← Dispatch Pro

Dispatcher Guide

Set up once, then the day in order: inbox, schedule and board, drivers, invoicing, settings, billing — owner guide here · driver guide here

What's new — 6 October 2026

Permits: Apply links to each permit office a move touches, the onRouteBC application laid out field by field to copy, and Read a permit — the AI fills the permit form from the issued PDF or a photo, for you to check and save. Permits now keep their route as written and the fee they cost (§12).
Bill the permit fee to the customer from the permit form, with your own permit service fee as a second line if you set one in Settings. The lines sit in the move's Charges and go on the invoice like any charge (§12).
Directions for the driver from a permit's route: place its points on a map — the AI can suggest them from the permit's route — Route it with a truck profile, and Send to driver. The driver's card shows the permit's route as written, and the directions once you send them (§12).

27 September:

Fuel surcharge, standby and extra charges on a move, each its own line on your invoice (§22).
Drivers tap Arrived at each stop; the wait shows on the schedule and the board, and fills in standby when you complete the move (§17).
A client's own rates, minimum hours and fuel surcharge, under Rates on the Clients tab (§24).
Requests by email, or from another system, land at the top of the Inbox as leads (§5).
Load dimensions, with BC oversize, pilot car and permit fee hints before you quote (§10).
Messages to the customer lists what was sent on each move (§19).
Sign in with a password on every sign-in page, and Settings shows dispatchers which cards only admins change (§3).
Receivables CSV for your accountant (§23), and Needs a permit on the Manual move and Adjust forms (§12).

26 September: customer messages and the status link (§19), site contacts (§9), permits (§12), drafts from a pasted message and Duplicate (§7), your request link (§4), getting paid (§23), and the driver guide.

1. First hour: set up the company

Create the company from the dispatch page: a Company name and, if you like, a Web address. Leave the address blank and one is built from the name. Your team signs in at your-address.pinnaclegrove.ca, and app.pinnaclegrove.ca works too. You're the company admin.
Settings → Company & estimates: the Yard first — owners' ballparks are priced from it (without one they fall back to twice the lane), and a truck's day starts and ends there when nothing else is set. Then the Company address (review requests don't go out without it), GST number, company email and phone — the phone is the Call button on your customers' status page — and Invoice prefix, Next invoice # and Default terms. If you charge them, set Fuel surcharge %, Standby rate ($/h) and Free wait (minutes) (§22). Press Save settings.
Settings → Rate card: your classes and $/hour. Two starter rows are seeded (6 Axle $210, 7 Axle $245) — make them yours and Save rates. Owners pick from these classes, and their ballparks are computed from these rates.
Your fleet: tractors, drivers, trailers, pilot cars, and the places trucks start from (§2). The Board's rows are your drivers, so add at least one.
Your people: dispatchers, admins and drivers (§3).
Settings → Your request link: the page to hand to equipment owners (§4); requests can also come in by email or from another system (§5). Settings → Notifications starts with the on-the-way, loaded and delivered messages and the quote reminders switched on; check it suits you (§19).

The estimate knobs start at 40 km/h average speed, 0.75 h of handling per move, hours rounded to 0.5, a 1-hour minimum and a ×1.3 truck factor. Leave them until the Accuracy tab gives you a reason to change them.

The web address is chosen when the company is created. If the one built from your name is taken, the company starts without one and everything works from app.pinnaclegrove.ca. There's no field to change it in Settings yet — ask us.

What it costs is at the end (§26): $200 per truck per month, and only for a truck that ran a booked move that month.

2. Your fleet: places, tractors, drivers, trailers

A booked move has three slots that work independently: a driver, a tractor and a trailer configuration. Any of them can be empty, and each comes from its own card in Settings.

Card	What goes in	What it drives
Locations	The places you keep coming back to — a yard, the shop, a motel you always use: a name, a kind (yard, shop, hotel, other), an address and a map pin (Find from address)	Where a truck's day starts and ends. A location without a pin is only a label.
Tractors	Each power unit: Unit, Axle config, pull capacity, registered permit weight, and Parked at	The trucks you bid with and are billed for, and a Board view by tractor. Capacity and permit weight are optional — unknown never blocks an assignment, it just can't warn.
Drivers	Name, Phone, Cycle (Cycle 1, 70 h / 7 d, or Cycle 2, 120 h / 14 d — set per driver), Endorsements, Usual tractor, Starts/ends the day at, and the oversize experience and US-eligible boxes	The Board's rows, the duty totals, which loads the pickers offer, and the driver app (§18)
Trailer equipment & configurations	Pieces first (jeep, lowbed, booster, flatdeck, other), then configurations: an ordered set of pieces with rated capacity, axle count and deck dimensions. A single lowbed is a configuration of one.	The trailer slot, and a Board view by configuration. Two configurations that share a piece warn when both are committed at once.
Pilot cars	A name and a Base — where the pilot dispatches from and heads home to	Their own Board rows and their own hours (§13)

Each card saves on its own button (Save locations, Save drivers…), and Save replaces the whole set: a row you remove is retired. You're asked to confirm first; retiring keeps history, and nothing already booked changes.

Where a truck's day starts and ends, most specific first: a start or end picked on the move itself, the home of the tractor it was bid with, the assigned tractor's Parked at, the driver's Starts/ends the day at, then the company yard. Start and end are worked out separately, so "out of the north yard, back to the shop" needs nothing special.

Deck height, length and width show in metres or feet — Dimensions shown in on the Company & estimates card, for the whole company (it sets a move's load dimensions too). They're always stored in metres, and the other unit shows under each box either way.

Used the old Trucks list? Your hauling trucks are under Tractors now, with the same names, and the Pilot cars card keeps only pilot cars.

3. Your people: members, sign-in, security

Settings → Members: an Email, a Role, then Invite.

Role	What they can do
Admin	Everything a dispatcher can, plus save Settings — rates, the fleet, members, notifications, accounting, the voice assistant, the request email address and API keys — set client rates, and download the company's data.
Dispatcher	Run the inbox, schedule, board, drivers, planner, invoices and clients. They see Settings greyed out, with Company admins can change this. under each card only an admin can change; Accuracy's Use buttons are greyed the same way.
Driver (app only)	The driver app and nothing else. Invite drivers from Settings → Drivers instead, so their assigned moves reach their phone (§18).

Invites last a day. The email carries a sign-in link that works once, for 24 hours. A sign-in link you ask for yourself lasts 15 minutes. If an invite email never arrives, the seat still stands: they can request their own link from the sign-in page with that address.
Inviting an existing member again changes their role. Remove takes their access away.
One-side rule: an email that owns equipment on the platform can't join a dispatch company (Terms §4).

Signing in and account security

Sign in with an emailed link, or open Sign in with a password under it — on the front page and on every sign-in page. The first time, everyone signs in with a link and chooses a password: at least 12 characters, and not one that appears in known breach data. Email links keep working after that.
After five wrong passwords in a row, that email waits a minute before the next try — longer if it keeps happening. An emailed link still works while it waits.
A device stays signed in for 30 days, extended every time it's used. On a shared computer, use Sign out.
Account security (footer link): change the password, and turn on two-factor codes from an authenticator app. With two-factor on, every sign-in asks for a 6-digit code. Strongly recommended for company admins: your rate card and customer list live behind this login. Changing the password, or turning two-factor on, signs out every other device.
Forgot the password? Email yourself a sign-in link; for 15 minutes after signing in with it, Account security lets you set a new one without the old one. Lost the authenticator? We can reset two-factor after checking it's you.
Dispatch for more than one company? Switch company in the header.

4. Your request link

Settings → Your request link is a page for your own company — for example yourcompany.pinnaclegrove.ca/request. It says "Request a move from" and your company name. An equipment owner enters their email, and the sign-in link opens the request form with your company already picked as Dispatcher; they can still pick another. Their ballpark comes from your rate card and appears only after they sign in — the public page never shows a price.

Copy link copies the address.
Copy button code copies a ready-made "Request a move" button for your website — a plain link styled as a button, with no script and nothing to install. Paste it into your site's HTML, next to your phone number.
Put the link in your email signature too. When your company has its own web address, invoices printed from the Invoices tab already end with "Request your next move:" and the link.
No web address yet? The card says so and gives you a link through the main site that works the same. Links you've already shared keep working after an address is set up — ask us.
Open your own link while you're signed in and you'll see the one-account-one-side message, not the form. That's expected: owners see the sign-in form.

5. Requests by email and from other systems

Requests that don't come through the marketplace can still land in your Inbox: by email, or from another system your company connects. Each one arrives as a lead. A lead is not a move — nothing is booked, priced or billed until you book it.

Your request email address

Settings → Your request email address shows your company's own address, which starts with requests+. Forward move requests to it, or give it to customers whose scheduling system can email you moves. Copy address copies it.
The card appears once the platform has email requests switched on. Until then it isn't shown.
With the voice assistant switched on for your company (§20), each email is read into a draft move for you to check — the same reading as a pasted message, and it counts toward the same 300 a day. With the assistant off, the lead holds the message text only.
Attachments are not read. The message text is kept for 30 days after the latest message on the lead; the lead and its draft stay.
A reply in the same email thread is added to its lead ("1 reply"), or starts a new lead if that one was already booked or dismissed. Out-of-office replies and bounces are dropped.
Anyone with the address can send you leads. If it gets passed around, a company admin presses New address: the old one stops working at once, and mail sent to it bounces back to the sender, so give everyone the new one.
Mail over 10 MB bounces, and so does mail past the daily limits: 100 new leads a day for the company, and 30 from any one sender.

Integrations: other systems

Settings → Integrations (company admins) connects a website form through Zapier, a rental or scheduling system, or anything else that can send a web request. Type a Name for the system and press Create key. The key is shown once, so copy it into that system then; Dispatch Pro keeps only a fingerprint of it. Give each system its own key, so one can be turned off without the others. Revoke stops a key at once and can't be undone — make a new key to reconnect. How to send a request shows the address to post to and an example. The system sends the fields itself, so no model reads them. Sending the same request id again updates its lead, until you book or dismiss it. Up to 10 keys can be live at once.

New leads in the Inbox

Leads sit under New leads at the top of the Inbox, newest first, and the Inbox tab's count includes them. Each card shows an Email or API badge, who sent it and when, and the machine, lane and day read from it.

Open as a move opens + Manual move filled in from the draft, with the message under the draft note to check against (§7). Fix anything highlighted, place any missing pin, and press Book it. The lead leaves the list.
Show the message opens the whole text on the card.
Dismiss for spam or work you won't take. The lead leaves the Inbox and the sender isn't told.
"Reading the message…" means the draft is still coming. A lead that says why it has no draft — the assistant is off, no move was found, today's 300 were used — can still be booked: fill the form from the message.
Nothing replies to the sender. A booked lead is an ordinary manual move, so no customer messages go out for it.

6. Inbox: price it, quote it

Two lists: Needs a quote and Waiting on the customer, under any New leads (§5); the tab shows how many are open. Each card shows the machine, who it's from ("· client rates" when they have their own, §24), the lane (with a map ↗ link), the km, who meets the truck at each site (§9), the routing basis in your own terms ("212 routed min × 1.3 truck + 0.75 h handling → 5.5 h"), the load's size and any OVERSIZE line (§10), the customer's ballpark (computed from your rates, plus "plus a fuel surcharge of 5%" when you charge one), and a 7-day expiry countdown.

Backhaul fit. When a request's pickup lands near a stop you've already booked — on the request's date, or today — the card says so and floats to the top: "Truck’s out that way today — your stop at Richmond jobsite is 2 km from this pickup vs 86 km from the yard (~84 km of deadhead saved)." That's a move where the deadhead is already paid for: quote it sharp and win it, or keep the margin. If the request is dated later, Adjust the date to pull it onto today's run — the customer sees the new date with your quote and makes the call. The price stays yours either way; the badge is straight-line distance, and the day planner shows the exact routed numbers once it books.

Scheduling flags. A card can carry OUTSIDE OPERATING AREA (the lane leaves the regions set in Settings → Jurisdictions) or DIFFERENT RULE SET (a stricter hours-of-service rule set governs this trip). Read them before you price. Acknowledge dismisses one and logs your name. They never block, and they never say a move is compliant.

Adjust — the date, time and axle class (a client's own rate is marked "client rate"), the bid (below), the site contacts, the Load dimensions (§10), Needs a permit (§12), then rate, hours and price, and the Fuel surcharge (%), with the words the customer will read under it. Hours × rate fills the price until you type your own; the price is what the owner accepts. Save adjustments.
Send quote — your price goes to the customer, with the fuel surcharge beside it. This is a bid, not a booking: nothing schedules and nothing bills. The quote holds for 7 days. With quote reminders on, the customer is reminded 48 hours after you send it, and again when it has less than a day left (§19).
The customer accepts — the move lands on your Schedule and Board, their card shows your company's name, email and phone, and you're emailed. Or they decline, which costs nothing.
Decline requests you don't want — also free. The optional reason is kept on the move's record; the owner is told it was declined.

A quote waiting on the customer has Re-price instead: change the number and the owner's card shows the new one. It sends no new notice and doesn't restart the 7 days. A request left without a price for 4 working hours gets your office a nudge email (§19).

The bid: truck, route, hours

Bidding with picks the tractor you intend to run the job with. Its home seeds the trip: home → pickup → the loaded haul → back. Starts at and Ends at override either end for this bid only; Follow the truck’s home is the default. Untick Bill the trip back for a one-way — the truck stays out or the return is somebody else's load, and the hours stop at the drop. Change any of these and the hours re-measure from that trip.

The route saves with the quote. Re-homing a tractor later doesn't restate a price the customer already accepted, and if a different tractor ends up running the move, the Board's Route panel says so (§13).

A request where the owner asked for a preload opens with the preload on: confirm it, move the park spot to one of your locations, set day 1's time and driver, or take it off (§8).

7. Manual moves, Duplicate and drafts

+ Manual move (on the Schedule tab) books work that didn't come through the inbox — phone jobs, regulars, your own equipment. Fill in the date, time, job number, equipment, From and To.

Type an address and pick it from the list: the pin drops itself. Drag it to the exact gate, or press Place From / Place To and click the map. Check on Google Maps ↗ opens the exact pins, no retyping.
Once both pins are down, the km and hours fill in; pick Bidding with and they're measured from that truck's trip (§6). Typing the km yourself switches the hours to the flat average-speed formula.
Site contacts & access holds who meets the truck at each site (§9), and Load dimensions the size of the load (§10).
Tick Needs a permit (under Note) when the load needs one: the board and the schedule warn until one is on file (§12).
The price is hours × rate until you type your own. The line under it adds ", plus a fuel surcharge of 5% on the invoice" when your company charges one. Then Book it.

It enters life booked, and counts toward the month exactly like any other move — the truck you put on it worked. Moves you enter yourself send your customer no messages: there's no customer account to tell.

Duplicate

Duplicate — on every schedule card, and at the bottom of Move assignment on the board — opens + Manual move filled in from that move: the machine(s), the pins (re-measured once), the bid truck, route ends and one-way setting, the rate, hours and price (a price you typed stays; an hours × rate price follows the re-measure), the time, job number, note, site contacts, the load dimensions, the Needs a permit tick, a preload's park spot and day-1 clock, and the travel window. The date is left blank and waits for you. The driver, tractor, trailer, pilot cars, the permit records themselves, charges, actuals, trips, photos, planner pin and invoice are not copied — so a copy that needs a permit warns until its own is on file. Pick a date and Book it.

A draft from a message

When a customer emails or texts you a move, you don't have to retype it. On the Inbox, press + From a message, or use Paste a message in the Manual move form's first line. Paste the email, text or work order (up to 6,000 characters) and press Draft (or Ctrl+Enter).

The assistant reads it once and opens Manual move filled in: date, time, equipment, pickup and drop-off, job number, class, note and site contacts. Who asked goes in a note at the top of the form, and in the Note box.
Anything it had to work out, or couldn't find, is highlighted with the reason underneath — a date read from words like "Friday", a time with no AM or PM, an address it couldn't pin or could only pin to the town or the street, a class that isn't on your rate card, a machine or a site the message doesn't name. Check those, place any pin that's missing, and press Book it. Editing a highlighted box clears its mark.
If it can't find a move in the message, it says so and offers Open the form to fill it by hand.
Nothing is booked until you press Book it, and Dispatch Pro doesn't keep the message. The message goes, through our server, to the same language model the voice assistant uses, and each draft counts toward the company's 300 a day (§20).
Both buttons appear once a company admin ticks Voice assistant in Settings. With it off, our server refuses to draft, whatever a browser is set to.

8. Two drops and preloads

Two drops: one pickup, two machines, two sites

Advanced — add a second drop-off on + Manual move and Edit; owners can request one too. The machine above goes to To; the Second machine goes to the Second drop-off, which needs a pin (Place 2nd drop) — an unpinned second drop is refused rather than booked unpriced.
The hours are built on whichever drop order is shorter, plus a second block of handling for the second machine (Extra handling per additional machine in Settings; blank means the same as Handling hours).
The second drop-off gets its own site contact; removing the second drop removes it.
The day planner may swap the two drops to fit a truck's day. Which machine goes to which site never changes — only the order.
The driver marks each drop separately, and the move can't be cancelled until both are delivered.

Preloads: load the day before, park loaded overnight

Advanced — preload the day before on + Manual move, Adjust and Edit; owners can ask for one too. The move's own date stays the delivery day.
Load on defaults to the day before and can be 1 to 7 days before delivery. Day-1 time (at pickup) and Day-1 driver are optional — the morning driver can be someone else. Park overnight at takes one of your locations or Any spot… (on the manual form, Place park spot and click the map).
The hours cover both days: the start to the pickup and on to the park spot on day 1, the park spot to the drop and home on day 2. The tractor and trailer are one set for both days.
The move appears on every date it touches: a preload card on the loading day, a parked card on any day between, the full card on delivery day. On the Board, day 1 has a hatched tail to the end of the day, a parked day holds the tractor and trailer all day (no driver needed), and the delivery has a hatched head from the start of the day.
Moving the delivery date moves the loading day by the same amount — unless the machine is already loaded. Once the driver marks it parked, the park spot can't move and the preload can't be removed; once it's loaded, the loading day can't change.
It bills once, in the delivery month.

9. Site contacts and access notes

Every move carries, for the pickup, the drop-off and any second drop-off: who meets the truck, a phone number, and access notes — a gate or lock code, where to turn around, overhead lines, soft ground, site hours.

Where you see them: inbox cards, schedule cards and Move assignment on the board, one line per site — "Pickup:", "Drop-off:", "Second drop-off:" — with the number as a link you can tap.
Where you change them: the collapsed Site contacts & access section in Adjust, + Manual move and Edit (inside its Route block) — Contact name, Contact phone and Access notes for each site, notes up to 400 characters. The section opens by itself when anything is filled in.
Customers usually fill them in when they request, and can change them while the move is pending, quoted or booked. A change to a booked move emails you "Site details changed", naming what changed.
After a move is completed, Site contacts on its schedule card lets you correct them — a gate code the driver found had changed — until you invoice it. That's what the next Duplicate, or the customer's Book again, copies.
Your customer, your office and the assigned driver see them, and so does anyone holding the move's calendar file. They never go on an invoice.
The driver sees each site's contact and notes on the move card, with a Call button (§18).

10. Load dimensions and oversize hints

A move can carry its load's size, and Dispatch Pro says in plain words what those numbers suggest under BC's rules: before you quote, as you type, and on the board once the move is booked. They are hints from the numbers entered. The permit issued, and its conditions, decide what applies, and weight isn't checked.

The numbers

Load dimensions is a folded section in Adjust, + Manual move and Edit: Width, Height, Length, Weight, Overall height (loaded) and Overall length (truck, trailer, load). Its summary line shows the size, with "— permit likely" when the numbers say so.
A request starts from the owner's machine — both machines on a two-drop request — when the owner has recorded its size. A box left blank uses the machine's number, shown in grey under it; type over any number.
Two machines ride together to the first drop: the wider and the taller count, and the lengths and weights add up.
The overall height is the machine plus the trailer's deck, when the move's trailer configuration has a deck height (Settings → Trailer equipment & configurations) — or type it. The overall length is only ever typed.
The boxes show your company's units (Dimensions shown in, on Company & estimates) and are kept in metres. They save with the dialog's own save, and stop changing once the move is invoiced or cancelled.

What the numbers suggest

An OVERSIZE line when a permit is likely, and why: over the 2.6 m legal width, over 4.15 m high overall, or over 23 m overall. Each line names the rule it reads.
The CVSE1000 permit category the size falls in, and what that category restricts — Category B's travel times west of Abbotsford, for example.
Pilot cars: how many the CVSE1000 chart shows on 2-lane and on multi-lane highways, marked "at least" while the overall length isn't known.
The fee line: "BC single-trip oversize permit: $15.00 (CTPM §3.4.4(i))".
Route limits and pilot car notes to check, folded: the George Massey Tunnel, Hwy 1 west of Abbotsford, and the Lions Gate, Pattullo and Queensborough bridges, as the numbers call for them.
Numbers under every limit read "Nothing in the dimensions entered suggests a BC oversize permit. Weight isn't checked." A route with no BC leg gets no hints; one that leaves BC gets BC's alone.

Every block ends with the same sentence: "Based on the dimensions entered. The permit issued, and its conditions, decide what applies."

Where they show

The inbox card: "Load 3.4 m W × 3.2 m H × 11 m L" and a one-line summary such as "Permit likely: over legal width · 1 pilot car likely (at least) · BC permit $15.00". With no numbers, it reads "No load dimensions on file — Adjust to add them."
Booking a manual move whose numbers suggest a permit: "Booked — the dimensions suggest a permit; add it under Permits when you have it."
A booked move whose numbers suggest a permit, with none on file and Needs a permit unticked, warns on the board and the schedule: "Dimensions suggest a permit — none on file". Any permit on file quiets it; the tick replaces it with its own warning (§12).
On a booked move, the Permits section repeats the hints under From the load dimensions, with Pick pilot cars in Move assignment; from the schedule's Permits button, Assign pilot cars opens the move on the board. Above the pilot cars in Move assignment, a "CVSE1000 chart:" line gives the count.

11. Schedule: the move list

Booked moves by date, in clock order. The chips filter: Upcoming, All, Ready to invoice (completed, with a count) and Completed. Each card shows the driver app's word beside the status — "en route · 7:05 AM", "trip ended · 1:40 PM" — the stops the driver has marked, with the wait wherever the driver tapped Arrived ("picked up 10:40 AM (wait 35 min) · delivered Hope 12:20 PM (wait 20 min) · Abbotsford —", or "on site at pickup since 10:05 AM · 25 min" while the truck waits, §17), any PERMIT warning (§12), the site contacts, and the price — with "+ 5% fuel" and "+ $240.00 charges" when the invoice will add them (§22).

On a phone, a card keeps Complete and Edit in view and folds the rest behind More. On a wider screen every button sits in the row.

Edit — date, time, price and note; the route: equipment, From, To, a second drop, a preload, and the site contacts; the Load dimensions; Permits with the Needs a permit tick; Charges (§22); and Messages to the customer (§19). Change a site and the trip re-measures; the new hours × your rate appear beside the agreed price, and Use this price puts that number in the box. The price never changes unless you change it — what you charge is between you and your customer, and changing it costs you nothing. If a driver is already on the move you're told to let them know, and a stop they've marked done is locked.
Complete — Actual hours and Actual km (one way). When the driver used the app, both come pre-filled from the trip. The odometer figure covers the whole trip, so check the km; on a preload it's the latest day's trip only, so add the other day. Below them, the waits the driver's Arrived taps measured, Standby / wait (minutes) and the move's Charges (§22). Mark completed makes the move invoiceable, feeds Accuracy, and locks its edits.
Cancel — the customer is told, and the truck comes off the board.
Photos — your photos plus the driver's, which are tagged (Pickup, Drop at Hope, Start, End) with who took them. Add photos opens the camera or the photo library; up to 12 of yours per move, shrunk before upload. Photos you add there stay with your company; the driver's stop photos are also the customer's proof of delivery (§17). Deleting a photo is permanent.
Permits — the move's permits, with a count (§12).
Calendar — the .ics file for a phone's calendar, site contacts included. A preload adds a second event on its loading day.
Site contacts (completed moves) — corrections until the invoice (§9). Charges (completed and invoiced moves) — the move's charges and fuel surcharge; read-only once invoiced (§22). Duplicate — a new booking from this move (§7).
Rate client — stars on a completed marketplace move (§24).

Cancel lock. Once a driver marks the pickup, the move can't be cancelled — by you or by the customer — until every machine on it is delivered. On a preload, that includes the night it sits loaded at the park spot. Before that, a customer can cancel a booking from their side, and you're emailed when they do.

12. Permits

Record the oversize and overweight permits a booked move runs on, and the board and the schedule say, in plain words, when the move no longer matches them. The assigned driver can open the scan; owners see none of it.

Where: the Permits section in Move assignment on the board and in Edit on the schedule, and the Permits button on a schedule card.
Needs a permit — tick it when the load needs one; it saves with the dialog's Save. Until a permit is on file, the move carries a warning. The same tick sits on + Manual move and Adjust: on a request it waits, and warns once the move is booked. Duplicate copies the tick, never the permits.
+ Add permit: Permit number, Kind (single-trip oversize, overweight, or oversize/overweight; term oversize or overweight; other), Jurisdiction (your home jurisdiction unless you change it), Issued to tractor, Valid from and Valid to, and Conditions / dimensions as written on the permit. Then the permit's route, word for word: Route on the permit (the origin, destination, highways and specific route details), From and To as it writes them, and Highways in order (17 1 3). Fee on the permit is what the office charged, in CAD or USD — Washington and the other states charge in US dollars. Attach PDF or photo adds the scan — a PDF up to 10 MB, and a large photo is shrunk to fit. Save permit. Permits save as you go; Edit and Remove sit on each row, with Open permit when a file is attached. Each row shows the start of the route and the fee (Fee $15.00 CAD). The fee stays on your side; the route as written also shows on the assigned driver's card, word for word (Directions, below). Customers see neither.
BC issues single-trip permits to the power unit — the tractor — usually for up to 7 days. Leave the tractor blank only if you don't know it yet, or a term permit is issued to the trailer. A move can carry up to 10 permits — a BC leg and an Alberta leg, say.
Warnings: a PERMIT line on the schedule card (and on a preload's loading day), and a ⚠ on the board block with the reason in its tooltip and in the list above the lanes — "Needs a permit — none on file", "Dimensions suggest a permit — none on file" (§10), "Permit BC-1001 is for Unit 1 — this move is on Unit 2", "Permit BC-1001 isn’t valid on Sep 30, 2026", with "(the preload day)" when it's the loading day.
A drag, a slot pick, an Edit save, a plan Apply or an assistant reassign that creates one says so in a toast as it lands: "⚠ Saved with warnings: …".
Warnings never stop a save and can't be dismissed: each clears when the permit, the tractor or the date is put right. Only booked moves warn.
Permits can still be added after a move is completed. Once it's invoiced they're read-only, and Open permit still works.
On a booked move, From the load dimensions under the permits shows what the move's size suggests, with the fee line and a way to the pilot cars (§10).

Every Permits section ends with the same sentence: "Warnings compare the permit on file with the move’s tractor and dates. The permit’s own conditions still apply." The route, travel hours, pilot cars and dimensions on the permit are yours to check.

Applying for a permit

No permit office takes applications from other software, and your onRouteBC (BCeID) login is yours alone, so you apply on the office's own site. Dispatch Pro lays out what it asks for.

Apply, at the top of the Permits section on a booked move: a link to each permit office the move's pickup, drops and park spot touch — onRouteBC (BC), Commercial Vehicle Permits Online (BC overweight, which onRouteBC doesn't offer carriers yet), TRAVIS (Alberta), the SGI Permit Office (Saskatchewan), MB MOOVES (Manitoba), PRIO (Ontario), eSNOOPI Pro (Washington), permits4idaho, MT eTRIPS (Montana) and ORION (Oregon) — and Rules by province, Alberta's Canadian Trucking Regulations Hub. Each opens in a new tab.
onRouteBC application, on a move with a BC leg: onRouteBC's single-trip oversize form, section by section in its own order — contact, permit details, commodity, vehicle, trailers, loaded dimensions, trip, notes — with a Copy button on each value. Suggested values (the commodity, the vehicle and trailer sub-types, the Additional Email) are yours to confirm in onRouteBC. Rows that read "Fill in onRouteBC" are what Dispatch Pro doesn't hold — the front and rear projections, the highway sequence, the specific route details, the unit's plate and VIN — with what to do. Application Notes is left to you too: the move's note is often your customer's own words — phone numbers, gate codes — so it isn't offered for a government form. Dimensions are in metres to two decimals, whatever units you use; the start date and duration follow the move's travel days, a preload's loading day included.
It suggests your company email for onRouteBC's Additional Email, so the issued permit reaches the office too. Open onRouteBC ↗ is at the foot.
Move facts, on a move outside BC: the travel days, the ends, the load, its dimensions in metres and in feet and inches, its weight in kg and lb, the tractor and the trailer, each with Copy, for any office's form.

The packet ends: "Copy each value into onRouteBC under your own login. onRouteBC sends a carrier’s single-trip oversize application to the Provincial Permit Centre for review before you pay. Overweight permits still go through Commercial Vehicle Permits Online or the Provincial Permit Centre. Once the permit is issued, upload it here with Read a permit." Nothing is sent from Dispatch Pro, and it never holds your permit office login.

Read a permit

With the AI assistant switched on for your company (§20), the AI reads the issued permit — its PDF, or a photo of the paper one — into the permit form, and you check it and save it.

Read a permit, beside + Add permit: pick the PDF or the photo. "Reading the permit… (up to a minute)" shows while it reads; Cancel stops waiting.
The Add permit form opens filled in, under "Read from … by the AI. Check every marked field against the permit, then save. Nothing is saved until you do." Each field to look at is marked in amber, with why under it: a date the permit prints differently, a 06/10/2026 that could be either month, an expiry worked out from the duration, a move day outside the permit's days, a unit number that isn't this move's tractor, a fee it couldn't read, a field cut short, anything hard to read on the document. A field with two reasons shows both. Changing a field clears its mark.
Issued to tractor is the unit the permit names. When it names none of your tractors — no unit printed, a unit you don't have, only a plate — the form starts from the move's own tractor, marked when the permit named another unit. Check it against the permit.
A BC single-trip oversize permit that prints no fee offers "BC charges $15.00 (CTPM §3.4.4(i)) — use it" under the fee.
Save permit saves the record and attaches the file you read. Until then nothing is kept — not the permit, not the file.
A receipt fills only the permit number and the fee. A file with no permit in it, a locked (encrypted) PDF, a PDF over 30 pages or over 5 MB says so, with Add it by hand: the empty form, the file attached. A PDF can be attached up to 10 MB; for the AI to read one, upload just the permit pages. A photo is shrunk before it's read.
Read file, on a permit that has a file: the read opens Edit permit with what the document shows over the record's values, each change marked "Changed by the read (was ‘…’) — check", or with the read's own reason after it. Only what the permit shows changes a field: the tractor on file stays unless the permit names another of your units, and a field the read found empty keeps its value. A photo on file is shrunk before it's read, as a new one is.
Each read is one of the assistant's 300 model calls a day, with at most 40 permit reads a day for the company and 6 a minute each.

Billing a permit to the customer

A permit you've filed can put its fee on the customer's invoice, so the money you paid the permit office comes back without a separate charge to remember.

Under Fee on the permit, tick Bill the permit fee to the customer. The amount fills in from the fee and follows it while you change the fee; type a different amount (cost plus a markup, say) and it stays yours. It's always in Canadian dollars.
A US permit's fee is in US dollars, so the amount starts empty and reads What it cost you in CAD ($): enter what the permit cost you in Canadian dollars — what your card statement shows, say. Dispatch Pro applies no exchange rate; the amount is yours.
Add our permit service fee ($25.00) shows when you've set a Permit service fee in Settings → Company & estimates (§25). It's a second line, at the fee of the day you add it: changing the Settings fee later never changes a line already on a move. Untick it and tick it again to take today's fee.
On a single-trip permit, Bill the permit fee ticks itself once a fee in Canadian dollars is on the form — so a permit filed before its receipt saves unbilled, and the box ticks when you add the fee later. Turn that off in Settings if you'd rather tick it yourself. Term permits and Other start unticked — a term permit covers many moves — and so does a US fee, whose Canadian cost is yours to enter. Untick it for a permit you won't bill.
Add our permit service fee is never ticked for you: it's a charge to your customer, so tick it on each permit you bill it on.
Each permit row says what it bills — "Billed $15.00 + $25.00 service fee", "Fee not billed yet — no fee on file" or "Not billed". Untick and save to take a line off; removing the permit takes its lines off too.
The lines sit in the move's Charges section (§22) as Permit and Permit service fee, marked "From permit P2-… — change it on the permit.", with no Edit or Remove there. They count toward the 20 charges a move holds.
If the move already has a Permit charge you added by hand, the form warns: "This move already has a Permit charge added by hand — billing this fee too would charge it twice." Remove one of them.
On the invoice each is its own line under the move, in plain words without the permit number: "Single-trip oversize permit (BC) — CAT 336 excavator #2118" and "Permit service fee — …", one each at the amount. Once the move is invoiced, the permit and its lines are frozen; voiding the invoice makes them editable again.
Drivers never see the fee or what it bills. Your customer sees only the lines on your invoice.

GST. The permit lines are taxed like the haul. BC charges no GST on the permit itself, but a permit issued to your own truck is yours: when you bill it on, the CRA treats it as part of your moving service, itemized or not (GST/HST Policy P-182R, Example 4 — a mover recharging a provincial oversize permit). Your service fee is your own service, so it's taxable too. If you ever pay for a permit purely as your customer's agent — the customer holds the permit — ask your accountant first: Dispatch Pro has no tax-exempt line for that.

Directions for the driver

A permit's route is words — the origin, the destination, the highways in order, the specific route details. Directions turns them into a turn list and a map for the driver, from points you place and check. They're an aid: the permit's route and conditions govern, and every screen the driver sees says so.

Each permit row has a Directions line: "No directions" with Plan directions, then "Directions ready to check", "Directions sent to the driver, Oct 6, 9:40 AM" or "Directions out of date — the permit changed", each with Open.
The editor shows the permit's route as written at the top, under the note that directions are a guide only, then a map and the list of points, numbered in order of travel.
Suggest points from the permit (with the AI switched on, §20): the AI reads the route you saved on the permit and suggests its places in order — the start, each junction where the route changes highway, the end — and pins each one it finds. Every pin is a suggestion to check: "Pinned at the town centre — drag it onto the junction", "Pinned on the road — drag it to the exact spot". A place it can't pin — a milepost, a legal land description, no match, a match far from the last point — stays on the list, unplaced, with why. Select it and click the map to place it. Nothing is saved by a suggestion. Each is one of the assistant's 300 model calls a day, with at most 40 suggestions a day for the company and 10 a minute each.
Without the AI, the list starts from the move's pickup and drop. + Add a point finds a place by name; a click on the map adds one there. New points go after the selected one, or just before the end. Use the move's pickup and Use the move's drop put the move's own pins first or last. Drag a pin to move it; ↑ ↓ reorder; Rename sets what the driver reads; Remove takes a point off. 2 to 25 points.
The profile: Heavy truck (the default), Truck, or Car — ignores truck restrictions. The truck profiles are the mapping service's standard trucks (about 40 t and 4.1 m for a heavy truck) — they know nothing of this load's size or weight.
Route it works the route out through your points, in order, and shows the line on the map, "412 km · about 6 h 10 min · heavy-truck profile", the turn list, and Open in Google Maps ↗. The same points again cost nothing: the saved route is reused.
Look at the CHECK lines before you send: "These directions use Hwy 7 for 12 km. The permit’s route doesn’t name it.", "These directions couldn’t be compared with the permit’s highways — check the line against the permit." (the mapping service named the roads, not their highway numbers, so nothing could be compared — or only part of the route, and the line says how much), "Only the two ends are set, so the router chose its own way between them. Add the permit’s junctions.", "Worked out with a car profile, which ignores truck restrictions." Fix the points and route it again, or send it anyway — the driver sees them as cautions. No CHECK line is not a promise the route follows the permit: look at the line on the map.
If someone changes the permit's route while Route it is working, nothing is saved and the editor says "The permit’s route changed while these directions were being worked out — route them again.", with the permit's new words at the top. Press Route it again.
Send to driver asks first and lists the checks. The assigned driver then sees Directions › on the permit on their card. Another driver, and the customer, never do.
Change the permit's route, From, To or highways, or replace or remove its file, and the directions go out of date: the driver no longer sees them, and Send is refused until you Route it again (the same points route at no cost) and send again.
Remove directions takes them off the driver's phone; the permit stays as it is. Once the move is invoiced they're read-only, and the driver can still open sent ones.
Google Maps routes as a car and carries only a few of your points — the start, the end and up to 3 in between — so the link says so under it, on your screen and the driver's.

The editor and the driver's directions both open with: "Directions are a guide only. A mapping service worked them out without knowing this load’s size or weight. Follow the route and conditions on the permit. If these directions and the permit differ, the permit wins: stop and call dispatch."

13. Board: every driver's real day

The day at a glance: one row per driver (the chips switch to Tractors or Trailer configs), 5 AM to 7 PM across the top, and the Unassigned that day tray below. Pick the day with Date, the arrows, or Today.

Reading a row

On driver and tractor rows each move is drawn as the truck's real day, measured on road legs: a dashed empty run in (from the truck's home or its last stop), then load, the loaded drive and unload, and a faint run home after the last move. Between moves the row says "40 min idle", or in red "−15 min · can’t make it". Legs draw lighter while they're straight-line estimates and sharpen when the road legs arrive. Trailer-config rows keep plain bars sized by billed hours.

Under each driver's name: the day's on-duty and driving hours against the most restrictive rule set on that driver's trips, with a ⚠ when a limit is passed.

Drag to schedule

Drag a block sideways to move it in time (it snaps to 15 minutes); drag it to another row to give the move that row's driver, tractor or trailer.
The day re-measures under the pointer, and later unpinned moves slide so the day stays drivable. Pinned moves hold their time and warn instead.
Undo (or Ctrl+Z) puts the whole slide back in one step. It also takes back slot picks, best-slot placements, Tighten and Slide — up to 30 steps while the page stays open.
Drops never block. A clash — the same driver, tractor, trailer or shared piece twice at once — or a permit that no longer fits shows in red above the board and as a ⚠ on the block. You decide.
A move without a time sits dashed at the earliest slot the truck can make. Give it a time and it takes its real slot.
Click a block without dragging to open Move assignment. Assign in the tray opens it too.

Move assignment

Above the slots: best-slot chips when the move has no driver, any warnings, and the site contacts (§9). Then three slots — Driver, Tractor, Trailer config — each with its own picker. Every option is listed; one that's busy or unsuitable is greyed with the reason, and you can still pick it. Clear slot empties one. Picks save as you make them.
On a preload the driver slot reads Day-1 driver on the loading day and Delivery driver on the delivery; tractor and trailer are one set for both days.
Route — the start and end this move was bid on. Changing either end is a re-bid and doesn't re-price the move by itself. When a different tractor runs it than the one it was bid with, the panel says whether the quoted route still holds.
Pin this load — the planner and the board's slides treat it as fixed.
Permits with the Needs a permit tick (§12), and what the load's size suggests (§10).
Messages to the customer — what Dispatch Pro sent this move's customer, and when (§19).
Daylight only, No weekends, No stat holidays and Route restriction notes — recorded on the load and shown to the driver; nothing enforces them yet.
Pilot cars (below), with the CVSE1000 chart's count above them when the load's size calls for any. Save keeps the pin, the permit tick, the travel window, the route and the pilots. Duplicate at the bottom left starts a new booking from this move (§7).

The map

Beside the board: every driver's day in its own colour — numbered stops (round for a pickup, square for a drop), loaded legs solid, empty runs dashed, the run home faint. Lines are straight between stops. Hover a block and its legs light up; hover a stop and its block lights up; click a stop to jump to its block. The map follows a drag. On a screen narrower than 900 px it folds under the board behind Show map.

Pilot cars

Pilot cars get their own rows. Add them in Settings → Pilot cars with a Base — where the pilot dispatches from and heads home to, which is rarely your yard. In Move assignment, tick the pilots a move needs: each gets its own hours — base → pickup, the loaded lane, drop → home, at car speed, never below Pilot car minimum hours (2 unless you change it). Edit the number freely; it's a starting point, not a rule.

14. Best slots and Tighten

Best slots for an unassigned move

A move in the tray with no driver — and the same move in Move assignment — offers up to three places to put it, like "Matt · 11:00 AM · +19 min empty": who, when, and the empty running it adds.
A booked time is kept: the move is only offered where that time falls, never earlier. If the truck can't make it, the chip says how late ("Rick · 11:30 AM (30 min late)"), ranks after the on-time options, and placing it reminds you to tell the customer.
A place that slides someone else's move ranks after ones that disturb nobody, and reads "· slides 2".
Hover a chip to preview it on the board and the map; click to place it. One Undo takes it back. A ~ means the numbers are straight-line estimates until the road legs arrive.
The first 5 moves in the tray are ranked on their own; the rest wait for Suggest slots.

Tighten a driver's day

Day starts on the board bar is when your trucks can leave — 7:00 AM unless you change it, remembered in this browser.
Tighten under a driver's name packs that day from the day start: same order, every unpinned timed move as early as the truck can make it. Untimed moves stay untimed.
The preview names every clock it changes — "Loader B 3:00 PM → 8:45 AM — check with those customers" — before you press Apply or Cancel. One Undo.
Pinned and completed moves never move. The button greys out when the day is already as tight as it goes.

15. The live day

Today's board follows what drivers mark in the app. There's no GPS — it works from the times they tap: trip start, arrived, loaded, parked, delivered.

A red now line runs down today's board, which opens scrolled to now and refreshes every minute while it's showing.
Marked steps lock to their real times; the rest is projected from the last mark and drawn lighter. A step that should be done but isn't marked stretches to now, striped.
Each live move carries its status — en route, on site, loaded, delivered ✓ (parked ✓ on a preload's loading day) — with a tick per mark. On site means the driver tapped Arrived at the pickup and hasn't loaded yet: "on site 25 min".
Waits from the Arrived taps (§17): a "waiting 12 min" chip while the truck sits at a drop now, else "wait 55 min" for the day's waits in all. Dashed ticks mark the arrivals, the block's loading starts at the real arrival, and the tooltip reads "Waited 35 min at the pickup (arrived 10:05 AM)".
A timed move past its leave time with no trip gets a neutral not started, never red. A driver who hasn't opened the app isn't proof the truck is late.
When a late truck makes a later pickup late, that move is drawn at its projected time with a ghost at its booked time and "~43 min late", and the box above the board names it: "Live B loader pickup ~43 min late (Matt running behind)". A pinned move holds its time and marks where the truck will really arrive.
Nothing saves by itself. Slide later moves under the driver's name previews the new times and names each one — "Live B loader 3:57 PM → 4:40 PM — tell those customers" — then Apply saves them as one Undo.
Tighten and best slots leave anything already under way alone, and place nothing before now.
The map puts a truck at each driver's last mark: "Matt · last seen 3:27 PM at Chilliwack".
Past days show what happened — no now line, no slips.

16. Plan day, As bid and the backhaul discount

Plan day

Pick the Date and Leave at. The line above the button shows who's included and their on-duty hours — after a run, against the day's load hours. Untick a driver, tractor or trailer configuration that's off.
Optimize gives each accepted move a driver, tractor and trailer configuration (scarcest deck first), orders each truck's day to cut empty running, and chains the times. Pinned loads are fixed. A two-drop move may have its drops swapped ("drops swapped"); a preload plans as two days — day 1 ends at the park spot, day 2 starts there.
A load that can't be made legal for any single driver stays under Not assigned — cannot be made legal as one load, with the reason. A plan that can't be run is never produced. These are scheduling aids, not a compliance determination.
Apply assignments & times writes it all: driver, tractor, trailer and start time (pinned loads keep theirs), a preload's day-1 driver and time, the drop order, and any backhaul discount. If a tractor it picked leaves a move off its permit, the toast says so.
A plan takes up to 12 moves, fewer when some have two drops.

The backhaul discount

When a return leg turns deadhead into paid work, the plan shows what to knock off — a share of the actual savings (Backhaul discount, % of savings in Settings; 25 unless you change it), shown in dollars, never a blanket percentage of the price. Untick Backhaul discount when 2+ moves share a truck’s route to leave it out. Apply takes it off the current price, and it prints as its own line on the invoice. Preloads are left out. Pass it on or don't; it's your price.

As bid, for one- or two-truck outfits

Settings → Company & estimates → Scheduling — plan moves with: The optimizer (the default) or As bid. As bid runs each move on the truck it was bid with, at its bid time, and the Plan day tab goes away. At booking — your manual move or the customer's accept — empty slots fill from the bid: the tractor, and the one driver whose usual tractor it is (with none or two, the driver stays empty); a preload's day-1 driver gets the delivery driver. A slot already set is never overwritten, and no trailer is filled. Switch back any time; nothing is deleted.

17. Drivers: trips, arrivals, stops and proof

The Drivers tab shows what each driver's phone reported for a day: trip starts and ends, odometer readings, arrivals, notes and photos.

One card per roster driver: "on a trip since 7:05 AM", "2 trips done" or "not started". A driver without the app reads "no app access — invite under Settings › Drivers"; an app user with no roster row shows as "app only — no roster row".
Each trip: start → end (or en route), hours, the move it was on, odometer start → end with the difference, the waits ("waited 35 min at pickup"), notes, and a photo count ("2 start · 3 at stops · 1 end") that opens the photos.
A trip started off the list — a yard run — can be tied to one of the day's moves with Attach to move (Move… changes it, Detach undoes it). Its photos follow it.
Ending a trip never completes a move. Complete on the Schedule does, pre-filled from the trip (§11).

Arrived, and the wait it measures

At the pickup and at each drop, the driver can tap Arrived before Mark loaded or Mark delivered. It's optional, one tap, and stamped with the server's time. From it, Dispatch Pro measures the wait at that stop: from Arrived to the stop's mark, in whole minutes, exactly what the two printed times say. No Arrived tap means no number — a wait is never estimated.

The wait runs from arriving to loaded (or delivered), so it includes the loading or unloading itself. Set your free wait with that in mind (§22).
It shows on the schedule card ("(wait 35 min)", §11), on the board (§15), on the trip rows here, and in Complete, which lists each stop's wait with the two times it comes from — "Waits from the driver's Arrived marks: pickup 35 min (10:05 AM → 10:40 AM) · Abbotsford 20 min (12:00 PM → 12:20 PM). 55 min in all." — and uses them to fill in standby.
An Arrived tap with no mark after it is listed as "not counted (no done mark after it)".
It can't be added late: once a stop is marked loaded or delivered, or the trip has ended, the Arrived button is gone. There's none at a preload's park spot.
The customer sees the arrival times on their proof of delivery, but gets no message for an arrival, and the status link doesn't show them.

Proof of delivery

On a trip tied to a move, the driver marks each stop — loaded at the pickup, parked on a preload's first day, delivered at each drop — stamped with the server's time, with an optional note and photos. You see it on the Schedule card, on today's Board, and in Photos.

The customer sees it too, on their booked card: arrived, loaded, parked and delivered times per site, and the driver's stop photos. They don't see the trip's start and end photos, your own photos, the driver's notes, or who drove. With progress messages on, the trip start and the marks also send the customer their on-the-way, loaded and delivered messages (§19).

18. The driver app: invites and what drivers tap

Send your drivers the driver guide — it covers the same ground from the cab.

Giving a driver the app

Settings → Drivers: add the driver and Save drivers.
Invite to driver app on their row, enter the Driver's email, then Send invite. They get a sign-in link for the driver app (/driver/) that works once, for 24 hours, and join as a Driver: they see their own moves and log trips — never prices. One email per driver row.
The row then reads "Driver app: dave@example.com" with Unlink, which stops their phone seeing your moves; the roster row stays.

Renaming a driver and saving drops the link — invite them again after a rename.
A dispatcher who also drives can be invited from their roster row. They keep their board seat — signing in still lands on the dispatch page — and open /driver/ on their phone for the app.
A Driver invited from Members gets the app with no roster link, so only ad-hoc trips show up.

What they see

Today (with arrows to other days) and History (the last 14 days). My moves lists what's assigned to them, in clock order: the time, the machine, the route — both drops in the order to run them, with which machine comes off where; on a preload, "Load at … / Park overnight at …" on day 1 and "From … (parked loaded)" on delivery — the tractor and trailer, travel-window notes, the job number, the customer's company, your note, and Navigate ↗ (Google Maps with the exact pins).

Site contacts: who meets the truck at each stop, with a full-width Call button, and the access notes — under the route before the trip starts, then on each stop in the checklist (§9).
Permits: each permit on file — number, kind, the days it's valid, the tractor it's issued to, the route as the permit writes it (three lines, then Show the whole route), its highways and ends, its conditions — with Open permit for the scan and, once you've sent them, Directions › (§12). Under the permits: "Follow the permit. Its route and conditions govern: if anything here differs from the permit, the permit wins. Stop and call dispatch." On a move with permits, Navigate ↗ adds "Permit load — follow the permit’s route, not this link." Only the driver assigned to the move sees them.
No prices, rates, billed hours or costs appear anywhere on the driver's phone.

What they tap

Tap	What happens
Start trip on a move	Today only, one trip open at a time. Optional odometer, note and photos (Take photo / From library). The server stamps the time.
Arrived	Optional, at the pickup or a drop before its mark: one tap, no dialog. The stop then reads "Arrived 10:05 AM · waiting 12 min", counting up, and "waited 35 min" once it's marked (§17). Undo arrived takes it off.
Mark loaded	At the pickup, with an optional note and photos.
Mark parked	A preload's first day: parked loaded overnight.
Mark delivered	At each drop, per site.
Undo on a stop	Takes the time off; the photos stay.
End trip	Optional odometer, note and photos. The phone says "Trip ended. Your dispatcher completes the move."
+ Start a trip not on my list	A yard run or a parts trip — it asks What is this trip?

While a trip is open, the card on top runs a clock and has a quick Pickup photo. Photos are shrunk before upload. With no signal nothing is saved and the phone says so; if the trip saved but its photos didn't, the button offers Retry. A driver whose account isn't linked to a roster row is told to ask you, and can still log ad-hoc trips.

Hands-free

With the voice assistant switched on for your company (§20), a Hold to talk button sits above the buttons on phones that can hear. Hold it, say one thing, let go:

Say	What it does
start · start the D6	Starts the trip; asks which when two or more moves could start
arrived · I'm here · on site	Marks arrived at the next stop, and says where; "arrived at the pickup" or "arrived at the drop" picks the stop
loaded · chained down	Marks loaded
delivered · dropped it	Marks the next drop in run order
second drop · both off	Marks the second drop
parked	Marks a preload parked
end trip	Asks "End the trip on the D6 dozer? Say confirm." and waits for "confirm"
undo	Within 3 seconds of a spoken mark, undoes it; after that, asks yes or no
help · repeat	Lists what it knows · says the last reply again

Anything said with "not" or "haven't" in it — "not loaded yet" — changes nothing. Replies are spoken back (Spoken replies: on turns them off). Spoken marks skip the odometer and photos — tap for those. No language model runs on the driver page; it knows only phrases like these.

19. What your customers hear

Settings → Notifications decides what Dispatch Pro tells your customers for you — by email, and by text when they've asked for texts and the platform has texting switched on — and what it tells you. Marketplace moves only: a move you enter yourself has no customer account to tell. Company admins change these and press Save notifications.

Switch	Starts	What goes out
Tell customers when their machine is on the way, loaded and delivered	On	A message when your driver starts a trip on the move in the driver app, when they mark it loaded — with a half-hour arrival window at the drop, worked out from the road route between the sites and your truck factor — and when they mark each drop delivered, with the number of proof-of-delivery photos on file so far.
Remind customers about open quotes	On	One reminder when a quote is still open 48 hours after you sent it, and one when it has less than a day left.
Nudge us about requests waiting for a price	On	One email to your company address listing the requests that have waited 4 working hours (weekdays, 7 AM–6 PM) without a quote. Each request is listed once.
Ask customers for a review after delivery	Off	One email, at least 2 hours after you complete a move, at most once every 180 days per customer. It links to their rating in Dispatch Pro and, if you add one, your Google review link. Everyone who gets the email gets the Google link; it isn't held back from anyone. It goes out in your name, with the company name, address, phone and email from Company & estimates, and none go out while the company address is blank. Each one carries an unsubscribe link that needs no sign-in: a customer who uses it gets no more review requests from you, other carriers' aren't affected, and the app doesn't show you who.

Each message goes once, even if a driver undoes and redoes a mark — and an undo doesn't take a sent message back.
A driver's Arrived tap sends nothing (§17).
Every email to a customer about a move ends with a line saying why they got it: they requested a move, and it's a service message about that move.
On-the-way, loaded and delivered messages go as the driver taps. Reminders, the nudge and the review request go out between 8 AM and 7 PM Pacific. Times in messages are Pacific.
A preload's loaded message says where it parks overnight and when it delivers, with no arrival window. A move with no measured route says "Next stop" instead of a window.

The status link

Every on-the-way, loaded and delivered message carries a link, and your customer's booked card has Share status link to copy it. It needs no sign-in, so they can forward it to their site superintendent. The page shows where the move is up to — booked, on the way to pickup, loaded, parked overnight, delivered — with times, the arrival window, your company name with a Call button for the company phone, the machine, the sites and the date. It never shows prices, the customer's contact details, notes, photos or who's driving, and it stops working 7 days after the move date or 7 days after delivery, whichever is later.

Set the company phone in Settings → Company & estimates: it's the Call button on the status page and the sign-off on the progress messages.

Messages to the customer

Messages to the customer — in Edit on the schedule and in Move assignment on the board — lists what Dispatch Pro sent this move's customer, and when: On the way to pickup, Loaded, Delivered at Abbotsford, Quote reminder, Quote expiring soon and Review request, each with its date and time. A line means the message was handed to email (and text, when they opted in); it can't show that it was read. A move you entered yourself says it has no customer account, and one with nothing sent yet says "Nothing sent yet." The quote, decline and cancellation emails aren't on this list.

20. The voice assistant

Off by default. A company admin switches it on for everyone: Settings → Company & estimates → Voice assistant, then Save settings. That puts a Talk button in the dispatch header, Hold to talk on the driver app, the + From a message drafting (§7), emailed requests read into drafts (§5), and Read a permit, Read file and Suggest points from the permit in the Permits section (§12, Directions). With it off, our server takes no assistant work for the company: nothing reaches the model or the server transcriber, and no command is kept. A dispatcher who opens the dispatch page with ?ai=1 still sees Talk, but only the plain commands the page can read itself work, and the dock says the model and server transcription are off for this company.

Talk opens the dock in the bottom-right corner; Alt+M opens it and starts listening. Hold Hold to talk and speak, or type in the box and press Go. Esc stops listening or drops a card. Say "help" for examples.
It works on the board's date — today, unless you've moved the board. Say "show me tomorrow" first to work on tomorrow.
A safe board change it's sure of — an assignment, a new time, a pin, a travel-window flag — applies at once and lands in the Applied list with Undo. The board's own Undo covers it too.
Everything else waits on a card: anything that slides other moves, a time it had to assume, anything it wasn't sure of, and anything a language model worked out. Press Apply or say "confirm"; Cancel or "cancel" drops it.
A red card marks the big ones: cancel, complete, decline, and handing or swapping a whole day. Board changes can be undone; a cancel, a completion, a quote or a decline can't.
When two things match — "the dozer" with a D6 and a D8 on the board — it offers chips. Tap one, or say "the second one".
A bare hour is read the dispatch way — 1 to 6 is PM, 7 to 11 is AM, 12 is noon — and the card asks you to confirm. Say "9 am" or "3 pm" to skip the question.

To	Say or type
Assign	give the 336 to Rick at 9 · put Rick on the D6 · unit 2 on the grader · Dave loads the D8 preload
Retime	the D6 at 9 · push it back 30 · move the Kamloops load to tomorrow
Set	pin the grader · the 336 is daylight only · the grader needs a pilot for 5 hours · take Rick off the grader · note on the D6 pilot car booked
Best slot	place the unassigned one · where does the PC490 fit
Tighten, slide	tighten Rick · slide Rick's later moves
Whole days	give Matt's day to Rick · Matt's off sick tomorrow Dave covers · swap Matt and Rick tomorrow
Close out	cancel the Hope load · close out 2118 · the 336 is done 4 and a half hours
Inbox	quote the Fraser request · decline the skid steer because we're full that day
Questions	what's unassigned · who's free after 2 · what's Rick got today · any conflicts · what's late · when does Matt finish · has the D6 loaded yet
Navigate	show me tomorrow · by tractor · go to the inbox · ready to invoice
New move	new move CAT 320 from the yard to Hope tomorrow at 8 — opens + Manual move filled in; it never books by itself
Two at once	put the D6 on unit 2 and push Rick's 10 to 11
After a card	confirm · cancel · undo · repeat

Name a move the way you'd say it: the machine (the 336, the D6), the job number (2118), the place (the Hope load), or a driver's (Rick's 10, Rick's second). "It" means the move you last talked about. Every change the assistant makes is recorded on the move's history as a voice or assistant change.

Voice nicknames

On the same Settings card, saved with Save settings: what the crew actually says for a person, unit, trailer, place or pilot car — "the big unit", "matty". Each row is They say, Means this (Driver, Unit, Trailer, Location, Pilot car) and Which one. Said or typed, the nickname lands on that row. A nickname is 2 to 40 characters, can't be a word the commands already use (cancel, unit, the…) or just a number, and a company can keep up to 200.

Microphone and the dock's settings

The first time, the browser asks for the microphone; if it's blocked, allow it in the address bar, or type instead. The dock's Settings hold Hold to talk (off: tap to start and stop), Speak confirmations, Keep audio on this device where the browser can, Use server transcription, and Show the assistant in this browser. Each company gets a daily allowance of model help (300 commands, drafts and emailed requests together) and server transcription (an hour of audio); past it, or whenever the model is off, plain commands keep working.

Where the words go. Commands are read first by a built-in phrase list that runs in your browser. Speech is turned into text by the browser: on Chrome with on-device recognition the audio never leaves the computer; otherwise the browser's own speech service hears it, and the dock says so the first time. A browser with no speech recognition sends the clip through our server, which transcribes it and keeps no audio. Only a command the phrase list can't read goes on, through our server, to a language model (Claude Haiku) along with your roster and the day's board — no prices, rates, notes, emails or phone numbers. A pasted message goes to the same model once, whole — with whatever names and numbers are in it — along with your company name and rate-card classes, to draft the form. It is not kept. An emailed request goes to the model the same way; its words stay on the lead for 30 days (§5). A permit you read goes to the same model once, whole — the PDF or photo with everything on it: your company's name and address, plates and VINs, the route, sometimes your customer's site — with nothing else of yours but today's date, to fill the permit form; the read keeps neither the file nor its words — only saving the form does (§12). Suggest points from the permit sends the same model the route you saved on the permit — its route words, From, To and highways, nothing else — to suggest the map's points; it keeps none of it (§12). The model can't change anything: its answer is always a card or a form you check. The text of commands that reach our server is kept for 180 days to improve the phrase list; audio never is. All of this happens only while the company switch is on: with it off, nothing goes to our server's transcriber or to the model, and nothing is kept.

21. Accuracy: trust your estimates

Every completed move with actual hours scores the estimate that preceded it: estimated hours, actual hours, and how far off (+12% means it ran long). The summary gives the typical miss and the bias ("estimates run low"). When the numbers support it, Accuracy offers to recalibrate — "Real moves imply an average speed of 52 km/h (settings say 40)." with a Use 52 button, and the same for the truck factor. One click from a company admin (dispatchers see the button greyed), and every future ballpark and bid starts closer to the truth.

22. Fuel surcharge, standby and charges

Three things can go on your invoice beyond the price of the move itself. Each is its own line under its move, and none of them changes the price the customer accepted.

Fuel surcharge

Fuel surcharge % on Settings → Company & estimates; 0 is off. A client can have their own, or none (§24), and one move can have its own.
When you send a quote, the move keeps the percentage you set in Adjust, or takes the client's own, else the company's. A manual move takes the company's. A change in Settings prices quotes you send from then on; quotes already sent keep theirs.
The customer reads it before booking, beside the price: "plus a fuel surcharge of 5%" on the ballpark, the quote, the Book it question and the quote emails.
On the invoice it's its own line, "Fuel surcharge (5%) — CAT 336 excavator #2118", worked out on the haul after any backhaul discount — never on standby or other charges.
To change it on one move: Fuel surcharge (%) in Adjust, or Change (or Add one) in the move's Charges section, where 0 takes it off. It stops changing once the move is invoiced.

Standby, from Complete

Standby is the waiting past the free minutes, at the standby rate. Set Standby rate ($/h) and Free wait (minutes) — 30 unless you change it — on Company & estimates. Leave the rate blank and standby bills at each move's own hourly rate.

Complete has Standby / wait (minutes). When the driver tapped Arrived (§17), the box starts with the minutes the marks measured, and while it still holds that number the free minutes apply at every stop: each stop's wait less the free minutes, added up. The invoice line reads like "Waited 25 min + 40 min, first 30 free at each stop".
Type a different number and it's one total, with the free minutes taken off once: "Waited 50 min, first 30 free".
The line under the box works out the charge as it will be stored: "45 min past the free 30 at $120.00/h = $90.00 standby — its own line on the invoice." Blank leaves any standby on the move as it is; 0, or a wait inside the free minutes, takes it off.
With no standby rate and no hourly rate on the move, there's nothing to bill a wait at: Complete refuses it and nothing is saved. Set a standby rate, or give the move a rate, and complete it again.
The marks measure the whole time on site, loading and unloading included — that's why each stop gets its own free minutes. Set the free wait to cover the loading.

Charges on a move

The Charges section sits in Complete and Edit, and behind the Charges button on a completed or invoiced card. It shows the fuel surcharge ("Fuel surcharge 4% of the haul — $61.20 on $1,530.00"), each charge with Edit and Remove, and + Add charge.
The form: Kind (Standby, Wait time, Pilot car, Permit, Permit service fee, After hours, Other), Counted in (Hours or Each), Description, Hours or How many, Rate ($/h) or Price each ($), then Save charge. The amount is quantity × rate, rounded once to the cent.
Charges save as they're added, up to 20 on a move, and only on a booked move: a known extra at quote time belongs in the quoted price. The standby from Complete is listed too, marked "(from Complete)".
A permit you bill from its form (§12) is listed here too, marked "From permit P2-… — change it on the permit." It has no Edit or Remove here: change the amount, or take it off, on the permit.
Once the move is invoiced, the section is frozen. Voiding the invoice makes the charges editable again.
Your customer never sees charges in the app, only as lines on your invoice.

23. Invoicing and getting paid

Invoices → New invoice lists every completed, unbilled move, ticked, each with its fuel surcharge and charges under it. Untick what doesn't belong on this one. The totals show the subtotal, GST at your rate and the total, and Customer fills from the first move that has one — change it if you need to.
Invoice #: with automatic numbering (the default) the number is assigned when you press Create invoice, from your prefix and counter; the box shows what's next. With manual numbering you type each one, and a number can't be used twice.
Create invoice snapshots the lines — one per move (date, class, description, hours × rate), with a backhaul discount as its own negative line, then the move's fuel surcharge and each charge as lines of their own (§22) — and marks the moves invoiced, which freezes their charges. Site contacts never appear on it.
Print / PDF for the customer and CSV in a QuickBooks-friendly shape for the books — on the new invoice and on every past one. In the CSV, each line's Item is the axle class for the haul, "Fuel surcharge", or the charge's kind. With your own web address, the printed invoice ends with "Request your next move:" and your link (§4).

Void an invoice with a reason (required — it's the GST trail): the number stays on the books, voided with your reason; a credit note under its own number reverses it; and the moves become invoiceable again. Numbers are never reused, and the counter only moves forward — set the prefix and starting number to continue your existing book.

These are your invoices to your customers — the money is between you two, settled off-platform like always. Dispatch Pro never touches it.

Getting paid

Under Past invoices, each invoice shows where it stands — Paid, Partly paid, Due in N days, Due today or Overdue N days — worked out from its date and terms, and a Balance column shows what's still owed.

Record payment: the amount starts at the balance, so a full payment is one click, and the date at today. Add a Note or reference such as the cheque number. More than the balance is refused: record the balance and note the rest. If one cheque covers two invoices, record a payment on each.
Under the balance, a button that counts the payments (1 payment, 2 payments) lists them with who recorded each; Remove takes one back, and the entry stays in your records, marked removed.
The strip above the list adds up what you're owed: Owed to you, then Current, 1–30 days, 31–60 days, 61–90 days and 90+ days past due. Unpaid lists every open invoice, oldest due date first; All goes back.
Receivables CSV, at the right of All / Unpaid whenever anything is owed, downloads every open invoice for your accountant: invoice number, customer, invoice date, due date, total, paid, balance and days overdue, worked out the same way as the badges. Each download is recorded in the company's audit trail.
Email a reminder opens your own mail app with a reminder written — the invoice number, the balance and the due date — addressed to the customer when their email is on file (a manual move's customer has none). You read it and send it; Dispatch Pro sends nothing.
Terms it reads: Net 30 and its variants (N30, 30 days), Due on receipt or COD, and end of month (EOM, Net 30 EOM). Anything else counts as due on the invoice date, and the Terms column says so.
To void an invoice that has payments on it, remove them first, void it, then record them against the replacement invoice.

This is your own record. Nothing is read back from QuickBooks, Xero or Sage, and pushing an invoice doesn't carry its payments.

Straight into your books

Rather than retyping, connect your accounting system in Settings → Accounting (company admin) and push the finished invoice across. Push only — nothing is ever read back out of your books, and nothing moves until you press Push on a specific invoice.

QuickBooks Online can be connected. Xero and Sage Accounting are built but switched off unless we turn them on; their rows read "not switched on here". A greyed-out row is ours to enable, not yours — ask us.
If the QuickBooks row reads "add your own app credentials to connect", register your own Intuit app and paste its credentials (the setup guide walks through it), or ask us.
After connecting, enter your Tax code; Xero and Sage also need a Revenue account. A push is refused without it — the tax code is never guessed.
On each past invoice the Accounting column shows the push: ✓ pushed, pick customer… (no confident match in your books — pick one or + Create new customer), failed with retry, or queued. Failed pushes that can be retried run again hourly. An invoice lands once; pushing again never duplicates it. Credit notes and voided invoices aren't pushed.

Setup guides: QuickBooks Online · Xero · Sage Accounting.

24. Clients, client rates and ratings

The Clients tab lists every marketplace customer who has sent you a request, most frequent first: booked, done, revenue, last move, your stars, and Rates. Someone who hasn't booked yet lists last, with 0. Manual moves aren't tied to a customer account, so they don't appear here.

A client's own rates

Rates — Client rates once something is set — opens Rates for and the client's name. Only what differs from your card is saved; a blank box means your rate card.

One box per class, labelled with your own rate ("7 Axle — yours $245/h"), Minimum hours, Fuel surcharge — Company default, Their own with a percentage, or None for this client — and a Note. Then Save rates.
What you save prices that client's ballparks and requests from then on; quotes already sent keep their price and surcharge. Adjust marks their classes "client rate", and their inbox cards say "· client rates".
The client sees their ballpark and your quote, never the rates behind them.
Company admins change client rates; a dispatcher opens them read-only — "Only a company admin can change a client's rates."
Rates are kept by class name: rename a class on your rate card and its client rates are left behind.

Ratings

Rate client on a completed marketplace move (on its Schedule card): 1 to 5 stars. Your stars stay in your account.
Customers rate you too. The top line shows your average — "Customers rate you ★ 4.6 (12 ratings)." — never who gave what. The optional review request asks them after delivery (§19).

25. Settings, card by card

Only a company admin can save Settings. A dispatcher sees every card except Your request link and Platform billing greyed out, with Company admins can change this. under its title, and doesn't see Integrations at all. Each card you can change has its own save button; the one on Jurisdictions & hours of service is Save settings, which saves that card and Company & estimates together.

Card	What's in it
Company & estimates	Name, address, yard, GST number, email and phone, invoice prefix, next number, default terms and numbering, GST %, the estimate knobs, extra handling per additional machine, Scheduling (§16), backhaul discount %, pilot car minimum hours, geocode country, Fuel surcharge %, Standby rate ($/h) and Free wait (minutes) (§22), Permit service fee ($) (blank for none) and Tick “Bill the permit fee” on new single-trip permits (§12), Dimensions shown in (trailer decks and load dimensions), Voice assistant — the company's AI switch, which also covers reading permits and suggesting route points — and Voice nicknames (§20). Save settings.
Your request link	The page, the link and the website button (§4).
Your request email address	Your company's address for emailed requests, once the platform has them switched on; New address replaces it (§5).
Integrations	API keys for other systems that send you requests (§5). Company admins only.
Notifications	What your customers hear, and the nudge to you (§19). Save notifications.
Rate card	Classes and $/hour. Save rates replaces the set; each booking can still override its own rate.
Locations, Drivers, Tractors, Trailer equipment & configurations, Pilot cars	Your fleet (§2). Drivers also carry the driver-app invite (§18).
Jurisdictions & hours of service	Operating authority, home jurisdiction, where else you operate, US operation, and the rule sets with their sources (below). Save settings here saves this card and Company & estimates.
Accounting	Pushing invoices to your accounting system (§23).
Your data	Download company data: everything as one JSON file — settings, rate cards and client rates, crew and equipment, every move, quote, permit, charge, invoice, payment and trip, the leads and where booked moves came from, and the audit trail. No accounting tokens, passwords, two-factor secrets, status-link tokens or API keys (their names are listed); photos are listed, and their images download from the move. Admins only, three downloads per 10 minutes, each one recorded.
Members	Your people (§3).
Platform billing	What you owe us (§27).

The estimate knobs

Avg speed km/h (40) is the fallback when there's no road route; Truck factor × (1.3) scales routed car time to loaded-truck time when there is. Handling hours (0.75) is load and unload per move; Extra handling per additional machine adds a block for each extra machine on a two-drop move (blank means the same as handling). Round hours to (0.5) and Minimum hours (1) shape the billable hours. Geocode country narrows address search (blank searches Canada and the US). Accuracy can calibrate speed and truck factor from completed moves.

Messages to your office

New requests, bookings, declines, cancellations and customers' site-detail changes are emailed to the company email. When the platform has texting switched on, a box under the phone number sends them to the company phone as texts too — that's how a same-day request finds you in the pit, not at the desk. Untick any time. What your customers hear is on the Notifications card (§19).

Jurisdictions & hours of service

These mirror your NSC registration and declared operating area. They feed the inbox flags (§6), the duty totals under each driver on the Board, and the planner's legality check. A trip's own geography always decides which rule set applies — settings can widen what's declared, never relax what applies. Each rule set shows its source; a value that couldn't be verified is marked ⚠ unverified, and a dash means the regulation has no such rule.

The company's safety officer remains responsible for hours-of-service compliance. The flags and totals this app shows are scheduling aids built from these rule sets — not a compliance determination, a clearance, or an approval.

26. What it costs — exactly what you pay for

$200 per truck, per month — and only for a truck that actually ran a move that month. Nothing is charged on the price of any move. A truck is a tractor from Settings → Tractors, counted by name, in a month where it's on at least one booked move dated in that month. The rules, precisely:

Situation	What it costs
A truck runs one move in the month	$200 for that truck.
The same truck runs another nineteen	Still $200. Volume is free.
A truck sits in the yard all month	Nothing. It bills again the month it goes back to work.
Pilot cars, drivers, trailers, extra users	Nothing. Never counted.
Request arrives, you quote it, it expires, either side declines	Nothing. No truck worked.
You edit a booked move's price	Nothing. What you charge is your business.
A booked move is cancelled	That move stops counting. If it was the truck's only move, the truck comes off the month. Once the month has closed, tell us and we credit it.
You enter a manual move	Counts like any other — the truck on it worked.
A preload loads on the 31st and delivers on the 1st	Counts once, in the delivery month.
Your company is on a pilot (a free trial, usually 30 days)	Counted, not charged.

A month is counted live while it runs and closed on the 5th of the next month. Settings → Platform billing shows the running total, which trucks are on it, and every closed month with its truck list — so the invoice is never a number you have to take on faith.

27. Platform billing

Settings → Platform billing shows your price per truck, the month so far — "2026-09 so far: 3 trucks × $200.00 = $600.00." — the trucks that have worked this month by name, and every closed month with the truck list behind it and its state (invoiced, not invoiced yet, nothing to bill, no charge). On a pilot it says the month isn't being charged. Dispatch Pro invoices monthly by email through Stripe, net 15. Questions about a line? Send us the month and the truck name.

A month closes on the 5th of the next month, which leaves the first working days to tidy the last one — a move cancelled on the 2nd still comes off the month before. A closed month is a record, never recounted.