Job Management Process

When a customer places an order via Redbox, the Redbox system automatically communicates with Waybox to create a corresponding job. This ensures that the order is tracked and managed efficiently from creation to delivery.

Job Assignment Logic

When a new job is created, the system follows a series of checks to identify the most suitable driver.

1. Prioritise contract drivers

   • The system first considers drivers who are contract drivers, and would be automatically assigned jobs.

2. Exclude drivers who have previously rejected the job (Check on freelance drivers only)

   • Any driver who has already rejected the same job will not be considered again.

3. Identify eligible stacking opportunities

   • For each available driver, the system checks whether they can accept stacked jobs and whether they already have a job from the same outlet that is either:

     • Assigned, or

     • Travelling to the pickup location.

4. Review existing job stacks

   • The driver's current jobs are grouped into stacks so the system can assess whether the new job can be added.

   • Any stack that has reached its maximum capacity is excluded.

5. Check pickup time compatibility

   • The new job can only be added to a stack if its pickup time is within the configured Max time to stack orders value of the first job in the stack. This value can be configured in Waybox Management, see our Fleets guide for more information.

   • If a stack is possible, the proposed route is assessed to ensure that the initial cost does not exceed cost of the job.

6. Check for scheduling conflicts

   • The system verifies that adding the new job will not create conflicts with the driver's other assigned jobs.

7. Confirm the journey is achievable

   • The proposed route is assessed to ensure the driver can still complete all assigned jobs within their expected timeframes.

8. Assign the closest suitable driver

   • If multiple drivers meet all of the above criteria, the job is assigned to the driver closest to the pickup location.

9. Repeat for freelance drivers if required

   • If no contract drivers are suitable, the same assessment process is repeated using available freelance drivers.

Retry the assignment if necessary

If no driver accepts the job immediately, the system will continue attempting to assign it. It will make up to three assignment attempts or continue trying for up to three minutes, whichever limit is reached first. If the job cannot be assigned, it is moved to the exceptions queue for manual assignment.

Lead Time

Every fleet in Waybox has a configurable lead time. The pickup time determines when Waybox will begin attempting to assign a rider to a job. This lead time defines how far in advance of the pickup time Waybox will start the driver search process.

Pickup Within Lead Time

If the pickup time falls within the configured lead time, Waybox creates an instant booking and immediately attempts to assign a rider before the Redbox order is moved to the pending status.

If Waybox is unable to assign a rider, either automatically or through manual intervention, the Redbox order is moved to the delivery network failure status. In this scenario, the order is not sent to the outlet.

Pickup Outside Lead Time

If the pickup time falls outside the configured lead time, Waybox creates a job with the status set to pending without assigning a driver. The Redbox order is moved to pending and sent to the outlet immediately.

Waybox will attempt to assign a rider once the lead time threshold is reached. For example, if the fleet has a 45-minute lead time, driver assignment will begin 45 minutes before the scheduled pickup time.

On Hold

When a customer places a delivery order that is within the lead time, Redbox sends the request to Waybox before the order reaches the outlet. The sequence is as follows:

1. The customer places a delivery order.

2. Redbox sends the delivery request to Waybox.

3. The order status changes to Booking while Waybox searches for an available driver.

4. Once a driver is assigned, the job enters an On Hold state, displayed to the driver in red with a "Waiting for Outlet" status. The driver knows to wait; the order has not yet been sent to the outlet terminal.

5. Once the outlet accepts the order, the job is released from hold. It moves to amber once accepted but before it's time to head to pickup, and green when it's time to go.

6. The outlet receives the order on their terminal only after a driver has been confirmed and the hold is released.

7. Waybox syncs driver and delivery status back to Redbox throughout the journey, giving outlet staff visibility of progress and customers live tracking updates.

8. Once delivery is complete, the order is automatically updated in Redbox.

This flow ensures outlets only ever receive orders that have a confirmed driver, avoiding preparation of food for a delivery that can't be fulfilled.