How to Add a Subordinate Delivery Request

The Add Subordinate Delivery Request feature in Transpomate allows supervisors to request the transport of packages or goods between locations on behalf of their team members. This feature will only be available if the Company Admin has enabled Enclosed Deliveries or Non-Enclosed Deliveries during company setup.

The Admin can navigate to this page by clicking on the Add option from the View Subordinate Delivery Request table.

1.1: Add Subordinate Delivery Request Form:

1.2: After Submitting a Subordinate Delivery Request:

Once a subodinate delivery request is submitted in Transpomate, the system takes several automated actions to ensure smooth coordination between the requester, approver, and transport coordinator.

1. Request Status Update

The submitted request is immediately marked as Pending.
It becomes visible to the Logistic Manager, who must review and either Approve or Reject the request.

2. Notification Dispatch

If a logistic manager is assigned to approve the request, they receive:

An email notification containing the request details (if email is added under the user's employee record).
An SMS alert (if email is not added under the user's employee record) prompting action.

📌 Important Notes:

A user with the role of a Logistic Manager should be currently active in the system for any user to create a delivery request.
➤ If no logistic manager is available, the request cannot be submitted.
All Logistic Managers will receive the request to be approved or rejected.
Selecting at least one of the following is mandatory:

Requested Start Date and Time
Requested End Date and Time
➤ Both are optional together, but at least one must be filled to submit a request.

The Pickup Location and Drop Location cannot be the same.
➤ The system will prevent submission if the same location is selected for both fields.
After submitting the request:

It enters a Pending state and awaits manager approval.
Notifications (email and SMS) are sent to the Logistic Manager for action.
The employee receives updates on approval, rejection, and voyage allocation via email and SMS.

A request is not valid indefinitely:

If the request end date passes before it is allocated to a voyage, the request will automatically expire.
Notifications about expiry are sent to both the employee and the approving manager.

Employees can only edit or withdraw their request before it is approved or allocated to a voyage.
Once the request is approved, it becomes available for voyage allocation by the Transport Coordinator.

1.3: Best Practices:

Provide a clear and concise package name that helps coordinators and drivers quickly identify the item.
- Example: "Medical Kit – Ward A", "IT Equipment – HQ Office"
Ensure the pickup and drop locations are different to avoid request rejection.
Set a reasonable delivery window using Start and End Dates to allow enough time for approval and scheduling.
Use the Package Description field to add any handling instructions, fragile item warnings, or special access information (e.g., “Handle with care – glass items”, “Deliver before 2 PM”).

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