The Allocations Page

Use the Allocations page (Menu > Allocations) to assign spoil removal work to transport suppliers and manage allocations through their lifecycle.

Allocation requests are used by head contractors and transport suppliers to coordinate spoil transport, assign trucks and drivers, and track work until the allocation is complete.

Note: The Allocations page is only visible to transport suppliers after they have received their first allocation request.

Permissions

To see and manage allocation requests on the Allocations page (Menu > Allocations) as a head contractor, you must have the following permission:

  • Spoil Admin

Note: Subcontractors can only access the Allocations page if they have Subcontractor Admin permissions. See the Understand Allocations for Transport Suppliers help article for more information about using this page as a transport supplier.

Understand the Allocation Process

The allocation process follows these steps:

  1. A spoil admin creates an allocation request.
  2. The request is sent to the nominated transport supplier.
  3. The supplier accepts or rejects the request. The head contractor is notified in either case.
  4. If accepted, the supplier assigns trucks and drivers. If rejected, the head contractor can create a new allocation request and send it to a different transport supplier.
  5. Drivers complete SafeSite dockets during the allocation while it is in progress.
  6. After the allocation date passes, the allocation no longer appears in the active allocations list.

Allocation Statuses

Allocations move through different statuses as they are created, accepted, updated, completed, or withdrawn.

Status Description
Requested The allocation has been sent to the supplier and is waiting for review.
Accepted The supplier has accepted the allocation.
Accepted – In Progress The allocation is currently active and drivers are actively submitting SafeSIte dockets.
Accepted – Finished The allocation has finished. Appears after the Finish Time of an allocation passes.
Rejected The supplier rejected the allocation request.
Withdrawn The head contractor withdrew the allocation before the scheduled date.

Create an Allocation Request

To create an allocation request:

  1. Sign in to Virtual Superintendent.

  2. Click Menu > Allocations. The Allocations page opens.

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  3. Click Request Allocation. The Allocation dialog opens.

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  4. Complete the required fields on the Details and tab (see below for details).
  5. Click Request. The request is created, and an email notification is sent to the supplier contact (the person added to the Contacts field). The email includes a link to the Allocations page in Virtual Superintendent.

Details tab

The Details tab includes the following fields:

Field Description
Date Date the work is to be completed. Cannot be in the past. Required.
Supplier The supplier the request is sent to. Required.
Contacts The supplier contacts. These are the supplier administrators (users with Subcontractor Admin rights and also assigned to the supplier) who will receive the allocation request. Required.
Material Type of material being transported (for example, "Asphalt", "Concrete", and "Topsoil"). Required.
Spoil Available The total material weight in tonnes.
Load Site The location where the material will be loaded onto the assigned vehicles. Required.
Disposal Sites The locations where the material will be dumped from the assigned vehicles.
Disposal Site Split The allocation of material to each disposal site (in tonnes) if more than one site is selected. Available only if more than one Disposal Site is configured. The combined weight of these fields should equal the Spoil Available weight.
Start Time The time the trucks should arrive at the load site.
Finish Time The end of day cutoff time.
Contract Type Contract type. Either Hourly or Tonnage.
Cost Code The cost code that will be used in dockets for the task.
Supervisor The supervisor who will be automatically assigned to dockets for the task.
Engineer The engineer who will be automatically assigned to dockets for the task.
Notes Freeform notes about the task. For example, "Narrow site, use small trucks".

Note: The Truck Assignments tab is used by Spoil Admin users to redeploy trucks and drivers to the allocation, configure their start and end times, and the load quantities assigned to each vehicle.  

Update an Allocation

Use Update to modify an allocation after it has been created.

  1. Sign in to Virtual Superintendent.

  2. Click Menu > Allocations. The Allocations page opens.

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  3. Locate the allocation.

  4. Click Update. The Allocation dialog opens.

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  5. Edit the required details. You can update any field other than the requested date and supplier.
  6. Type the reason for the update into the Reason for Change text field at the top of the dialog. This reason is recorded in the allocation history.
  7. Click Update. The transport supplier is sent an email containing the revised allocation details.

Withdraw an Allocation

If an allocation is no longer required before the scheduled date:

  1. Sign in to Virtual Superintendent.

  2. Click Menu > Allocations. The Allocations page opens.

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  3. Locate the allocation.

  4. Click Withdraw. The Withdraw Allocation dialog opens.

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  5. Enter a reason for the withdrawal.
  6. Click Withdraw. The allocation status changes to Withdrawn and the supplier is sent an email notification.

Note: Withdrawn allocations remain visible until the allocation date passes.

Reinstate an allocation

To reinstate a withdrawn allocation:

  1. Sign in to Virtual Superintendent.
  2. Click Menu > Allocations. The Allocations page opens.
  3. Locate the withdrawn allocation.
  4. Click Update. The Allocation dialog opens.
  5. Edit the required allocation details.
  6. Click Request. The allocation status changes to Requested.

Note: You cannot change the Supplier or Date fields when reinstating a withdrawn allocation.

Redeploy Trucks

If an allocation has been accepted by the supplier, a Redeploy button becomes available on the allocation date.

Redeploy creates a second allocation request while leaving the original allocation active.

The new allocation is sent to the transport supplier, who must accept or reject it. This allows trucks to be reassigned without cancelling the original allocation.

For example, if part of the fleet needs to transport spoil to a different disposal site, those trucks can be redeployed while the remaining trucks continue under the original allocation.

Complete Allocations

On the day of the allocation, assigned drivers create SafeSite dockets to record their work.

If the allocation includes a Cost Code, Supervisor, or Engineer, those details are automatically populated in the dockets.

After the scheduled finish time or allocation date passes, the allocation status changes to Accepted – Finished.

Send Allocation Summaries

If you want to export or record the details of upcoming allocations outside Virtual Superintendent, you can email a summary of filtered allocations to yourself.

To send an allocation summary:

  1. Use the filters on the left side of the Allocations page to filter allocations by Date, Supplier, Load Site or Disposal Site.

  2. Click Email Allocations. A confirmation dialog opens.

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  3. Click Confirm. A summary of the filtered allocations is emailed to your registered email address. You can forward this email to other recipients, such as disposal site personnel.

Configure Allocation Notifications

To avoid accidentally missing any allocation acceptances for specific dump sites, head contractors can configure automatic notifications when suppliers accept allocation requests that include a specified disposal area.

The Notify on accepted allocation trigger allows you to:

  • Select a disposal site.
  • Select one or more notification recipients.

When a supplier accepts an allocation for the selected disposal site, the nominated recipients automatically receive an email summary.

To configure an allocation notification:

  1. Sign in to Virtual Superintendent.
  2. Click Menu > Messaging. The Notifications page opens.
  3. Click Create Notification. The Notification dialog opens.
  4. Open the When the event dropdown menu and select Notify on accepted allocation.
  5. Open the Disposal Site dropdown and select the disposal site you want to trigger the notification. Any allocation that includes this location as a dump site will trigger the notification.
  6. Open the To these people dropdown and select the recipients of the notification. You can add several people by reopening and selecting as many recipients as needed.
  7. Click Save. The notification is created and added to the notifications grid.

Note: Access to the Messaging page requires User Admin permissions. See the Create an Event Notification help article for more information about using event notifications.

View Allocation History

To view the history of an allocation:

  1. Sign in to Virtual Superintendent.

  2. Click Menu > Allocations. The Allocations page opens.

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  3. Locate the allocation.

  4. Click the More actions menu (three vertical dots) in the upper-right corner of the allocation panel. A contextual menu opens.

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  5. Click View History. The Allocation History dialog opens, displaying a timeline of allocation updates, including status changes, edits, and the users who made those changes.

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Understand Allocation Matching

Allocations can be automatically linked to spoil movements.

An allocation is matched when the following information is the same:

  • Date
  • Truck
  • Time (if specified)

If multiple allocations overlap, the following must also match:

  • Load site
  • Material
  • Disposal site

If multiple matching allocations exist, the earliest created allocation is selected.

Each allocation is assigned a unique allocation ID.

When an allocation is linked to a spoil movement, the allocation ID appears in the Allocation column of the Spoil Report. The report also indicates whether the spoil movement was an exact match.

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