Tookan onboarding guide will help to understand the following
Step 1: Onboarding agents
The first step in Tookan Onboarding Guide is adding Agents. certainly Agents are the delivery person who will be doing the pickup and delivery from one location to another.
to enumerate, there are 3 ways to onboard drivers on the platform-
1. firstly Adding agents one by one on the platform
For this Goto side menu > agents
On the top right corner, you will see an option “Add Agent”
Click on that and consequently the template will open to enter agent information
1. firstly, First name – Name of Agent
2. secondly, Phone – Phone number of agent
3. Username – This will the login details of the agent to access the app
4. Password – This will be a password using which agent can log in on the app
5. Tags – Tags are basically used to link an agent with a particular team or with a particular type of task. For this, the team or task should have the same tag as that of the agent.
6. Teams – You can use Teams to group a number of agents together and classify drivers based on parameters like location, zones, distance, etc.
7. Agent Type – There are 2 types of agents on Tookan
8. Captive – These agents are full-time agents on the platform
9. lastly Freelancer – These are part-time agents on the platform.
Email and username should be unique
All mandatory fields should be filled
most importantly This option in tookan is helpful in logistics onboarding when you have a large number of agents to be added to the platform so instead of adding one by one we can enter all the information in a CSV file and upload the file. in conclusion , this helps in bulk importing.
firstly Go to Side Menu >agents
On the top right corner you will find an option to “Import Agent”
secondly Click on Import Agent
Click on the option ‘Download Sample CSV’
This will download the CSV file wherein you have to add information about the agents
lastly After saving the file drag and drop the CSV file on Tookan
Email and username should be unique
Fill all mandatory fields
however Don’t change the Header in the file
3. Agent signup directly through agent app
most importantly The Signup option on the agent app will allow the agents to register themselves directly on Tookan.
to clarify , Agent Signup option is only available on the agent app if the agent app is branded or white-labeled.
therefore To enable this option firstly goto Extensions> Agent Sign-up> Enable
in addition , You can add custom templates for your sign up forms which agent needs to fill in before they can enter the agent app. however Admin can reject, accept or review his agents before they enter your app on the basis of the information filled in by them.
therefore To create a custom template
firstly Goto Settings> Template> Create custom.
Add the required fields you want the agents to fill while they signup and save it.
lastly, Go to Settings> Agent App> Agent Signup> Select the created template and Save.
Video – https://youtu.be/Pypr1b1QGcQ
Step 2 : The second step in tookan onboarding guide is to Create Tasks
You can send orders on Tookan through 6 different ways –
to enumerate : firstly Create Task Button, secondly Bulk CSV upload, in addition, Customer App, Tookan Booking Form, APIs and lastly through Yelo (Ordering Platform).
1. Create Task Button
You can create tasks after completing Tookan agents onboarding to assign the agents, thus The ‘Create Task’ button is located right on the top bar for easy accessibility from List view and Map view.
Through which you can create pickup and delivery tasks
You can create –
Only pick up tasks
Only delivery tasks
Single pickup and multiple delivery tasks
Multiple pick up and single delivery tasks
When you click on the pickup/delivery button, consequently it expands with detail fields.
Add details like Name, Contact Number, Email Address, Order ID, Address, Time, and Description.
in addition You could also upload a reference image and select a suitable template.
in addition You could also add multiple pickup/delivery points by clicking on Add Another Point.
most importantly fill Mandatory fields – Address, Date, and Time
Video – https://www.youtube.com/watch?v=SBD_OIWjHGw
2. Bulk CSV Upload
This feature allows you to upload multiple tasks in one go.
The ‘Create Task’ button is broken into two parts. All you need to do is Firstly click on the drop-down at the right of the button and select ‘Bulk Import’.
Next, download the sample CSV file wherein you can fill in all the task-related information.
For uploading the CSV
1. firstly Select a team (optional)
2. Select Workflow (mandatory)
3. Select the custom field template (optional)
4. lastly Upload the CSV file
Fields in CSV file
1. Task Description – This will include all the additional details of the task,
Example – Order Details, any note, etc.
2. Customer Email – It is the email of the Recipient for example : email@example.com
3. Customer Name – Name of the Recipient . for example : john
4. Street Level Address – Address of the Recipient to clarify ,(Including house no. and street no.)
5. City – City of the Recipient
6. Zipcode / Pincode – Area code of the Recipient for example 560002
7. Country – Country of the Recipient . for example India
8. Latitude – you can use as a coordinate point to override Recipient’s Street Level Address so the address pinpoints at the exact location. (Both Latitude and Longitude are important to find the exact location on the map, mentioning only one won’t work)
9. Longitude – You use as a coordinate points to override Recipient’s Street Level Address so the address pinpoints at exact location. (Both Latitude and Longitude are important to find the exact location on map, mentioning only one won’t work)
10. Customer Phone Number – Phone number of the Recipient. for example 998877660
11. Delivery Date and Time – It will be the date and time by which the agent completes the delivery task.
The format for Date and Time should be (MM/DD/YYYY) (HH:MM:SS) for example : 11/12/2021
Also it should be greater than pickup & current date and time.
12. Agent ID – This is on the Dashboard under Menu > Agents
It is required if you want to manually assign the tasks to agents at the time of uploading the task
13. Has_Pickup – It is required if you are making connected Pickup and delivery task
If the pickup and delivery tasks are connected the value should be 1.
Otherwise, if you are making only delivery or only pickup tasks then you can leave it blank
14. Merchant Email – Email of the Pickup customer
15. Merchant Name – Name of Pickup customer
16. P_Street Level Address – Address of Pickup customer
17. P_City – City of Pickup customer
18. P_Zipcode / Pincode – Area code of Pickup customer
19. P_Latitude – you can use as a coordinate point to override the Pickup customer’s Street Level Address so the address pin points at the exact location. (Both Latitude and Longitude are important to find the exact location on the map, mentioning only one won’t work)
20. P_Longitude – You can use as a coordinate point to override the Pickup customer’s Street Level Address so the address pinpoints at exact location. (Both Latitude and Longitude are important to find exact location on map, mentioning only one won’t work)
21. Phone Number – Phone number of the Pickup customer
22. Pickup Date and Time – It will be the date and time by which the agent will complete the pickup task.
The format for Date and Time should be (MM/DD/YYYY) (HH:MM:SS)
Also it should be greater than current date and time.
– Mandatory fields are marked with * in the CSV
– If you are creating only delivery tasks then you can leave pickup details blank
– If you are creating only pickup tasks then you can leave delivery details blank
– To create connected pickup and delivery tasks fill in all the fields
– lastly Do not change the header of the CSV file
Video – https://www.youtube.com/watch?v=xyayNR23utE
Tookan forms allow your customers to directly create tasks, using a web form.
These are customizable which can be used as per your requirement and business use-case.
To activate Tookan forms
firstly Goto Extensions > Tookan forms > Activate
Once activated Goto Settings> Form Editor > Add Form and create a form
It is a paid Extension
4. Creating tasks through Customer App
The customer app is a white-labeled solution wherein you can get it branded under your company name and have the app on the play store and app store.
hence The customers can download the app and start placing orders which will directly reflect the admin on the dashboard.
Video – https://www.youtube.com/watch?v=YzEJm0Y9xt4
The Tookan API is a RESTful web service for developers to programmatically interact with Tookan’s data and real-time delivery management functionality.
similarly If you have some third-party platform then it can be integrated with Tookan through API.
Tookan has an open API which you can use to push orders from your platform onto the Tookan dashboard
API Documentation – https://tookanapi.docs.apiary.io
6. Creating tasks through Yelo
Yelo is a marketplace where the customers can place the orders from the website/app and the orders will be pushed to Tookan wherein the deliveries can be managed.
Adding Additional Information In Tasks
To add any additional information to the tasks which you maybe want your customers to fill while placing an order or want you agent to see/edit on the agent app can be achieved through templates.
Go to Menu > Settings > Templates
Custom fields allow you to capture the information in a form that is specific to your business.
You can create multiple templates based on your requirement and you can add as many custom fields in a template as required.
Once the template is created, you can add the template while creating a new task, thus providing you additional fields.
therefore These custom fields are shared with your agents/ drivers in the app, providing them the additional info as required in addition , it can be viewed on the customer app and booking form if the template is linked to them.
App Side Display: In the app side display drop-down you can either select Read Only/Allow Agent Input. If you choose to Allow agent Input as per your needs, you can also make the particular field mandatory, agents will need to fill the field in order to complete a task.
Video – https://www.youtube.com/watch?v=kc6ZDkcYm40
Step 3: the next step in tookan onboarding guide is Task Assignment
After you create the tasks on the dashboard the main part that comes into picture is task assignment.
After you assign the task to the agent only then he would be able to perform further action on the task.
There are 2 methods to assign tasks –
– firstly Manual
– secondly Auto Allocation
1. Manual Assignment
In the case of manual assignment, the admin has to manually assign the tasks to the an agent from the dashboard
You can assign a task to an agent in three different ways:
Create a new task, by selecting any one of the following
Create Task OR Bulk Import Tasks
– Fill in all the details in the Task creation form.
-Select a Team from the drop down.
-Choose one or multiple agents from ‘Assign agent’.
– lastly Click on ‘Submit’ to save the task.
Video – https://www.youtube.com/watch?v=uPD3TUvZPYU
-Click on Tasks in the left panel.
– Under Actions column, click on three dots and select Assign.
-Fill in the details and click on Submit to complete the action.
Video – https://www.youtube.com/watch?v=LRWf4MUI9PA
-You could assign a task to an agent from the top left side panel of the Dashboard also. firstly Select the Unassigned tab to directly assign the task to the agent.
– secondly Click on ‘Assign Agent’’ button on the task tile.
– consequently A popup would appear and you could choose from the drop down, list of idle agents that appear.
-lastly Click on the name of the desired agent, hence the unassigned task automatically gets assigned to him/ her.
Video – https://www.youtube.com/watch?v=uNJmRTlzjcs
2. Auto Allocation
Automatically assign your tasks in Tookan using the Auto Assignment feature. To enable/disable Auto Allocation
firstly go to Menu > Settings > Account Setup > Auto Allocation.
The auto-assignment is done on two parameters:
– firstly Nearest agent (based on displacement)
– secondly Available agent (based on the time slot)
to enumerate , Based on your business requirement, you can set the push notification which is sent to the agents, in one of the following ways:
ONE BY ONE
The request goes to one agent (nearest & available) first and if the timer runs out or if the agent declines the task, similarly it goes to the second-best option. You can set the timer in the workflows.
SEND TO ALL
The request is sent to all the available agents and consequently whosoever accepts/ acknowledges the task first will receive it. Hence this is a widely used logic.
Sends the task request notification to Agent in batches. to clarify, You can create batches based on distance, time and group size settings. therefore The task will assign to the Agent who accepts the task request first. If no Agent accepts the task, it remains unassigned.
This new auto-assign configuration allows for force assigning the tasks to your agents based on the following two parameters:
1. firstly Maximum number of tasks
2. secondly Radius Limit
The system searches for all the available agents within the radius limit around the task location. therefore It sorts the agents based on the number of tasks of the agent and distance from the task location (in 40-60 ratio respectively), filters out all those agents whose tasks’ count is greater than the maximum number of tasks for that day (for which the task is being scheduled). consequently The agent on top of this list is assigned the task.
Force assigns the task to Agent based on availability and distance. hence this is the most common logic used.
First In First Out
Send the task request notification based on First-in, First-out (FIFO). to clarify, All the created tasks are arranged in a queue and the request for the second task is not sent until the first task gets assigned. consequently The request is sent to the Agent in batches (same as batch-wise allocation). in conclusion You can create batches based on distance, time, and group size settings.
To enable this
1. firstly Goto Extensions
2. secondly Search for Automatic Barcode & Waybill Generator
4. Choose to enable/disable the below-shown options and submit
=> Enable this to apply the same barcode in all connected tasks – therefore This means that all connected tasks will have a single barcode instead of having a different barcode for each one of them.
=> Mandatory barcode verification on task completion – Before the agent will mark the task successful whether it’s a single task or a connected task the agent app would ask for barcode verification which the agent can scan or enter manually. therefore this helps in verification.
How does the extension work
It is divided into 2 parts –
1. firstly Barcode Verification
2. secondly Waybill Editor .
to clarify , It will help you to generate a barcode for all the orders automatically and the agents can verify that the inventory is delivered to the right person by matching the barcode before marking the task successful.
The agent can use the barcode to scan and assign the task to himself or task can be automatically assigned to the agent and the same barcode can be used for verification while completing the task.
1. Barcodes can be auto-generated or you can add your own barcode value.
2. You can configure whether you want to use the same barcode for connected tasks or different barcodes.
3.You can export the barcode in a format that is configurable. Once exported you can paste the barcode on the item to be delivered.
4. similarly Manager can also scan the barcode through the manager app and fetch the order details. This feature is useful for sorting orders in a warehouse.
5. consequently Agent needs to scan the barcode and verify in order to complete the task.
Video – https://www.youtube.com/watch?v=nCnz4mQagvM
This will allow you to generate waybills and lets you define the format for your waybill and values in the bill are fetched from the task created.
using the Task pdf template enabled through the barcode generator.
Once the extension is activated the Waybill template can be edited from
Settings > Preferences > Export Connected Task PDF Template
therefore The waybill can be customized as per the requirement and any field can be added via a template.
1. We can set page Width and Height
2.similarly We can choose the no of waybills to be printed on 1 page
3. We can create the Waybill template using information from the templates in the “Insert Tag” option and thus the waybill can be customized as per the needs.
For video reference Please click here.
How to use the extension
This extension is used in the logistics business wherein the parcels have to be collected from a warehouse.
The task can be created on to Tookan Dashboard by any of the 6 task creation methods. Once the task is created on Tookan consequently the admin/manager can export the waybill and attach it to the task
To export the waybill
1. firstly Open the task
2. secondly Click on the 3 dots
4. Export barcode
5. This will open a new tab with the waybill
You can print this waybill and put on the parcels
hence The agent can then scan the barcode and assign the task to himself or the task will assign to him via auto allocation
in conclusion Once the agent gets the task and is about to complete the task the app would ask him for “Barcode Verification”. therefore This will be the barcode present on the waybill. therefore Once the agent enters/scans the barcode he will be able to mark the task successful
Step 5 : Notifications
Tookan completely automates the communication process by sending customized notifications in the form of email and SMS, to the customers associated with each task.
firstly Go to Menu > Settings > Notifications to enable, disable or edit the content for each trigger. to clarify ,
- Request Received: will trigger when you create an order.
- Agent Started: This will trigger when the agent starts a task.
- Agent Arrived: This will trigger when the agent reaches the destination.
- Successful Pick Up/Delivery: will trigger when the agent completes the task successfully.
- Failed Pick Up/Delivery: This will trigger when the agent completes the task unsuccessfully.
- Request Received: it will trigger when you create an order.
- Agent Started: will trigger when the agent starts a task.
- Agent Arrived: it will trigger when the agent reaches the destination.
- Successful: This will trigger when the agent completes the task successfully.
- Failed: it will trigger when the agent completes the task unsuccessfully.
- Request Received: This will trigger consequently when you create an order.
- Agent Started: it will trigger when the agent starts a task.
- Agent Arrived: This will trigger when the agent reaches the destination.
- Successful: it will trigger when the agent completes the task successfully.
- lastly Failed: will trigger when the agent completes the task unsuccessfully.
Task Update Webhook: Sends webhook for any status updates other than already mentioned or any edit updates.
- in conclusion, tookan onboarding helps you learn all the functionalities in detail, thus making it easy for one to understand.