Rubiwin

Carrier Training Book

December 11, 2024 - Version 1.3

Table of Contents

2. Table of Contents
3. Introduction
4. The Rubiwin portal
5. Compliance
6. Key Performance Indicators
7. Ranking
8. The tracking tools
9. Rubiwin Membership & Volume Bonus
10. French Labour Law & Loi Macron
11. Cabotage Rules
12. Driver - Required equipment
13. Forbidden onboard the vehicle
14. Vehicle equipment - securing the goods
15. Vehicle audit process
16. Vehicle audit steps
17. Bidding process
18. Bid acceptance
19. Maximize your bid conversion rate

20. Dispatcher shipment preparation
21. Arrival at pick-up address - steps
22. Driver checks at pick-up
23. AT PICK-UP - Attention!
24. On Route from pick-up to delivery
25. When the driver is late
26. Shipment - at delivery place
27. AT DELIVERY - Attention!
28. Remember!
29. Theft prevention
30. Robbery / accident
31. Rules of collaboration
32. Supplier code of conduct & training
33. Useful tips
34. Flash - We Carry Trust
35. Thank you.

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Welcome!

The Redspher Group has an ambitious goal: to revolutionize the on-demand transport market by integrating both its physical and digital dimensions.

Redspher’s network extends across Europe, connecting carriers, shippers, and other stakeholders.

Rubiwin is just one piece of this larger puzzle, allowing carriers to access the full Redspher business. It is a platform designed to streamline transport management for carriers and to help them to optimize operations, access real-time shipment requests, and enhance their business.

The Rubiwin portal facilitates the access to shipment offers from all of Redspher companies. Regional, national and international

Whether you’re a seasoned trucker navigating the highways or a fresh recruit eager to learn the ropes, the Carrier Training Book is your guide to excellence.

The Rubiwin portal

Rubiwin gives you access to new sectors and new shippers. You can bid on shipments from worldwide shippers.

• View our quotations and offer your solution directly with Redspher companies
• Create and manage your fleet database
• Report available empty vehicles at exact locations to receive quotations requests via email.
• Verify and update the position of your vehicle.
• Online invoicing of executed shipments via E-invoice tool

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Compliance

It’s important to work with reliable carriers who comply with the legal requirements of their own country. Therefore we encourage all carriers to provide or upload themselves all the relevant mandatory documents as set as mandatory and ‘nice to have’ in our carrier portal. When the documents are uploaded, validation checks were manually done by a dedicated team .

For most countries we require the following mandatory documents:

• Transport licence.
• Registration Chamber of Commerce (Kbis).

In certain countries in order to comply with the local legal requirements, we request 5 additional documents:

• Liste des salariés étrangers.
• Finance certificate.
• Social Security Certificate.

In case a supplier does not upload immediately all the mandatory documents, he will be allowed to perform a total revenue of 5K€ maximum with the Group. Once this benchmark is reached, the supplier can not be assigned to any of Group shipments. This 5K€ maximum rule also allows all suppliers to get to know us and most of our tools, although they will not have access to our main bidding tool, called Direct Business.

• CMR insurance document.
• Proof of the VAT registration.

• Charte Partenariat Fournisseur.
• Déclaration de sûreté.

Key Performance Indicators

Rubiwin carrieres are classified based on Key Performance Indicators on ranks from B to E. Rank A is reserved for carriers with exclusive contracts.

The main performance indicators are:

• Tracking rate - number of shipments from the total executed by the carrier where at least one real time position was received every hour
• On time pick-up rate - number of shipments from the total executed by the carrier where the driver presented on time at pick-up place
• On time delivery rate - number of shipments from the total executed by the carrier where the driver reach on time at delivery place
• Number of nonconformity reports received (NCRs)
• E-invoice tool usage
• Participation in auctions:
• Number of auctions participated in.
• Number of bids placed.
• Number of auctions won.
• Number of manual shipment assignations.

The carrier scorecard (Performance Rate) is calculated based on the following formula:

• 0.5 * Tracking rate + 0.25 * On-Time pickup rate + 0.25 * On-Time delivery rate.

Ranking

The carrier rank influences the payment terms and the visible auctions on Direct Business section of the portal.

The carriers’ ranks are updated every month based on past month/quarter carrier results in terms of tracking rate and scorecard. Upgrades are done every month and downgrades every quarter after 2 consecutive tries to signal the issue and improve the performance.

Preferred Premium Carriers

Direct Business Access

Top Performers >> Score Cards > 90% = Tracking > 80%

Payment terms >> Validation date + 30 days >> 30 days

Preferred Carriers

Direct Business Access

Not Top Performers but tracking in place >> Tracking > 65%

Payment terms >> End or Mid of the month + 30 days >> 30 to 45 days

Flex Carriers

Direct Business Access

Tracking system set but not fully in place >> Tracking < 65%

Payment terms >> End of the month + 30 days >> 30 to 60 days

Spot Carriers

Direct Business access via Private Invitation

Tracking system not in place >> Tracking < 30%

Payment terms >> End of the month + 30 days >> 30 to 60 days

E

D

C

B

The tracking tools

Easy2Trace

Android App to be downloaded by the driver on the playstore.

Driver needs to get his credential (login and password) by his carrier (to be set up via the master account in the rubiwin team/driver section)

Zekju

Tracking by messenger - Whatsapp / Telegram / Viber�Zekju will send an SMS to the driver via the phone number declared by the carrier. (with country code +XX) The driver will need to follow the step mentioned in the sms in order to have the tracking via the messenger (Whatsapp / Telegram)

Shippeo

EDI/API connection�It’s an aggregator of most common telematic systems. It needs to be set up by the Rubiwin team and the carriers. Only used for major carriers doing regular business with us and proper fleet declaration and management. Shippeo is recovering the position of the unit directly from the unit telematic system and sending it back to us via EDI/API.

Real-time position of the goods during the shipment (tracking) is in most cases a mandatory service that needs to be offered to our clients as a result the tracking KPI is an important measure of carrier performance influencing the rank and the benefits.

For real-time monitoring it is needed to use one of the following monitoring tools at carrier disposal for free:

Rubiwin Membership & Volume Bonus

Rubiwinner Gold

Unlimited Shipments per Month

Rubiwinner Silver

Max of 30 shipments per Month

Rubiwinner Bronze

Max of 5 shipments per Month

Rubiwinner Basics

Max of 1 shipment per Month

Free

150€

Per year

400€

Per year

750€

Per year

Membership

Volume Bonus

Flash will receive a year-end bonus if the Carrier operates a high volume of transports for Flash or any of its affiliates during the term of this annex. The bonus will be calculated based on the turnover (excluding taxes) generated by the transports operated for Flash or any of its affiliates excluding the Amazon business turnover.

The turnover and applicable bonus percentage are defined below:

French Labour Law & Loi Macron

For all transport operations conducted within France, strict compliance with French labour law and the Loi Macron is mandatory.

• Comply with working time regulations and maintain accurate records of your daily and weekly driving hours, rest periods in a decent place ( rests in vehicle not allowed).
• Employment contract translated into French.
• Keep records of your employment contract, pay slips, and other relevant documentation to substantiate your compliance with the regulations.
• Adhere to the applicable wage and overtime rules as stipulated in French labour law.
• A1 certificate
• Valid certificate of posting (attestation de détachement https://www.sipsi.travail.gouv.fr)
• Comply with the rule related to cabotage operations.

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In the event of a compliance check, it is imperative that you can promptly and adequately justify your adherence to these regulations

Remember that non-compliance with these regulations can result in fines, legal consequences, and partnership suspension. We expect all our drivers to be 100% compliant with French labour law and Loi Macron regulations at all times.

Cabotage Rules Explained

Cabotage refers to national transport services within a host Member State, typically involving the movement of goods. These operations are subject to specific regulations. Let’s break down the key rules:

Definition: Cabotage involves transporting goods for hire or reward within a single country (the host Member State). It covers the movement of cargo from the loading point to the unloading point, as specified in the consignment note.

Prerequisite: Before conducting cabotage operations, there must be a prior international transport. In other words, the vehicle must have recently completed an international journey.

• The 7-Day Rule:
• Following the delivery of goods during an incoming international transport, up to three cabotage operations can occur within seven days.
• The last cabotage operation must be completed within this seven-day window.
• The 3-Day Rule:
• If a vehicle enters a Member State without cargo (after an international transport concluded in another Member State), it can perform a single cabotage operation within three days of entry.
• The cabotage operation must also conclude no later than the seventh day after the international transport.
• The 4-Day Cooling-Off Period:
• Carriers cannot conduct cabotage operations using the same vehicle (or a coupled combination of vehicles) in the same host Member State for four days after completing the last cabotage operation there.

Remember, adherence to these rules ensures fair competition and efficient transport services across European countries. Coloading is counted as a cabotage run.

Driver - Required equipment

During loading or delivery phases of the shipment the driver may need to enter facilities where for his safety, it is mandatory for him to have and use the Personal Protection Equipment(PPE).

Mandatory PPE:

• Safety Helmet
• High Visibility Vest
• Protective Footwear (Safety shoes)
• Eye Protection (Safety glasses)
• Protective Gloves

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Other equipment needed:

• mobile phone
• GPS navigation system and actual Maps
• cash for urgencies
• fuel card and credit card (means of payment)
• documents (passport, ID card, driving licence)

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• CMR insurance
• vehicle documents
• training materials
• Empty CMRs
• stamp

Forbidden onboard the vehicle

To ensure safety, security, and to avoid unforeseen and unpleasant situations, certain items are prohibited onboard.

• Weapons
• Defensive gas
• Animals
• Attendant persons
• Drugs
• Alcohol

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The right preparation before departure is the basis for a good driver.

Vehicle equipment - securing the goods

Securing the goods during is the driver’s responsibility!

The minimum equipment expected to be available for the driver to use in this scope is:

• Anti-slip rubber pads - 8 pieces.
• Straps, ISO certified and in good condition - minim 5 pieces
• Corner protectors
• At least one 2kg fire extinguisher

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Vehicle audit process

Purpose

• This audit guide is specifically intended for auditors, providing a framework to assess the condition of our carriers’ vehicles and the conduct of their drivers in accordance with Redspher highest standards of driver safety and regulatory compliance.

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Why Carriers audits are important ?

• Regular audits are crucial to verify that vehicles and drivers adhere to Redspher safety standards and the Group's customers requirements.
• Carriers audits help identify any potential risks associated with non-compliance and develop proactive measures to mitigate them.

Who is the primary carrier audience for these compliance audits?

• All Group carriers, with particular emphasis on the exclusive fleet and those most frequently utilized or preferred.

Where these audits are conducted ?

• These audits should be conducted physically at the Group's cross-dock locations.

How often should these audits be carried out?

• These audits must be conducted according to the audit program defined and communicated by the carrier management team to the auditors

What responsibilities does the auditors have?

• The audit must be carried out in a climate of trust. Remain objective, be polite and smiling! The driver must not feel threatened!
• In case of Non-Conformities detected during the audit, the auditor must take photos and upload them at the end of the audit form.
• In case of Conformity/Compliance detected during the audit, the auditor must take a photo with General view with visible plate number and upload it at the end of the audit form.
• Tell the driver that the audit outcome will be communicated later on by the carrier
• In case of difficulties of communication due to the language barrier, you can use free instant voice translate apps like Erudite, iTranslate Voice, TripLingo, etc.

Vehicle audit steps

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Bidding process

A successful shipment and a satisfied client start with an accurate bid.

When bidding for shipments, please consider the following best practices:

• A placed bid is a commitment from your side to transport all the the goods in the order from pick-up point to delivery.
• Always verify the quantity of the goods and ensure that your solution guarantees the transport of all goods to their destination.
• Bid only if your vehicle is available and the driver has confirmed their ability to start driving.
• Cancel your current bid if it was not accepted before offering your vehicle for other shipments or to other partners.
• Do not bid for multiple shipments simultaneously if only one vehicle is available.
• When creating your offer, adapt the pickup and delivery times according to your capabilities.
• Include a reasonable time for loading the vehicle in the offered transit time.
• Offer a price for transporting the full amount of goods to their final destination. Do not offer price per vehicle (if more are needed), price per pallet, or price per kilometer.

Bid responsibly. If you cancel after your offer is accepted, any additional costs incurred by Flash for finding another carrier, as well as any penalties or cancellation costs from the customer, will be forwarded to you.

Bid acceptance

The bidding process is dynamic and complex, involving many factors. When you place a bid, you will see:

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• Green: One of the best offers.
• Yellow: A mid-priced offer.
• Red: Among the highest prices.

However, these colors do not guarantee acceptance or rejection of your bid. Over 3,000 carriers bid daily on the portal, and almost all offers require client approval before confirmation.

Factors influencing acceptance, besides price and client decisions, include:

• Carrier’s Rank: A measure of your performance and reliability. A higher rank increases your chances of winning an auction.
• Vehicle Type: The type of vehicle used for transport. Some clients may prefer specific vehicle types for their shipments.
• Pickup and Delivery Hours: The time windows you offer for picking up and delivering the goods.

Maximize your bid conversion rate

To optimize your bidding strategy, we recommend the following guidelines:

• Start Early:
• Proactively engage with newly listed shipments to enhance your opportunity for success.
• Be Competitive:
• Utilize all your bids to refine your offer in response to the competition.
• Always place your most compelling bid, considering the shipment’s value, urgency, and market price.
• Be Fair:
• Commit to bids only if you can provide a complete transport solution from the origin to the destination.
• Ensure that your proposed pickup and delivery times are realistic and achievable.
• Accurately represent the vehicle used in your offer, and avoid committing the same vehicle to multiple auctions simultaneously.
• If your offer is no longer valid, please withdraw it before allocating your vehicle to another bid.

Dispatcher shipment preparation

Expect to receive from Redspher representative:

• Email containing the necessary documents, including the shipment order.
• Email regarding the tracking tool to be used.

Information to be transmitted to Redspher representative:

• Vehicle plate number.
• Driver’s name.
• Driver’s phone number.
• Any other information that can affect the shipment execution.

If not clear, the dispatcher should ask the Redspher representative and inform the driver about:

• Pickup location, access information, and specific requirements.
• Delivery location, access information, and specific requirements.
• Contact persons and means of contact (e.g., phone number).
• Reference numbers.

If the agreed tracking tool for the vehicle is based on the driver’s phone, the dispatcher needs to ensure that the driver understands the need and knows how to use the application to provide real-time position and status updates about the goods.

Arrival at pick-up address - steps

Arrival Confirmation:

• Confirm arrival at the pick-up point to Flash, including the time (done by the dispatcher, the driver, or the tracking tool).

Driver Presentation:

• The driver should present themselves to the pick-up point representative and provide the following information:
• Contact Person: e.g., Diego Garcia
• Loading Reference: e.g., A123 B987
• Goods Description: e.g., 2 pallets, 800kg
• Goods Destination: e.g., Brembo S.P.A

Issue Reporting: If the driver encounters any problems at pick-up, they must inform Flash immediately. Possible issues include:

• Waiting at pick-up for more than 30 minutes.
• Goods or documents are not prepared.
• No contact person is available.
• Goods are damaged or significantly heavier.

Driver checks at pick-up

• Verify that the number of pallets (packages), weight, and type of goods match the instructions received.
• Ensure the number of pallets (packages), weight, and type of goods match all documents.
• Confirm that the goods are not damaged.
• Check that the goods are loaded properly.
• Secure the goods using straps, mats, corners, and other necessary elements to protect them from damage during transport.
• Verify that the delivery address matches in all documents and instructions sent by Flash.
• Ensure the CMR is filled out correctly.

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AT PICK-UP - Attention!

• Pay attention on what is loaded.
• The driver can confirm on CMR only the amount of goods that he is able to count.

3 sealed pallets

166 boxes

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• Damaged Goods
• Inform Flash immediately, even if the damage seems minor. Do not sign any documents without Flash’s confirmation.
• Flash will decide if the goods can still be loaded.
• The driver should describe the damage on the CMR, obtain a signature at pick-up to confirm the damage, and send pictures to Flash.

On Route from pick-up to delivery

Flash has to be informed immediately about all situations that may cause a delay at pick-up or delivery and any other situation that could impact the performance of the service according to the order received.

Possible situations:

• Traffic jam.
• Detour, road blocks, closed motorways.
• Bad weather conditions.
• Police/Customs control.
• Car accident
• Technical problems.
• Problems with finding PU/DEL address

Remember: If Flash cannot see your position and asks for your location, please provide the exact one. For example:

• “Paris”
• “30 km to Antwerp”

Information like “200 km until delivery” is not sufficient for us!

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• “I passed Lyon 15 minute ago”
• “Germany A1, exit nr.47 Sittensen”

When the driver is late

Every driver should drive the fastest way from pick-up to delivery.

Why? We deal with express shipments. We want to avoid a risk of delay.

What happens when the driver is late?

• Production can be stopped.
• Delay is associated with big costs.
• Flash and the carrier will have to cover the stop production costs.
• The customer expects a good explanation.
• There is always the risk of losing the client.

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Shipment - at delivery place

Flash has to be informed about:

• Arrival at the delivery place and the exact time as soon as the driver arrives.
• The exact time when the goods were unloaded.
• CMR number.
• Name of the person who received the goods.
• Any problems at the delivery place, such as:
• Goods not unloaded within 30 minutes of arrival and the reason (e.g., break, contact person missing).
• Goods are damaged.
• Any other issues.

Driver responsibilities:

• Ensure the CMR is stamped or obtain a legible signature from the person receiving the goods.

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AT DELIVERY - Attention!

When the driver is at the delivery place, they should not follow any instructions from strangers regarding a new unloading location. Flash must be informed about any changes, and the driver must wait for confirmation.

Only the customer can change the place of unloading!

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Remember!

• Primary Communication: The main communication method with Flash is email.
• CMR Documentation: The driver should always fill in the CMR document legibly and keep it in good condition.
• Inform Flash: Keep the Flash team informed about any event that could cause a deviation from the transport order, such as:
• Pick-up/Delivery problems.
• Late arrival.
• Broken vehicle.
• Driver health issues.
• Police control.
• Traffic jams.
• Accidents.
• Customs issues.
• CMR Quantities Confirmation: Never confirm and sign the CMR for the amount of goods you cannot count. The driver is responsible for the number of pieces listed on the CMR.
• Proof of Service: Only the stamp or written signature of the recipient is a valid proof of service.
• Immediate Notification: Inform Flash immediately and wait for instructions if:
• The goods to be loaded are damaged.
• Someone makes any remarks on the CMR at the delivery place.

Theft prevention

• The vehicle used must be equipped with anti-theft systems, i.e. any security system that prevents the vehicle from being moved or broken into.
• When the vehicle is parked, the anti-theft devices must be in place; the vehicle's doors and boot must be locked, the windows fully raised and all other accesses locked or padlocked, with no keys left on board in the driver's absence. These requirements cannot be met simply by fitting seals.
• In addition to these measures, all vehicles parked for more than two hours must be kept in an enclosed and guarded area, i.e. where there is active and permanent surveillance of the vehicle to detect any attempt at theft and deal with it immediately.
• For the transport of sensitive goods, an additional anti-theft device must be installed. Vehicles must be parked in an enclosed and guarded area for any length of time.

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Robbery / accident

To minimize the risk of robbery or accident the driver should:

• Follow procedures and traffic rules.
• Request more information when something is unclear.
• Be observant.
• Inform Flash about suspicious situations.
• Stop only at proven and known locations (refuelling, rest stops).
• Avoid discussing goods and transport details.
• Be cautious of people asking for or offering help on the route.

In case of an accident or robbery:

• If able, the driver should find a phone and inform Flash about their situation and the status of the goods.
• If the driver is in the hospital, he should try to inform Flash, the carrier, or his family about his situation, or ask someone to do it on his behalf.
• It is crucial to know if any goods are missing or damaged.
• The driver should try to keep the documents safe.
• Flash needs to be informed about:
• The status of the vehicle and whether it can continue the shipment to delivery.
• The exact address where the driver and the goods are located.

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Rules of collaboration

The document that defines the terms and conditions for collaboration between Redspher group entities and the carrier is the Group general conditions of purchase.

These conditions must be accepted and respected by the carrier for every shipment where they offer a transport solution.

The document outlines the rules of collaboration and the possible consequences for non-compliance, which can range from a simple warning to penalties and even termination of collaboration. The possible penalties and their range are stipulated in the annex two of the Group general conditions of purchase.

Any deviations from the conditions stipulated in the transport order or in the Group general conditions of purchase are reported to the quality team via the NCR process. A quality team member is assigned to investigate the situation, take measures to prevent future occurrences, and cover any losses.

The carrier can signal issues or ask for help via the ticketing system by:

• Sending an email to the support email address - support@rubiwin.com
• Using the question mark on the portal

Based on the subject, a support team member with specific competencies will be assigned to the ticket and will provide support and guidance.

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Supplier code of conduct & training

Code of Conduct defines the minimum standard to be adhered to by each supplier; it does not replace the applicable national and international legislation, to which suppliers must strictly adhere.

The Carrier also undertakes that its employees will be trained in order to meet general quality of service and safety requirements as further required by Redspher.

Supplier code of conduct is presented in the Annex 4 of the Group general conditions of purchase.

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The 10 Commitments Expected From Our Suppliers

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• Respecting national and international legislation and regulations.
• Reducing economic dependence.
• Ensuring the confidentiality of information.
• Fighting corruption.
• Avoiding conflicts of interest.
• Fighting anti-competitive practices.
• Respecting the environment.
• Foreign Trade.
• Security and Anti-Counterfeiting Measures

• Respecting human rights in the working relationship
• Prohibiting child labour.
• Not using forced or slave labour.
• Paying a fair wage.
• Ensuring decent working hours.
• Ensuring diversity and the absence of discrimination, harassment and inhuman treatment
• Protecting health and ensuring health and safety in the workplace
• Respecting freedom of association and freedom to form trade unions
• Use of private or public security forces
• Protection from eviction and deprivation of land, forests and waters

Useful tips

• Avoid Delays: If the driver receives a shipment over the weekend, they should aim to arrive at the delivery location by Sunday night to avoid delays.
• Plan Rests Wisely: Schedule rest periods during the night after passing major cities to avoid morning traffic jams.
• Parking Restrictions: The driver should not stay in the customer’s parking area unless it is for loading or unloading.
• Timely Arrival: Arrive at the pick-up or delivery location about 15 minutes before the scheduled time.
• Early Loading/Unloading: Flash confirmation is needed before attempting to load or unload earlier than scheduled.
• Follow Transit Times: Always adhere to the transit time specified in the shipment order.
• Pick-Up Delays: Be aware that delays at the pick-up location do not necessarily extend the transit time to delivery.
• Authority Checks: In case of police, customs, or other authority checks, the driver should request proof of identity.
• Goods Inspection: If the goods are inspected, ask for a confirmation of the inspection on the CMR.

Flash - We Carry Trust

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We guarantee to our customers:

• On time pick-up.
• On time delivery.
• Real-time tracking.
• Permanent communication.
• Compliance.

And we expect the same from our carriers!

Thank you!

For more in depth information please contact us at support@rubiwin.com.