Scheduling - Employee Call Outs

Employees can receive call outs via text message, email, or through the Interactive Voice Response (IVR) system. The delivery method is configured either in the Scheduling Admin section or in the individual user’s settings.  Driver training material is available here.

Delivery Methods

Each call out contains a secure link to access the posted schedule. Please note that these links are unique to each publish and will not remain valid for future days.

Sample Email

Sample Text Message

Digital Fleet text messages will come from the following phone number:

• 1-312-626-2548

To prevent messages from being filtered or marked as spam, we recommend adding the listed number to your contacts.   

If a user is not receiving their call out message, they can use this text message QR code, which will prompt the user to send a START text message to the 1-312-626-2548 call out number.  

This action will unblock the call out number and their phone will recognize it as a known sender.

Opted-Out Users

A user is considered opted out when they have intentionally texted STOP to one of the system’s callout numbers listed above. This action occurs outside of the Digital Fleet system and blocks messages at the cellular carrier level, preventing any further texts from being delivered through Digital Fleet.

To resume receiving text messages, the user must text START to the same phone number from which they previously opted out. The specific callout number associated with their opt-out can be found in the Blocked Phone Numbers report.

Acceptance Workflow

When users click the link in the call out message, they are directed to a secure website where they must enter their PIN to access their scheduling details. This is the same PIN used to log into DigiTrack or the wall clock.  

Users have six attempts to enter their PIN correctly. After the sixth incorrect attempt, their account will be locked, and they must contact an administrator to unlock it from their user profile.  

Note: there is an alert available to notify admins in real-time when this occurs.

After successfully entering their PIN, the employee’s schedule will be displayed with all relevant details.

Employees can then click the Accept button to confirm they’ve reviewed and acknowledged their schedule. Once the acceptance is processed, the screen will update to display a date and time stamp confirming when the schedule was acknowledged.

An employee’s schedule can be accepted only once. After the schedule has been acknowledged, the option to accept it again will no longer be available.

Call In Workflow

Organizations have the option to include call-ins as part of their scheduling workflow. This feature can be enabled or disabled by Digital Fleet support upon request. When activated, employees will see a second option—Call In—for acknowledging their schedule.

When a user clicks the Call In button, they’ll be prompted to enter a reason, which will be recorded and displayed on the main scheduling screen in Digital Fleet.

Once a call-in is processed, the screen will refresh to show the date, time, and the message provided by the user.

The Call In option remains available even after an employee has accepted their schedule. However, employees can only call in once, and once a call-in is submitted, the option to accept the schedule is no longer available.

Call-in messages appear on the main scheduling screen as part of the employee’s delivery status. Click the status column to view a popover with the full status history and the call in message submitted by the employee.

Updated Schedules

If a schedule is updated after it’s been published, users will see a callout message notifying them of the update.

Changes will be shown on the callout screen with a banner message, and impacted fields will be highlighted in green. These notations will remain until the user accepts their schedule.