| Title | Part # | Category | Location | Stock |
|---|---|---|---|---|
| Loading stock items... | ||||
Select a stock item
Click on a stock item to view its assets
Generate Barcodes
Preview
| Barcode | Stock Item | Status | ID |
|---|---|---|---|
| Enter a barcode or scan with camera | |||
User Management
| User | Role | Driver | M365 | Actions | ||
|---|---|---|---|---|---|---|
| Loading users... | ||||||
then configure your bay range.
then add them to the sheet.
Feature Requests
Vyra Operations — User Guide
Contents
1. Getting Started
Go to ops.vyra.global in your browser, or open the Vyra Ops app if you've installed it on your phone.
Tap Sign in with Microsoft and use your @vyra.co.uk account. You'll be logged in automatically after the first time.
You'll land on the Goods In/Out board showing all active deliveries, sub-hires, and collections.
2. Goods In/Out
This is the main screen. It shows a board with three columns:
- Deliveries (blue) — inbound postal/courier deliveries
- Sub-Hires (amber) — equipment hired in from other companies
- Collections (purple) — outbound items being sent or collected
Each card shows the supplier, items, dates, and status badges. Tap any card to open its details.
2.1 Creating a New Entry
This opens the creation form.
Select Delivery, Sub-Hire, or Collection at the top. The form adapts to show the right fields.
Start typing the supplier name — it'll suggest matches from HireHop's address book. Add the expected date, items description, and any notes.
Enter the tracking number — the courier name will auto-fill (e.g. DPD, Royal Mail, DHL). Add ETA and time slot if known.
Select a job from the dropdown to link this delivery to a HireHop job.
The entry appears on the board and a notification is sent to Slack.
2.2 Delivery Types
One-way inbound deliveries (e.g. Amazon orders, parts, consumables). Simple flow: Expected → Delivered → Checked → Complete.
Equipment hired from another company that needs to go back. Has a return date and extended flow: Booked → Delivered → Checked (Inbound) → Checked (Outbound) → Ready for Return → Returned.
Logistics options:
- Inbound: Courier / Our Vans (we collect) / Supplier Delivers
- Outbound: Courier Collection / Our Vans (we return) / Supplier Collects
Outbound items being sent to someone else. Simple flow: Expected → Collected → Complete.
2.3 Status Workflow
Move deliveries through their workflow using the status buttons on each card or in the detail view:
Expected → Mark Delivered (photo required) → Mark Checked → Mark Complete
Booked → Mark Delivered (photo required) → Checked (Inbound) → Checked (Outbound) → Ready for Return → Mark Returned
Expected → Mark Collected → Mark Complete
Note: When marking a delivery as arrived, you'll be asked to take a photo as proof of delivery. Admins can skip this step. Only admins can revert a status backwards.
2.4 Tracking & Live Tracking
When creating or editing a delivery, enter the tracking number. The courier name auto-fills based on the format (e.g. 1Z... = UPS, DO...GB = Royal Mail).
A clickable link appears in the detail view that takes you directly to the carrier's tracking page.
For supported carriers (DPD, DHL, FedEx, UPS, Evri, Yodel), live tracking status is shown on the card and in the detail view. This includes a full event timeline showing every step of the parcel's journey.
Tracking status badges (e.g. "In Transit", "Out for Delivery", "Delivered") appear on both the board cards and the detail view.
2.5 Scanning Parcels
Use the barcode scanner to quickly find which delivery a parcel belongs to.
This opens the camera on your phone.
The scanner reads barcodes continuously. It will try every barcode it finds on the label.
When a barcode matches a tracking number in the system, it opens that delivery automatically. If no match is found, it keeps scanning and shows the codes it has tried.
Tip: This works best when the tracking number has been entered on the delivery beforehand.
2.6 Photos & Delivery Notes
Open any delivery and scroll to the files section:
- Delivery Notes — upload PDFs or photos of paperwork (PODs, invoices, packing lists)
- Photos — take photos of the delivery with your camera, or upload existing images
Photos taken when marking a delivery as arrived are automatically posted to the #deliveries Slack channel.
2.7 Calendar View
Toggle between Board and Calendar using the buttons next to "+ New Entry".
The calendar shows:
- Blue — standard deliveries
- Amber — sub-hires
- Purple — collections
- Red — return due dates
Tap any event on the calendar to open that delivery. Use the arrows to navigate between months.
2.8 HireHop Integration
- Supplier autocomplete — when typing a supplier name, it searches your HireHop contacts and auto-fills addresses
- Job linking — link a delivery to a HireHop job from the dropdown
- Push to Supplying List — once linked, tap "Push to Supplying List" to add the delivery as a custom item on the HireHop job. This includes courier details and delivery note links in the memo.
3. Warehouse Tools
These tabs are available to Warehouse and Admin roles.
Browse all stock items from HireHop. Use the search bar or category tree to find items. Select an item to view its assets.
- Select a stock item from the Stock Browser
- Set the prefix (e.g. CAM, BAT) and quantity of labels
- Click Preview to see the barcodes
- Print Labels Only — reserves numbers and prints, does NOT add to HireHop
- Create in HireHop — creates the assets in HireHop and prints labels
Generate location labels for shelving using the format ZONE-BAY-SHELF-BOX (e.g. PA-3-B-2). Create zones, configure bay/shelf/box ranges, queue labels, and print to A4 sheets.
Type a barcode to search, or tap the camera icon to scan a barcode with your phone. Shows the asset details from HireHop.
4. Slack Notifications
The system sends automatic notifications to Slack:
| Event | Channel |
|---|---|
| Delivery arrives (with photo) | #deliveries |
| New entry created | #ops |
| Collection picked up | #ops |
| Return courier booked | #ops |
| Driver assigned to return | DM to driver |
| Daily summary (9am weekdays) | #ops |
The daily summary includes: expected today, overdue deliveries, awaiting check, overdue returns, returns due today, returns due soon, and upcoming returns.
5. User Roles & Login
| Role | Access |
|---|---|
| Warehouse | Stock Browser, Barcode Generator, Warehouse Labels, Asset Search |
| Office | Goods In/Out |
| Admin | Everything + User Management + Status Reverts |
New users who log in with Microsoft 365 are automatically assigned the Office role. Admins can change roles from the Users tab.
6. Install on Your Phone
Vyra Ops can be installed as an app on your phone for quick access:
Open ops.vyra.global in Safari (not Chrome). Tap the Share button (square with arrow), then tap "Add to Home Screen". Using Safari ensures camera permissions for barcode scanning are saved between sessions.
Open in Chrome. You'll see an "Install app" banner, or tap the three-dot menu and select "Install app".
In Chrome, click the install icon in the address bar (looks like a monitor with a down arrow).