
    ↓
STEP 4: Use
    ↓
Logistics Distribution → Route → See who needs to go where

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Summary

To set up routes and transport in Easyflor, you first need to create a number of building blocks that build on each other. You start with the basics and work step by step towards the complete route planning.

The first step is creating transport area categories via Admin and Transport Area Categories, where you create main groups like "North Holland" or "South Holland". Then you create transport areas via Admin and Transport Areas, where you create specific areas within a category, like "01 Amsterdam" or "02 Rotterdam" (use numbers for a clear order). Then you create a carrier via Admin and Carriers, which is the party that transports the products, with a name, carrier code and country.

Under the carrier you then create four things. First vehicles: select the carrier, go to Vehicles, create a vehicle with a name and optional license plate, and set per trolley type how many fit in the vehicle. Second routes: select the carrier, go to Routes, and create routes with clear names like "Route Amsterdam North". Third drivers: select the carrier, go to Drivers, create a driver with at least a last name, and then go to "Route per delivery day" to link per day which route the driver drives with which vehicle. For example: Jan drives Route Amsterdam with Truck 1 on Monday.

After setting up this structure, you need to fill in the transport details per customer by going to Organization, Debtors, selecting a customer, going to Configuration and Transport, and selecting the carrier, transport area and route there. You do this for every customer who needs to be transported.

Once everything is set up, you can use the system via Logistics Distribution and Route. There you can see at a glance which routes need to drive on an order day, how many trolleys need to go and how much of the vehicle capacity is being used. Per route you can see the customers in the right order, change details like the driver or vehicle, add notes for delivery, and adjust the order of customers. For a total overview of all routes, go to Logistics Distribution, Route and Total, where you see the sum of all routes together.