Trip Execution & Delivery Confirmation
Trip Execution & Delivery Confirmation
Every trip in NexusRMS follows a defined lifecycle from scheduling through to completion. This guide covers how drivers and dispatchers manage trips in real time, including GPS verification, equipment manifest updates, and delivery confirmation workflows.
Trip Lifecycle
A trip progresses through the following statuses:
- Scheduled — trip is planned with a departure time, vehicle, and driver assigned
- In Transit — driver has marked departure and the trip is actively underway
- Delayed — driver or dispatcher flags a delay with a reason
- Completed — trip has reached its destination and delivery is confirmed
- Cancelled — trip is cancelled before or during execution
Starting a Trip
When a driver is ready to depart, they tap Start Trip on their mobile device. The system records the actual departure time and captures the GPS position to verify the driver is at the expected departure location. If GPS verification fails, the trip can still be started but the discrepancy is logged for review.
In-Transit Tracking
While a trip is in transit, NexusRMS tracks the vehicle in real time. The following data points are captured continuously:
- GPS position — latitude and longitude updated at regular intervals
- Speed — current vehicle speed in kilometres per hour
- Heading — compass direction of travel
Dispatchers can view live positions on the fleet map. If a driver encounters an issue, they can mark the trip as Delayed and provide a reason such as traffic, breakdown, or weather conditions.
Equipment Manifest Updates
Each trip carries an equipment manifest listing every item assigned. During the trip, drivers update the status of each item:
| Item Status | Description |
|---|---|
| Loaded | Item confirmed loaded onto the vehicle at departure |
| Delivered | Item successfully delivered to the destination |
| Collected | Item picked up from a site (collection trips) |
| Missing | Item expected but not found — triggers an alert |
Delivery Confirmation Workflow
Upon arrival at the destination, the driver completes the delivery confirmation process. This provides a full audit trail and proof of delivery:
- Signature capture — the recipient signs on the device screen; the signature URL is stored against the trip record
- Photo proof of delivery — the driver uses the device camera to photograph delivered equipment at the site
- Delivery notes — free-text notes describing any observations, damage, or special instructions
- GPS verification — the system confirms the driver is at the expected delivery location
Collection Trips
Collection trips follow the reverse workflow. The driver travels to a site, confirms equipment has been collected using the manifest, captures a signature from the site contact, and photographs collected items. The equipment status updates from delivered back to collected across the system.
Completing a Trip
When all deliveries or collections are confirmed, the driver marks the trip as Completed. The system records the actual arrival time, final mileage reading, and performs a cost reconciliation — comparing estimated fuel, tolls, and other costs against actuals.
Cancelling a Trip
If a trip must be cancelled, a cancellation reason is required. The equipment manifest is reset so that all items return to their previous availability status. Cancelled trips remain in the system for reporting and audit purposes.
Trip Detail Page
The trip detail page provides a comprehensive view of the entire trip record:
- Addresses — from and to locations with map pins
- Timing — scheduled vs actual departure and arrival times
- Equipment manifest table — every item with its delivery status
- Cost breakdown — fuel, tolls, driver time, and total trip cost
- Delivery proof section — signatures, photos, notes, and GPS confirmation
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