Set up Dynamic Delivery in Dutchie POS

Dutchie's Dynamic Delivery features support the "ice cream truck" delivery model, where delivery vehicles are stocked with unordered inventory from which drivers can fulfill orders directly from their vehicle. This is allowed in California, Michigan, and New York (pre-paid orders only), but is not allowed in other states. Note that some Dynamic Delivery features require additional subscription fees. Contact Dutchie Support or your CSM to learn more and get started with Dynamic Delivery.

This article covers the initial setup steps for Dynamic Delivery in Dutchie POS. Click here for a video walkthrough of this process.

Location settings

In the Backoffice, go to Settings > Location. In the Delivery section, check the box for Enable Delivery.

Optionally, check the boxes for these additional settings if you use a tablet or laptop to run the Dutchie POS web app and tender sales while on the road (as opposed to using the Mobile Checkout app on a smaller-screen device)

  • Require Signature in POS for Delivery: Drivers must capture a customer's signature in the POS to complete a delivery.
  • Require DL Image in POS for Delivery: Drivers must take a photo of a customer's ID in the POS to complete a delivery.
  • Use Placeholder Directions: Use this setting if an integration such as Onfleet automatically generates turn-by-turn delivery directions. When enabled, the text you enter in the field below is automatically populated in the directions field in the point of sale; for example, "See Onfleet for route details".

If you use the Mobile Checkout app on a smartphone to tender delivery sales instead of the regular Dutchie POS web app, check the boxes for any of these optional setting as needed:

  • Round transactions down to the nearest fiver: Transaction totals will be rounded down to the nearest five-dollar increment so drivers do not have to carry change or one-dollar bills.
  • Prevent cash transactions: Transactions processed through Mobile Checkout must be pre-paid with a cashless payment method such as Pay by Bank. Required in New York.
  • Show Cart in Mobile Checkout: This should be turned on for Dynamic Delivery operations using the Mobile Checkout app. Otherwise, drivers will not be able to build or view carts. This is unnecessary if drivers use the standard Dutchie POS web application on a tablet or laptop.
  • Verify Age In Mobile Checkout: Drivers must enter the customer's date of birth to complete a delivery.
  • Require Signature in Mobile Checkout: Drivers must capture a customer's signature to complete a delivery.
  • Require DL Image in Mobile Checkout: Drivers must take a photo of a customer's ID to complete a delivery.
  • Set Manifest Arrival Time On Mobile Checkout Tender: This is recommended for all operations using Mobile Checkout and ensures delivery arrival times are reported to traceability based on the actual time of delivery. Learn more.
  • Contact Dutchie Support if you would like to enable or disable drivers' ability to Add Items in Mobile Checkout or Remove Items in Mobile Checkout. 

Vehicles

Metrc states: Set up your delivery vehicles in Metrc first, then set up matching vehicles in Dutchie POS using the steps below.

BioTrack states: Set up your delivery vehicles in BioTrack first. Then, you can follow the steps below to add a "test" car in Dutchie POS, which will trigger an automatic import of your vehicle records from BioTrack. You can then delete the "test" car.

Though not all fields are required, the best practice is to provide as much information about your vehicles as possible.

  1. Go to Delivery > Configure > Cars.
  2. Click Add car, or click the 3 dots next to a car to edit it.
  3. The Name should easily identify the vehicle.
  4. Enter the vehicle Make (e.g., Honda) and Model (e.g., Civic).
  5. Enter the License plate number and License state.
  6. Provide the vehicle’s VIN, Year, and Color.
  7. If you’re integrated with BioTrack and adding another car after your initial setup, enter the BioTrack vehicle ID.
  8. Click the toggle to turn on Mobile checkout. This creates a new Register that the driver will use to tender and close orders delivered with this vehicle. The vehicle model and license plate are used as the default register name, but you can enter a different name if desired. This register will automatically appear in Settings > Devices > Registers.
  9. Click the toggle to turn on Location based delivery. This creates a new Inventory room that will contain this vehicle's unsold inventory and will also be linked to a vehicle- and zone-specific menu in Dutchie E-Commerce. The vehicle model and license plate are used as the default room name, but you can enter a different name if desired. This room will automatically appear in Settings > Rooms.
  10.  Click Add.

Drivers

Metrc states: Create drivers in Metrc, then create matching drivers in Dutchie POS using the steps below. It's important that the driver information in Dutchie POS matches driver information in Metrc, though this information does not need to sync between the two systems in the same manner as with BioTrack.

BioTrack states: Set up your delivery drivers as Employees in BioTrack first, then set up matching drivers in Dutchie POS. Be sure to use the exact same name, license number, date of birth, date hired, and state ID number to ensure the driver records sync properly between BioTrack and Dutchie POS. Though not all these fields are required in Dutchie POS, they are required for proper syncing with BioTrack.

  1. If you haven't already done so, create a Dutchie POS user profile for each of your drivers. 
  2. Next, go to Delivery > Configure > Drivers.
  3. Click Add driver, or click the 3 dots next to a driver profile to edit it.
  4. Enter the driver’s:
    • Name
    • License number (driver’s license number)
    • Date of birth
    • Date hired
    • State ID number
      • This is typically an additional ID required in your state, such as a cannabis worker or delivery permit.
      • If you're integrated with Metrc, this is typically the employee's agent or badge number.
    • Phone number
    • Email
  5. Click the toggle to turn on POS / Mobile checkout access so the driver can tender and close out transactions with the Register or Mobile Checkout.
  6. Click Linked user and choose the user profile the driver will use on the Register or Mobile Checkout. 
  7. Copy the Mobile checkout URL and provide it to your drivers. Drivers will use this URL to access the Register and tender and close orders out in the field. This URL is not driver-specific.
  8. Optional: upload a photo of the driver under Identification image.
  9. Click Add.

Delivery zones

Go to Delivery > Configure > Zones to define the regions where taxes (either origin-based or destination-based) and delivery fees apply.

  1. Click Add zone, or click the 3 dots next to a zone to edit it.
  2. Enter a descriptive Name and Note for the zone.
  3. Select a Zone type.
    • Radius: a circle centered around your store location. Enter the number of miles from the store that the zone should cover.
    • Zip code: enter a zip or postal code, then click Add. Repeat for any additional zip or postal codes that you want to include in the delivery zone.
    • County: choose from a list of counties and other local government regions. Repeat for any additional counties/regions.
    • City: enter a city (or town/municipality) name, then click Add. Repeat for any additional cities that you want to include in the delivery zone.
  4. Click Save.

Once you've created your zones, you can link them with delivery fees and taxes according to your local regulations.

For Dynamic Delivery, you should also configure the same zones in Dutchie E-Commerce.

Vehicle inventory thresholds

Go to Delivery > Configure > Thresholds to set the maximum value and quantities of different types of inventory allowed in a delivery vehicle at a time based on your own policies or local regulations. These thresholds apply to all vehicles in your fleet.

  • Max. ordered value is the maximum retail value the vehicle can carry in ordered cannabis products.
  • Max. unordered value is the maximum retail value the vehicle can carry in unordered cannabis products (Michigan and California only).
  • Max. total value is the maximum retail value the vehicle can carry in total (both unordered and ordered) cannabis products.
  • Max. total weight is the maximum total weight of all cannabis products the vehicle can carry based on flower equivalents.
  • Max. concentrate is the maximum weight of cannabis concentrates the vehicle can carry (must be less than the maximum total weight). Applies only to inventory without a flower equivalent.

The Fleet screen in the Register and View Route screen in Mobile Checkout show each vehicle's current inventory and whether it exceeds a threshold, but they do not prevent deliveries when a threshold is exceeded.

Delivery order naming formats

Go to Delivery > Configure > Formats to configure how titles for delivery orders should be formatted. These can be based on a combination of variables (or “tokens”) such as the date, transaction reference number, customer details, etc.

Select tokens from the list in the order you want them to appear in your delivery order IDs.

You can also edit the Format field to add characters such as hyphens or space within or between tokens to make the IDs easier to read, or directly edit the tokens themselves.

The Output field shows an example of how your delivery order IDs will appear based on your selections.

Click Save when you’re finished.

Delivery times

By default, when a customer places an online order without specifying a delivery time window, Dutchie leaves the departure and arrival times blank on the Register/Mobile Checkout, delivery manifest, and in Onfleet (if integrated), allowing you to enter or edit a time window if needed.

Optionally, you can set your default delivery time window:

  1. Go to Delivery > Configure > Delivery times.
  2. Click the toggle to enable a default delivery time window.
  3. Choose a start time and end time.
  4. Click Save. 

The default delivery time window will be reflected on the Register/Mobile Checkout, delivery manifest, and in Onfleet (if integrated) for all future orders where the customer doesn't specify a delivery time window.

Guestlist statuses

Create delivery-specific guestlist statuses under Registers > Configure > Guestlist status.

By creating guestlist statuses for delivery, you can set automatic status updates so delivery orders can automatically progress through the guestlist status columns based on established events:

  • The Delivery orders placed online status is triggered whenever a new delivery order is placed via Dutchie E-Commerce.
  • The Skipped delivery order status is triggered whenever a driver skips a delivery in the Dutchie Register or Mobile Checkout, such as when the customer doesn't answer the door, can't pay in full, or can't show an acceptable ID.
  • The Ready for delivery button status is triggered when a dispatcher clicks Ready For Delivery when managing routes at the Register.
  • The Start delivery route button status is triggered when a driver starts a route in the Dutchie Register or Mobile Checkout.
  • If you're using the Onfleet integration, you can also designate a guestlist status for Onfleet delivery completed.

What's next?

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