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1. Create a Merchant Account

It takes 2 minutes to sign up and start using the GetSwift software to manage your company's delivery operations. Take a look at our video guide or written instructions below:

  • Note: If you are a driver, please do not sign up for a Merchant Fleet account on this page. You will need to be invited by a business to start driving using GetSwift. For more details, please read our driver start guide


 
 

Step 1

Navigate to the sign up page



Step 2

Fill in all fields, including your merchant name and other details about your business



Step 3

Click "Register" at the bottom of the page


4. Add Users (Dispatchers)

allow access to your merchant account

To add a user (dispatcher) to your account so they can also login and manage your operation is really easy! 


step 1

Click on the Menu icon (𝝣) and then click the Users link

 

step 2

Invite a new user (dispatcher) by sending them an email invite

The user will receive an invite email. They will need to follow the instructions in the email to join your GetSwift account


5. Add Driver

ADD DRIVERS TO YOUR FLEET

Learn about the 4 simple ways to add drivers to your fleet so they can begin delivering



STEP 1

Click on the Menu (𝝣)

STEP 2

Then Drivers in the drop-down

 STEP 3

You will arrive at the “Manage Drivers” page where you can easily view drivers, manage their accounts and add new drivers by one of these four options:


Use the same email address used when creating your merchant account when using a driver account.

Enter the driver’s email address which sends them an invitation via email to register.

Enter all driver details manually and complete registration on behalf of your driver.

Use your unique registration link that you can share with drivers through social media or job postings, etc.


How to:


6. Enter Jobs

adding jobs / orders / tasks

There are 9 ways to enter jobs into GetSwift, both automatically or manually.


MANUALLY ENTER JOBS

Method

Description

Useful for…

Simple Form

Enter a single job by simply adding address and contact information

Quickly adding jobs with only the basic information

Advanced Form

Enter a single job with expanded details

  • Includes data fields for timing / scheduling, delivery instructions, items, fees, etc.

Manually adding jobs with more detailed information

Templates

Enter a single job using a template, customized to your business details & process

  • Save common data and hide irrelevant data fields

Manually adding jobs that have commonly repeated information / job details

Batch Upload

Enter multiple jobs by uploading a CSV spreadsheet into GetSwift

Businesses that download Excel reports from a POS/ordering system, or organize their jobs in an offline spreadsheet

Returns

Enter a single job to pickup items that have already been delivered and are now being returned by the customer

Quickly entering a return order without needing to re-enter repeat information

 

AUTOMATICALLY ENTER JOBS

Method

Description

Useful for…

Email Importer

Enter jobs by automatically pulling information from order notification emails

  • There are a couple setup options depending on which system you are using

Businesses that use ordering systems that can send order notification emails

Booking Form

Enter jobs by inviting your customers to use our built-in booking form

  • Requires that you invite your end customer to create an account on GetSwift
  • You can also use third-party form builders such as Jotform or Typeform

Businesses with a stable customer base that places frequent repeat orders

API Integration

Enter jobs through a direct connection with GetSwift through our open API

  • You will need a developer who can code the API connection in JSON

Businesses that use custom ordering systems, or want additional flexibility in entering jobs

Third-party Integrations

Enter jobs through direct integrations with other platforms

  • See our list of direct third-party integrations here
  • Through our integration with Zapier, we also have connections to 1000+ different apps including Shopify, WooCommerce, Wordpress, Jotform, Typeform, Google Sheets & Forms, Acuity Scheduling, Calendly, Hubspot, Paypal, Stripe, Square, etc.

Businesses that use popular cloud-based platforms for managing e-commerce, ordering, forms, spreadsheets, scheduling, and/or payments

 


7. Dispatch to Drivers

notifying your drivers of AVAILABLE jobs

There are 5 ways that the GetSwift system can send/notify new jobs to your drivers.



You can select which method you would like to use in Settings New job driver notification method.


Notify All Drivers

Automatically notifies all online drivers, and offline drivers as soon as they become online

Manually Notify

User/Dispatcher will manually notify / assign the driver using the Map dashboard. Read more here

Smart Notifications

Automatically notifies drivers based on the following rules:

  • Driver closest to the pickup location

  • Driver most available (based on driver capacity)

  • Driver with the best driver rating

GetSwift will scan the area around the pickup location, notifying the best matched driver according to the above criteria. If the notified driver does not accept, the system will continue notifying the next matched driver, until a driver accepts the job.

Notify Specific Driver

User/Dispatcher assigns a driver as the job is being entered into the GetSwift system

For advanced capabilities with this notification method, check out Driver Match Key to see how you can use this to automatically assign drivers.

Expanding Proximity

Automatically notifies drivers who are within 1 mile/1 km of the pickup location (with available capacity and good driver ratings), for 25 seconds to accept the job. If no driver accepts, the system then notifies drivers within 2 miles/2 km of the pickup location for another 25 seconds, and it will keep notifying further out until a driver accepts the job or the job is manually assigned.


8. Alert your Customers

Automatically send customized messages to your customers

Configure when the messages get sent, what the messages says and the type of communication medium you want the message to be delivered.



GetSwift enables you to send automated alerts and live tracking to your customer so they are always informed where their order is via SMS, Email and/or Webhooks. We also give you the ability to customize your SMS alert messages and upload your company logo so your customer has the full white labelled experience with your brand. Trigger alerts based on what events are important to you:

New job

accepted

en route

completed

cancelled

when a job is entered into GetSwift

when driver presses "Accept" button for a job

when a driver presses "On Way" button for a job

when driver presses "Complete" button for a job

when dispatcher cancels a job or job is auto-cancelled

 

automatically alert your customers & Management


9. Terminology




TERMINOLOGY

DEFINITION

Accepted

Jobs that have been accepted by or assigned to a driver

Advanced Form

Enter a single job with expanded details - including data fields for timing / scheduling, delivery instructions, items, fees, etc.

API

Application Programming Interface (API) allows automated access to the GetSwift proprietary logistics platform. You can obtain quotes, book deliveries, track orders and view your order history via a simple RESTful interface

Average Immediate

(aka “Avg Immed”)

“Average immediate” metrics exclude future jobs from the calculation. This allows you to separate your “on-demand” jobs KPIs from your “pre-scheduled” job KPIs

              Avg Immed

              Delivery Time

Average delivery time of “on-demand” job - calculated from the time created to time completed

              Avg Immed

              Dispatch Time

Average delivery time of “on-demand” job - calculated from the time created to time a driver accepts a job

Batch

Enter multiple jobs by uploading a CSV spreadsheet into GetSwift

Billing

Setup your payment method and add money to your account - in order to access the GetSwift portal and services

Booker

Person with access to the “Public Booking Form” - they were invited to enter job into your account through the GetSwift booking form

Capacity

Maximum number of job a driver can accept or be assigned at any given time

Dashboard

There are 2 different ways of monitoring and managing your jobs: Map dashboard & Live Jobs dashboard

Dispatch

Notify and assign jobs to your drivers

Driver

Person who is invited by the merchant to deliver jobs

Driver Declarations

Optional and customizable checklist of items that a driver must agree to before they go “online” at the beginning of each shift to start receiving jobs in the driver mobile app

Driver Match Key

Allows you to automate assignment of drivers to specific job through API or Batch Upload

Drop-Off

Final destination of a job and associated details (location where items are delivered to the end customer)

En Route / On-Way

Driver has picked up a job and is in the process of delivering it to the final destination (drop-off)

ETA

Estimated Time of Arrival.  This can be viewed on your map as well as be sent directly to your end customers by enabling alerts.

*Note: Please contact GetSwift directly to enable this feature

             ETA: Back To

             Hub

Time it will take for the driver to return to the pickup location (only for businesses that have one pickup location for all jobs)

             ETA: Delivery

             Run Completion

Time it will take for the driver to complete all en route jobs

             ETA: Delivery

             Status

Time it will take for the driver to arrive at the drop-off for the next job in their queue

Future

Job where the pickup time is set in the future, determined by the “Minutes to notify drive before pre-scheduled jobs” setting

*Note:  You can modify this setting in Settings > Advanced Settings

Live Jobs

Dashboard with a list view of active jobs and their status. Can also notify drivers, modify jobs, and delete jobs on this page

Map

Dashboard with a map view that provides dispatchers an overview and visibility into active jobs. Enables the business to manage and/or modify jobs and drivers

Merchant

Your business / company / store / restaurant. In an “organization” structure, this will be one individual store location

Notify

Initial alert driver(s) receive indicating that they have a new job. The driver then has the option to accept and be assigned a job, or decline the job

Organization

Allows you to manage multiple businesses that are organized in a hierarchical structure

*Note: Please contact GetSwift directly to enable this feature

 

Pickup

Initial location where a job starts and associated details (location where items are received by the driver for delivery)

Proof of Delivery

In the Driver App, your driver has the option to add a photo and/or signature as a proof of delivery. Enabling this feature makes it mandatory for your drivers to collect POD.  This can also be sent to your customer upon completion of the job.

Public Form (Booking)

Enter jobs by inviting your customers to use GetSwift’s built-in booking form

Purchase

Gives the driver the ability to purchase items at pickup. For reporting purposes, the driver will be required to input the amount paid before going “En Route”

Received

Jobs that have been entered into the GetSwift platform and are awaiting dispatching to the drivers

Routing

Automatically set the most efficient driving route for your drivers based on distance or delivery time

*Note: Please contact GetSwift directly to enable this feature

Simple Form

Enter a single job with basic details - by simply entering address and contact information

SMS Sender ID

Allows for a personalized sender name or number

*Note: This is only available in certain countries (more details here). If you enter the SMS Sender ID in an unsupported country, the SMS will not be sent out to your customers

Job

Order / task / delivery that is to be delivered to an end customer

Template

Enter a single job using a customized job entry template - save commonly repeated data and hide irrelevant data fields

Tracking

Allows your customers to track the location of their orders and your business to track the location of your drivers

User

Administrator or dispatcher that manages the GetSwift web portal interface for your account

 


10. Advanced Features / Settings

 
 

Navigate to your Settings

click “show advanced settings”


Merchant Setup


Most Common Type of Delivery

  • Sets the default fields shown in the ‘add a task’ form to align with your delivery operations and business model.

  • ‘Service Based’ will only allow for a destination address (no pickup address)

Screen Shot 2019-06-19 at 1.56.13 PM.png

Which is right for me?

  • The owner of a single restaurant, might consider the first option, ‘Deliveries will usually come from the same location’ since the  pickup address will remain the same but the delivery addresses may vary.

  • However, for a company like  a courier service that picks up and delivers to multiple locations, the third option, ‘Pick up and drop off location will be unpredictable’, might be the most suitable

  • Service based is a good option for businesses that just need get to one location. Perhaps you’re a mobile unit with inventory that’s in your vehicle and you only need to navigate to the site location.

  • In the event that the business model changes the settings can always be changed and updated.

Default Payment type of new drivers

  • Wage: The driver is paid on wage - GetSwift will only record the tips (if entered) for payment to the driver

  • Commission: The driver is paid on commission - GetSwift will record a percentage of the delivery fee + tips (if entered) for payment to the driver

Screen Shot 2019-06-19 at 1.59.06 PM.png

Should I use this?

  • Note: GetSwift does not process payments for your drivers.

  • This is a helpful way to classify your drivers and pull the “Driver Payment Summary” report. Then, depending on how you pay your drivers (percentage of delivery fee, hourly rate, etc.) you can use that report to help calculate the payment.

Manually approve New drivers

  • Sets whether or not all new drivers (including ones that the user adds) need to be manually approved before they can start working for you.

  • To approve a driver, go to Drivers page → Filter → Awaiting approval → click Approve for each driver.

Screen Shot 2019-06-19 at 2.01.49 PM.png
 
Manually+Approve+Drivers+2.png
 

Should I use this?

  • Are you using the Registration Link to add drivers? Enabling “Manually Approve New Driver” it gives you an extra step to verify and vet your fleet before they start delivering for you.

  • In industries where vehicles are used to transport sensitive information or valuable commodities, a company might choose to vet its drivers before adding them to their fleet.

Standard Recommended Delivery Time

  • Sets the default ‘Latest Time’ for all new tasks entered. This will extend or shorten the delivery time window for all new tasks. For example, if this was set at 120 minutes, then the driver would have 2 hours to complete the delivery

Screen Shot 2019-06-19 at 2.05.41 PM.png

How does this help me?

  • A restaurant making deliveries would want to fulfill their orders within a certain timeframe. Tracking these times might lend management some insight about how much time they’re taking and how their delivery times can be improved.

  • Use the various reports to see your strengths and identify areas for improvements in order to reduce delivery times.

  • Check out this story one how one GetSwift user reduced their delivery time by over 35% and was so confident, they even offered free food if they exceed 30 minutes!

Maximum Miles radius cut-off for driver notifications

  • Sets how far away drivers can be from the destination location of a task in order to receive the task notification. Drivers will not be notified if the distance between the drivers’ current location and the delivery location is greater than the maximum miles set here.

Screen Shot 2019-06-19 at 2.07.02 PM.png

Should I use this?

  • Do you want to restrict drivers from being dispatched or notified of jobs if they are too far away from the pickup? Use this setting to restrict the radius to help complete deliveries on time.

Default delivery fee to invoice

  • Sets the default delivery fee in the ‘add a task’ form. If using you are using templates to enter tasks into GetSwift, this will only autofill new templates.

Screen Shot 2019-06-19 at 2.08.09 PM.png

Should I use this?

  • REMINDER: this is only for if you are using Templates to enter tasks.

  • If you are using the API or Booking Form, check out our dynamic quoting abilities.

  • This options works when the drivers in your fleet must be paid a minimum amount regardless of the distance covered or the time taken for the task, like cab fares.


Driver App Behaviour


Require Proof of Delivery on Delivery Completion

  • Sets whether or not a driver is required to collect a signature or a photo from the customer as a ‘proof of delivery’ before they can complete a task

Screen Shot 2019-06-19 at 2.30.49 PM.png

Do I need this?

  • Enabling this option will require drivers to collect either a digital signature and/or photo in order to complete a task. In cases where sensitive documents or valuable goods are being transported, proof of delivery is typically required.

Proof of Delivery Type

  • Select the specific type of proof you want to require your driver to collect:

    • Any: the driver can collect a Signature and/or a Photo from the destination recipient

    • Signature: the driver will be required to collect a Signature from the destination recipient

    • Photo: the driver will be required to collect a Photo from the destination recipient

    • Both: the driver can collect a Signature AND a Photo from the destination recipient

Screen Shot 2019-06-19 at 2.30.21 PM.png
IMG_2884.JPG
IMG_2885.JPG

Which is best for me?

  • For food deliveries, requiring a photo of delivery is a great way to verify the correct order was delivered while e-signatures provide a name and additional information on who received the delivery. Depending on your type of business you can enable signature, photo or both as verification methods for proof of delivery.

Hide driver prices

  • Sets whether the ‘Delivery Fees’ and ‘Tips’ fields are hidden in the Driver mobile app

Screen Shot 2019-06-19 at 2.34.44 PM.png

Why would I enable this?

  • Do you allow your drivers to accept or reject jobs? Depending on how your drivers are compensated, you might want to consider hiding prices from the driver app will ensure that drivers accept jobs regardless of the tips and delivery fees included so that the entire customer base can be serviced.

Driver can indicate arrival at pickup location

  • Sets whether the driver can record when they are at the pickup location in the Driver mobile app. This is used for record-keeping purposes only.

Screen Shot 2019-06-19 at 2.35.08 PM.png
 
pickup.JPG
 
pickup--.png
 

Why would I enable this?

  • Do you want to collect data on how long the driver was at the pickup location? This can be particularly helpful if the driver has to complete a task at the pickup, such as load boxes onto the truck.

  • This is useful for merchants to better understand driver times and improve efficiency of delivery process, especially on longer delivery runs. This data can easily be accessed through the API or by navigating to Reports —> History —> Details —>Show History.

Driver can indicate arrival at drop-off location

  • Sets whether the driver can record when they are at the drop-off location in the Driver mobile app. This is used for record-keeping purposes only.

Screen Shot 2019-06-19 at 2.35.28 PM.png
 
 
drop off.png
 

Why would I enable this?

  • Do you want to collect data on how long the driver was at the drop-off location? This can be particularly helpful if the driver has to complete a task at the drop-off, such as setup a new refrigerator.

  • This is useful for merchants to better understand driver times and improve efficiency of delivery process, especially on longer delivery runs. This data can easily be accessed through the API or by navigating to Reports —> History —> Details —>Show History.

Enables Strict Driver Workflow

  • Require your driver to follow the workflow of an order

    • For example: your driver will be required to push Start/On Way before they push Complete

Screen Shot 2019-06-19 at 2.35.37 PM.png
 
In this example, the driver will not be able to push “On Way / Start” until they click “At Pickup”

In this example, the driver will not be able to push “On Way / Start” until they click “At Pickup”

 
In this example, the driver will not be able to push “Complete” until they push “On Way / Start”

In this example, the driver will not be able to push “Complete” until they push “On Way / Start”

 

Why would I enable this?

  • Want to make sure your customer alerts are sent? Want accurate reporting data? Enable this feature this feature requires the driver to proceed through each driving stage before having the ability to complete a job.

Hide Abandon button in driver application

  • Restrict your driver from being able to Abandon Jobs that are Accepted. Enabling this removes the button from the driver’s mobile app

Screen Shot 2019-06-19 at 2.35.47 PM.png
 
 

Why would I enable this?

  • This function is important to block drivers from abandoning and skipping jobs and provides more reliability to the customer.


Automation


Force accept job when notified

  • Sets whether or not drivers will be automatically assigned to all tasks that they have been notified for. Drivers will not have an option to accept or decline tasks.

Screen Shot 2019-06-19 at 2.40.01 PM.png

Why would I enable this?

  • Do you have employee drivers that have assign routes? Save the step of drivers having to Accept the jobs, by enabling this feature. The jobs will then go straight into their Accepted Job Queue.

Force accepted jobs as "On Way"

  • Sets whether or not accepted tasks will be immediately considered as “On Way”.

  • Drivers will not have an option to manually indicate when they are “On Way”. Drivers will also only be routed to the destination (not to the pickup)

Screen Shot 2019-06-19 at 2.40.09 PM.png

Why would I enable this?

  • Want to save your drivers a step? Enabling this will put the driver’s in “On Way” status signalling they are en route to the destination.

  • Consider any emergency service, like ambulances or roadside assistance,  where drivers must be dispatched immediately in the event of a new job or task in the system.

Minutes to notify driver before pre-scheduled job

  • Sets how far in advance of the pickup time you would like task notifications to go out to drivers.

  • In the image below, drivers will be notified 30 minutes before the pick-up time.

 
Screen Shot 2019-06-20 at 5.13.53 PM.png
 
Because this job is “FUTURE” status, your driver fleet will only begin getting dispatch notifications when it is within the “Minutes to Notify” window. In this example, drivers are notified 30 minutes before the scheduled pickup time.

Because this job is “FUTURE” status, your driver fleet will only begin getting dispatch notifications when it is within the “Minutes to Notify” window. In this example, drivers are notified 30 minutes before the scheduled pickup time.

Now that the jobs is within 30 minutes of pickup the status has changed to “FUTURE (NOTIFIED).” Drivers are now eligible to see the notification for this job and accept it, depending on your notification / dispatching setup.

Now that the jobs is within 30 minutes of pickup the status has changed to “FUTURE (NOTIFIED).” Drivers are now eligible to see the notification for this job and accept it, depending on your notification / dispatching setup.

What’s best for my business?

  • Depending on your business model, you may want to notify your drivers days or weeks before these future tasks. For example, if you want drivers to be notified 2 weeks before pickup time, you can enter 20160 minutes.

Hours after due date before unaccepted jobs are automatically cancelled

  • Keep you dashboard fresh and up-to-date. Automatically have old jobs removed from the queue. This sets the amount of time before late tasks (that have not been accepted by any drivers) are automatically cancelled.

    • Note, this setting is in hours, not in minutes.

In this example, jobs that are not accepted or assigned to a driver will automatically be cancelled after 12 hours.

In this example, jobs that are not accepted or assigned to a driver will automatically be cancelled after 12 hours.

Should I enable this?

  • Consider a restaurant that makes food deliveries. If they have an order that has not been assigned or accepted for a few hours, the manager might choose to cancel the order and issue the customer a refund or store credit instead of delivering the customer stale food or delivering the food past the estimated time.


Quoting / Booking Form and API


Reject delivery or quote if driver not immediately available

  • Sets whether or not the system will reject booking requests if all drivers are currently busy or at capacity.

  • This only applies to tasks booked through the public booking form or the API

Screen Shot 2019-06-19 at 2.51.54 PM.png

Should I enable this?

  • This function is useful for restaurants or delivery services to ascertain when they have reached maximum capacity and are unable to complete a requested job that was sent through a booking form or an API integration.

Handler transport mode to quote

  • If quoting is being utilized (through the API or booking form), you will want to select the primary mode of transportation.

Screen Shot 2019-06-19 at 2.51.40 PM.png

Why is this important?

  • This is important because in order to calculate a delivery fee quote, a distance is calculated from Pick-Up to Drop-Off. The distance can vary depending on the mode of transportation.

Roadways to avoid for quote

  • If quoting is being utilized (through the API or booking form), you can select preferences on the route that is used to calculate the delivery fee quote.

Screen Shot 2019-06-19 at 2.51.27 PM.png

Why would I use this?

  • If avoid Tolls is selected, the distance calculated from Pick-Up to Drop-Off will avoid roads with tolls, and therefore the distance from A to B might be longer.

  • In other cases this functionality is useful for delivery services that employ bicyclists who are unable to use highways for delivery.  

Base rate to quote

  • Sets the base delivery fee.

  • This will be quoted to end customers who book using the public booking form functionality or through the quoting capabilities in the API.

Screen Shot 2019-06-19 at 2.51.12 PM.png

Should I use this?

  • Are you using the API or Public Booking Form to get your orders into GetSwift? Do you want to set a base rate or minimum delivery fee, no matter the size, distance or content of the items?

  • Use this in conjunction with Price per Mile/KM (see below) for dynamic quoting!

Price per mile/km to quote

  • Sets the rate per mile/km added to base rate based on the distance between the pickup and destination address.

  • This will be quoted to end customers who book using the public booking form functionality or through the quoting capabilities in the API

Screen Shot 2019-06-19 at 2.50.59 PM.png

Should I use this?

  • This option is typically used for courier services that provide deliveries with a wide range of distances, making it easier to automate expenses and incorporate a distance variable into final costs.


Miscellaneous


For commission based drivers only


Default driver fee percentage, used when creating new job templates

  • Sets the default percentage of delivery fee paid to the drive. If using you are using templates to enter tasks into GetSwift, this will only autofill new templates. This only applies to commission-based drivers and is used only for record-keeping purposes.

Screen Shot 2019-06-20 at 1.25.46 PM.png

Is this for me?

  • This setting is useful when the drivers on commission are contracted to complete jobs for a percentage of the delivery fee.

  • Consider a courier service that charges delivery fees based on distance. To prevent long distances from being a prohibitive factor to accepting jobs the business might offer drivers a percentage of the delivery fees as an incentive.

  • This will only be applied if you are entering jobs using Templates.


When sending orders to GetSwift via email

Email orders will be sent from

Screen Shot 2019-06-19 at 2.48.04 PM.png

Is this for me?

  • This is only applicable if your orders originate from a source on this list.

  • If your business accepts orders and logs those in an email account, the email address receiving those orders can be used to directly import jobs into Getswift so that the process can be automated and the jobs do not need to be entered individually.

When sending orders via an external webhook

External Store ID

  • Required as part of the setup process for entering orders through external webhooks

Screen Shot 2019-06-19 at 2.47.54 PM.png

Should I use this?

  • Webhooks can be added so that your website or app can be alerted when an event occurs on Getswift. If a driver has signalled that an order is en route, you might want to change the status of the job on the website and inform the customer that the order is on its way.

Attach Proof of Delivery to Customer Emails

  • Sets whether the collected signature or photo (proof of delivery) will be attached to completion email sent to the end customer.

  • The emails can be set up in Alerts.

Screen Shot 2019-06-19 at 2.47.41 PM.png

Should I use this?

  • Have you enable Proof of Delivery? Are you sending a Email Alert to your customers when a job is complete? If the answer is yes to both, enable this to attach the Proof of Delivery for your customers emails that are auto-generated.

Language / Locale

  • Be sure to not just select the Language, but also the locale, because this will impact cultural settings such as the currency ($, €, £)

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But wait, why didn’t the language didn’t change?

  • Please note, in order to change the language within GetSwift, you will need to navigate to the left bottom corner and select the desired language: English, German, Portugese, French, Arabic and Spanish

 
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