For Shepherds

Complete guide for shepherds (fleet operators and service coordinators) using Robo-Hub.

What is a Shepherd?

A shepherd is a fleet operator or service coordinator who:

• Manages supplier networks across zones

• Creates RFQs (Request for Quotes) for services

• Negotiates and manages contracts

• Monitors SLA performance

Think of shepherds as the "demand side" of the marketplace—they need services from suppliers.

Step 1: Access Robo-Hub

Navigate to the Robo-Hub marketplace from your T420 dashboard.

If you're coming from FleetOS:

1. Click "Upgrade to Robo-Hub"

2. Complete the shepherd profile

3. Select your operational zones

Step 2: Define Your Zones

Zones are geographic areas where you operate. Set up zones to:

• Filter suppliers by location

• Create zone-specific RFQs

• Track performance by area

Adding Zones

1. Go to Zone Directory

2. Click "Add Zone"

3. Select city/region

4. Define zone boundaries

Step 3: Explore the Supplier Marketplace

Browse available suppliers:

By Zone

1. Select a zone from the directory

2. View all suppliers in that zone

3. Filter by service category

By Service Category

1. Choose service type (Tires, Maintenance, Parking, etc.)

2. See all suppliers offering that service

3. Filter by zone, rating, or capacity

AI-Assisted Search

1. Use the agentic chat interface

2. Describe what you need

3. AI suggests matching suppliers

Step 4: Create Your First RFQ

RFQs (Request for Quotes) are formal requests for supplier bids.

RFQ Components

Field	Description
Service Category	What type of service
Zone	Where service is needed
Volume	Estimated usage
Duration	Contract length
Requirements	Specific needs
Deadline	When quotes are due

RFQ Workflow

1. Create RFQ: Define your requirements

2. Route to Suppliers: System identifies qualified suppliers in zone

3. Receive Quotes: Suppliers submit bids

4. Evaluate: Compare quotes on price, SLA, capacity

5. Select: Choose winning supplier(s)

6. Negotiate: Finalize terms

7. Contract: Formalize agreement

Step 5: Review Quotes

When suppliers respond to your RFQ:

Quote Comparison

• Price per unit/service

• SLA commitments

• Capacity limits

• Response time guarantees

• Historical performance

AI Recommendations

The system provides AI-powered recommendations based on:

• Price competitiveness

• SLA reliability

• Past performance with other shepherds

Step 6: Negotiate Contracts

Once you select a supplier:

1. Propose Terms: Send initial contract terms

2. Counter-Offers: Supplier may negotiate

3. Finalize: Agree on final terms

4. Sign: Both parties accept

5. Activate: Contract goes live

Contract Components

• Duration (e.g., 12 months)

• Pricing structure

• SLA requirements

• Volume commitments

• Penalties for non-compliance

• Renewal terms

Step 7: Monitor Performance

With active contracts:

SLA Dashboard

• Real-time performance tracking

• SLA compliance metrics

• Issue alerts

Relationship Health

• Response time trends

• Quality scores

• Volume vs. commitment

Using the Agentic Chat

Robo-Hub includes an AI-powered chat interface:

What You Can Ask

• "Find me tire suppliers in Miami zone"

• "Compare quotes for parking services"

• "What's my SLA performance this month?"

• "Draft an RFQ for maintenance services"

AI Capabilities

• Supplier recommendations

• Quote analysis

• Contract drafting assistance

• Performance insights

Best Practices

1. Be Specific in RFQs

Good RFQ:

"Need mobile tire service for 50 vehicles, response time <2 hours, 24/7 coverage, Miami Metro zone"

Poor RFQ:

"Need tire service"

2. Set Realistic Deadlines

Give suppliers enough time to prepare quality quotes (typically 3-5 business days).

3. Evaluate Beyond Price

Consider:

• SLA reliability

• Capacity for growth

• Response time

• Past performance

4. Maintain Relationships

Even with contracts, maintain good supplier relationships:

• Communicate proactively

• Provide feedback

• Pay on time

Next Steps

• Explore the Zone Directory

• Learn about the RFQ System

• Use Agentic Chat