Data Entry Guide: Building Your Data Foundation

1. Overview: Your Data Foundation

Klau's optimization engine relies on accurate data to calculate efficient routes and eliminate unnecessary yard returns. The quality of your data directly impacts the quality of your dispatch plans.

2. Managing Customers

Customers represent your accounts - the businesses or individuals you provide service to. Each customer can have multiple job sites.

Creating a New Customer

Navigate to Settings > Customers > Add Customer and enter:

• Customer Name: The business or individual name (required). Use consistent naming - "ABC Construction" not "ABC Const."
• Contact Name: Primary point of contact for service issues.
• Contact Phone: Phone number for SMS notifications and call-aheads.
• Contact Email: Email for service confirmations and invoicing.
• Billing Address: Where invoices should be sent (may differ from job sites).
• Language Preference: English or Spanish - used for automated SMS communication.
• Notes: Internal notes about the customer (billing preferences, special handling).

Editing Customer Details

Click on any customer row to open the edit panel. Changes are saved automatically. Update contact information promptly when you receive new details - accurate phone numbers ensure drivers can reach the site contact.

Customer Search and Filtering

Use the search bar to find customers by name. Toggle "Show Inactive" to see archived customers when needed for historical lookups.

3. Managing Sites (Job Locations)

Sites are the physical locations where jobs are performed. A single customer may have many sites (e.g., a construction company with multiple active projects).

Adding Sites to Customers

From the Customer detail page, click "Add Site" and enter:

• Site Name: A descriptive name (e.g., "Main Office", "Riverside Project Phase 2").
• Address: Full street address including city, state, and ZIP.
• Site Contact Name: On-site contact (may differ from customer contact).
• Site Contact Phone: Direct line to reach someone at this specific site.
• Access Notes: Critical information for drivers (see below).

Address Entry with Autocomplete

As you type an address, Klau suggests matching locations. Select from the suggestions to ensure accurate geocoding. The system will automatically populate latitude and longitude.

Access Notes and Gate Codes

Access notes are displayed to drivers when they arrive at a site. Include everything they need to complete the job:

• Gate codes: "Gate code: 1234#" or "Call site contact to open gate"
• Container location: "Container in back lot near loading dock"
• Access restrictions: "No entry before 7 AM" or "Must check in at guard shack"
• Safety notes: "Hard hat required" or "Watch for overhead lines"
• Placement instructions: "Place container doors facing the street"

Deactivating Sites

When a project ends, deactivate the site rather than deleting it. This preserves job history and allows the site to be reactivated if work resumes. Inactive sites won't appear in the site selector when creating new jobs.

4. Managing Drivers

Drivers are the backbone of your operation. Accurate driver data enables SMS onboarding, optimal route assignments, and real-time tracking.

Adding Full-Time Drivers

Navigate to Settings > Drivers > Add Driver:

• Driver Name: Full name as they prefer to be addressed.
• Phone Number: Mobile number for SMS onboarding and job updates (required).
• Email: Optional, for future driver portal access.
• Driver Type: Full-Time (default) or Flex.
• Language Preference: English or Spanish for SMS communications.
• Default Truck: The truck this driver typically operates.
• Driver Color: Color used to identify this driver on the dispatch board.

Phone Number for SMS Onboarding

When you add a driver's phone number, Klau automatically sends a welcome SMS in their preferred language. The driver confirms their language preference and is immediately ready to receive job assignments. Ensure phone numbers include country code (e.g., +1 for US).

Driver Colors on the Board

Each driver's assigned color appears on the dispatch board, making it easy to visually identify their route. Choose distinct colors for each driver. The color picker suggests accessible options that work well in both light and dark modes.

Setting Driver Start Locations

By default, drivers start their day at the main yard. If a driver starts from home (common for rural areas or early starts), enter their start address. The optimizer will calculate their route from this location instead of the yard.

5. Managing Trucks

Your truck fleet is essential for capacity planning. Accurate truck data prevents over-scheduling and enables the optimizer to match trucks with appropriate jobs.

Adding Trucks to Your Fleet

Navigate to Settings > Trucks > Add Truck:

• Truck Number: Your internal identifier (e.g., "T-101", "Red 5").
• Truck Type: Roll-Off (standard) or Hook-Lift.
• Max Capacity: Largest container size this truck can handle (e.g., 40 yards).
• Notes: Maintenance notes, quirks, or restrictions.

Truck Specifications

For accurate routing (avoiding low bridges, weight-restricted roads), optionally enter:

• Height (inches): Total height when loaded.
• Weight (lbs): Gross vehicle weight rating.
• Axle Count: Number of axles (affects bridge law restrictions).

Truck Maintenance Scheduling

Schedule maintenance in advance from the truck detail page. Klau will automatically exclude the truck from dispatch planning for the maintenance period, preventing double-booking.

6. Managing Dump Sites

Dump sites (landfills, transfer stations, recycling centers) are critical waypoints in your routes. The optimizer selects the best dump site based on location, hours, and materials accepted.

Adding Authorized Dump Locations

Navigate to Settings > Dump Sites > Add Dump Site:

• Name: Official or common name (e.g., "Riverside Landfill", "East County Transfer Station").
• Address: Full address for routing calculations.
• Open Time / Close Time: Operating hours (see below).
• Average Wait Time: Typical queue time in minutes (affects ETA calculations).
• Accepted Sizes: Which container sizes they accept (10, 15, 20, 30, 40 yards).
• Notes: Scale house procedures, payment requirements, special instructions.

Setting Dump Site Hours

Enter operating hours to ensure drivers arrive when the site is open. If a job would require dumping after closing time, Klau will flag the issue during optimization. Format: 24-hour time (e.g., 06:00 to 17:00).

Materials Accepted

Link dump sites to the materials they accept. This prevents routing errors - a container full of concrete won't be routed to a facility that only accepts green waste. Configure materials in Settings > Materials first, then link them to dump sites.

7. Managing Yards

Your yard is where containers are stored, drivers start their day, and trucks return at night. Accurate yard configuration is essential for route calculations.

Primary Yard Configuration

During onboarding, you set up your primary yard. This is the default start/end point for all routes. To update your yard:

• Yard Name: Identifier for your team (e.g., "Main Yard", "Downtown Depot").
• Address: Full street address with city, state, ZIP.
• Coordinates: Automatically populated from address, or manually entered.

Container Inventory

Each yard tracks container inventory by size. The system shows how many empty containers are available and how many full containers are staged (waiting to be dumped). This feeds into the Fulfillment Guardrails that warn you before overselling capacity.

8. Best Practices

Data Quality Tips

• Verify addresses: Before saving, confirm the map pin is in the correct location.
• Complete all fields: Optional fields like access notes prevent driver delays.
• Update promptly: When gate codes change or contacts leave, update immediately.
• Regular audits: Review inactive customers and sites quarterly.

Naming Conventions

Consistent naming makes searching easier and prevents duplicates:

• Customers: Use full legal names ("ABC Construction Inc." not "ABC" or "ABC Const")
• Sites: Include project name or address reference ("123 Main St Renovation")
• Trucks: Match your internal fleet numbering system
• Drivers: Use full names, not nicknames (unless that's how they're universally known)

Keeping Data Current