AMBER’S OPERATIONS PLAYBOOK

A clear plan.
A smoother
delivery day.

Everything you need to take charge of the delivery board—from the first booking to the final proof photo.

Open the practice board ↗Start the walkthrough ↓

First session: about 45 minutes · Office browser + optional iPhone test

THE DELIVERY JOURNEY01 → 05

Order readySales order comes from Zoho

✓

A window that fitsPrep, truck capacity & driving time

✓

On the wayDriver updates + customer tracking

Proof capturedRecipient’s name + photos

Everyone in syncOffice, Zoho and Google Calendar

One shared schedule. A complete history.

YOUR STARTING POINT

Practice, freely.

Sample deliveries on a separate server. Move, remove and restore them without affecting live orders. No customer texts, Zoho writes or Google Calendar writes.

practice.deliveries.staging.beamshyft.com ↗Uses estimated drive times. Real integration testing is separate.

WHEN YOU’RE READY FOR REAL WORK

Live means live.

Real orders, calendar events and customer texts. Texting is enabled. Agree the first real booking with Joel before changing a customer’s delivery.

deliveries.beamshyft.com ↗The two boards have separate personal access codes.

01 / GET STARTED

Your first ten minutes.

Monday, November 2, 2026
Chrome, Safari or Edge on a computer

Get your access

Ask Joel for your Amber — practice office code. Open the practice board and enter that personal code. Keep it private; it is your sign-in, not a shared team password.

Meet the board

Choose This week. Look across the days, then select a day on the map. Open a sample delivery to inspect its window, address, prep hours, notes and history.

Make one small change

Move a sample delivery to another available window. Read the Fits / Tight / Conflict explanation, save, then reopen it and check its history.

02 / YOUR TOOLKIT

What you can take charge of.

Plan the route. Keep the warehouse ready.
Stay ahead of exceptions.

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Schedule with context

Book two-hour windows. See suggested days, extra driving, on-site time and truck capacity. Impossible windows are blocked; tight ones explain the concern.

⌁

Group nearby stops

Use the map and regrouping suggestions to reduce cross-town driving. Review any proposed moves before applying them.

▦

Plan warehouse prep

Enter assembly and packaging hours. Watch the prep-day workload. Closed days and holidays affect delivery suggestions and prep planning.

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Follow the trucks

See active shifts, recent truck locations and arrival estimates. Location comes from a driver’s phone while their shift is on.

✓

Close the loop

Review recipient names, up to three proof photos, delivery status and the change history. Removed deliveries can be reviewed and restored.

⋯

Keep customers informed

Live bookings and moves can trigger texts. The customer’s private tracking page lets them confirm someone will be there or ask for another day.

Zoho BooksOrder details come in; delivery date, window, status and proof go back.

Delivery boardMake schedule changes here. History records who changed what.

Google CalendarShared delivery and prep events. Edit schedules on the board; direct calendar edits can be overwritten.

Live services have been configured. Practice mode intentionally keeps its changes local. Map and arrival times are estimates, not guarantees.

03 / TEST DRIVE

Try the whole office workflow.

Use sample data on the practice board.
Tick each item once you’ve checked it.

0 of 8 checks completeSaved in this browser

Read a delivery end to endOpen a sample stop. Find its customer, address, window, salesperson, prep hours and history. Match it to its map marker.01 Move a delivery and see the resultChoose an available day and two-hour window; save. Reopen the delivery and verify the new date/window and your name in its history.02 Understand a tight or blocked windowInspect the reason. Try a different day, window or available truck capacity. Don’t change global capacity just to silence a warning.03 Check the warehouse workloadAdjust a sample stop’s assembly/packaging hours. Verify the prep load changes. Note what happens around a closed day.04 Remove, then restore a sample deliveryRemove only a practice stop. Find Removed deliveries, inspect its history and restore it into a window that fits.05 Try the customer’s viewOpen a practice delivery’s tracking link from its details. If no link is shown, record that. Where available, confirm attendance or request another day; check Customer requests on the board and settle it.06 Find the office controlsOpen Settings → People, Customer texts and Connections. Learn where access codes, texting switches and connection results live. Practice connections are intentionally off.07 Record your verdictWrite what worked, anything confusing and the three improvements you’d prioritize. Include the version label and steps for every problem.08

04 / IPHONE SMOKE TEST

From the office to the road.

Driver app version 1.0.2
Separate from the board’s release number

DELIVERIES (TEST)

Today’s route

● Shift on · sharing location

SAMPLE STOPiPhone smoke test

Practice delivery only

On my way → Arrived

✓ Recipient name
✓ Proof photo
✓ Mark delivered

Illustration, not a live route

Install, sign in, make one stop.

Get the test app. Joel supplies the signed Deliveries (Test) build. iPhone installation requires a registered device or a TestFlight invitation. This guide is not an installation link.
Use the practice server. Confirm the server is https://practice.deliveries.staging.beamshyft.com. Enter your separate Driver test code, not your Office code.
Start a shift. Select a practice truck. Allow location and camera access. For background checks, choose Always location access when iOS offers it.
Run the stop. On a practice stop, try navigation, On my way, Arrived, a harmless proof photo, a test recipient name and Delivered. Check that the office board updates.
Check recovery. Mark a practice update in airplane mode. Restore signal and verify the queued update clears and appears once on the board. Keep app data if anything remains queued.
End the shift. Verify sharing stops. A later road-readiness test should check location with the screen locked for at least 30 minutes.

Quick test vs. road-ready: opening the app and completing a stop is a smoke test. Camera, offline recovery and locked-screen location still need real-phone checks. Expo Go can preview the interface, but does not validate background location.

05 / RUN THE DAY

A rhythm you can own.

BEFORE THE TRUCKS LEAVE

Make the plan believable.

Review today’s stops, windows and map.
Resolve late/tight stops and customer requests.
Check prep hours, closed days and truck availability.
Confirm drivers can sign in and start their shifts.

WHILE DELIVERIES ARE RUNNING

Manage the exceptions.

Watch stale positions, failed stops and new requests.
Coordinate with the driver before moving an active stop.
Use a customer’s tracking link to understand what they see.
Check text history before assuming a customer was notified.

BEFORE YOU CALL IT A DAY

Leave a clean handoff.

Review proof photos and recipient names.
Deal with undelivered stops and unresolved requests.
Confirm shifts are ended and tomorrow’s prep is feasible.
Report connection warnings and anything needing a decision.

06 / WHEN SOMETHING NEEDS ATTENTION

Know what to do next.

My access code doesn’t work.

Check which board you opened: practice and live codes are different. Ask Joel for your personal Office code. A Driver code belongs in the phone app. Don’t keep guessing; repeated failures are temporarily blocked.

The phone can sign in, but has no stops.

Check the server address, today’s date and truck selection. The test board needs a sample stop for today. Ask Joel to prepare one; don’t move a real order just to populate a test route.

Google, Zoho or texts look out of date.

In production, open Settings → Connections and inspect the problem. Record the message and time, then contact Joel. Don’t edit API keys, restore backups or repeatedly reschedule a customer’s delivery to force a refresh.

A truck location is stale or a shift is stuck.

Ask the driver to check signal, location permission and active shift. If a phone died, the office can use End shift next to that driver. Coordinate first so an active route isn’t interrupted.

Where are alerts and the chat command?

Production alerts currently go to the private delivery-alerts Cliq channel. Joel is its current member; ask him to add you if you’ll own alerts. The /delivery command is currently personal to Joel and hasn’t been enabled for Amber. The web board covers the daily workflow.

What can I change without a developer?

Office accounts can manage bookings, people, closed days, capacity and customer-text preferences. Changes to live business rules affect real deliveries. Hosting, keys, deployment and disaster recovery stay with Joel/the technical owner. Staging’s Zoho test subscription also needs a long-term decision.

THE FIRST-DAY FINISH LINE

You can explain the plan,
make a change, and spot a problem.

Once those feel comfortable, review your notes with Joel and agree the first real order to run together.

Take the practice board for a spin ↗