Equipment Owner Guide
1. What this does for you
Instead of phoning a dispatcher, describing the machine, and waiting for a call back, you send the move from your phone and see a realistic price range before you send anything. The dispatcher answers with their real price. Nothing is booked until you say yes — and once it is, you hear when the machine is on the way, loaded and delivered, and the card follows the move to delivery with the driver's times and photos. The owner side is free.
2. Signing in
Enter your email on the front page — or on a carrier's request page (§4) — and we send a one-time sign-in link. The link works once and expires after 15 minutes; request another any time. Signing in means you agree to the Terms of Service.
The first time, you choose a password — at least 12 characters, and not one that turns up in known breach data. Three or four ordinary words make a stronger password than a short one full of symbols, and they're easier to type on a phone. Email links keep working after that.
Once you have a password, you can open Sign in with a password under the email box instead — on the front page, or where your requests page asks you to sign in. After five wrong tries in a row, that email waits a minute before the next one; an emailed link still works. On a carrier's request page, sign in with the emailed link: it opens the request form with that carrier picked.
You stay signed in on your own device for 30 days, extended every time you use it — no daily sign-ins. Want two-factor codes on top? Turn them on at Account security: every sign-in then asks for a 6-digit code from an authenticator app. Forgot the password? Sign in with an email link, then set a new one at Account security within 15 minutes.
3. Your equipment
My equipment → + Add equipment. Give the machine a name you'll recognize ("CAT 336", "D6 dozer"), its weight in kg if you know it, an Axle hint if you know what it usually rides on ("needs 7-axle"), and any Notes ("bucket comes off for transport"). Then pin its Home location: type the address once, and drag the pin to the exact gate or laydown area — or click the map. A request for this machine starts from that pin, and the ballpark is priced from the pins, so a precise pin means a more honest price.
Add its transport Width, Height and Length if you know them — as the machine sits for the haul, with the boom, bucket and blade stowed. Type them in metres or feet (Dimensions in; this browser remembers your choice), and the card shows them, like "3.4 m W × 3.2 m H × 11 m L". They go along with every request for that machine, and your dispatcher plans the load with them.
Request move on a machine's card starts a request from its pin. Edit changes it; Delete (inside Edit) removes a machine you no longer own — past requests keep their description.
A whole fleet from a spreadsheet
Import from a spreadsheet (CSV) adds many machines at once. Export your machine list as CSV — from HCSS, Tenna, Clue, Procore or Excel — and choose it under CSV file.
- Columns are matched by their headings — name or description (or unit), weight, axle, location, notes — and any others are ignored. Set Weights with no unit are in to kilograms or pounds.
- The preview shows every row. A row with a problem is left out, with the reason. A machine already in My equipment comes in unticked — tick it to add it again.
- Nothing is saved until you press Import (it counts the machines you've ticked). One import takes up to 200 machines, from a file up to 5 MB.
- Locations arrive as addresses without a map pin, so those machines show Needs a pin. Pin it opens the machine with the address already looked up and the first match pinned: check it, drag it to the gate, and Save. Latitude and longitude columns are used as they are.
4. Requesting a move
- Pick the machine — or Other — describe it below and type What's moving.
- Pick the Dispatcher (the dispatch company) and the Axle class. The classes are that company's own.
- From fills in from the machine's pin. Set To: type it and pick from the list, then drag the pin to the gate — or press Place From / Place To and click the map. Check on Google Maps ↗ opens the exact pins.
- Site contacts & access (folded under the addresses): for the pickup and each drop-off, who meets the truck — Contact name and Contact phone — and Access notes: a gate or lock code, where to turn around, overhead lines, soft ground, site hours. The dispatcher and their driver see these; the driver gets a button to call each contact. They never go on an invoice.
- Pick the Date, and a Time if it matters. Add a Job / ref # and a Note ("pilot car required") if they help.
The ballpark appears once both pins, a dispatcher and an axle class are set. Change the destination or the axle class and watch it move. When it looks right, Send request. The request sits in the dispatcher's inbox for 7 days; if they never answer, it expires quietly and costs nobody anything.
5. Two machines, or loading the day before
Two more options sit folded under the addresses.
Advanced — add a second drop-off: two machines picked up at the same site and delivered to two different sites, on one truck. The machine above goes to To; the Second machine goes to the Second drop-off, which needs a pin (Place 2nd drop) and gets its own site contact. Pick the second machine from your list as you type its name, so its dimensions go along too. The ballpark prices both drops in the shorter order, and the dispatcher decides which site the truck reaches first. Remove second drop takes it off.
Advanced — load the day before (preload): the machine is loaded the day before and parked loaded overnight, so it arrives first thing on the move date. Load on defaults to the day before and can be 1 to 7 days before the move date. Park overnight at is optional: leave it blank and the machine sleeps at the carrier's yard, or at the pickup if they have none — or place your own pin with Place park spot. The ballpark covers both days.
6. What the ballpark means
The ballpark is computed from the dispatcher's own rates and routing assumptions — the same arithmetic they use — shown as a range of roughly ±15%, with the kilometres. The line under it reads "Estimate only — the dispatcher sets the final price", plus "quoted from their yard" when they've set one. It is an honest estimate, not an offer. The dispatcher may come back higher (tight day, tough access) or lower (they already have a truck out that way). The number that matters is the quote.
When the dispatcher charges a fuel surcharge, the ballpark says so beside the range — "Ballpark: $1,380.00–$1,860.00 plus a fuel surcharge of 5%". The surcharge is a percentage of the price, billed as its own line on the dispatcher's invoice. If a dispatcher has agreed rates with you, the ballpark for that dispatcher uses them.
7. The quote comes back — your call
When the dispatcher answers, you're emailed and your request card turns into a decision: Quote: and the price in dollars — with "plus a fuel surcharge of 5%" when they charge one — Accept quote, and Decline. The quote holds for 7 days. The dispatcher can re-price a quote while it waits; the card always shows the current number.
Not ready to answer? If the dispatcher has reminders switched on, you're emailed 48 hours after the quote arrives and again when it has less than a day left. When the 7 days run out, the request closes, and you'd send it again.
8. After you book
- Agreed price on the card (with the fuel surcharge, if any), and the dispatcher's name, email and phone — coordinate the details directly. They see your name or company, the site contacts you gave, and your email for their invoice reminders.
- Extras on the day — standby time at a site, a pilot car, a permit fee — are the dispatcher's to bill. They don't show on your card; they appear as lines on their invoice.
- Add to calendar downloads an .ics file, and the move lands in your phone's calendar with the addresses and site contacts in it. A preload adds a second event on its loading day.
- A preload reads "Loads Sep 21, parks at …, delivers Sep 22" — where your machine sleeps is yours to know.
- Edit site contacts — change who meets the truck or the access notes while the move is pending, quoted or booked. On a booked move the dispatcher is emailed that the site details changed, and their driver's app shows the new details.
- Share status link — a page for your site that needs no sign-in (§9).
- Track it to done — the badge on the card follows the move, and the page refreshes itself every 30 seconds while it's open.
| Badge | What it means |
|---|---|
| Pending | Sent, waiting on the dispatcher — the card says "Awaiting a quote". |
| Quoted | The dispatcher's price is on the card. Your call. |
| Accepted | Booked. |
| Completed | The dispatcher marked the move done. |
| Invoiced | It's on the dispatcher's invoice to you. |
| Declined | You declined the quote, or the dispatcher declined the request. |
| Expired | Nobody acted within the 7 days. |
| Cancelled | Called off before it was done. |
9. Following the move: messages and the status link
When the dispatch company has progress messages switched on — they start switched on — you're emailed as the move happens:
| Message | When |
|---|---|
| On the way to pickup | The driver starts the trip to your machine. |
| Loaded | The driver marks it loaded. It gives a half-hour window at the drop — "Expected at Hope between 10:00 AM and 10:30 AM." — estimated from the route; traffic, weather and the site can move it. A preload's message says where it parks overnight and when it's delivered instead. |
| Delivered | Each machine comes off, with how many delivery photos the driver has on file and a link to your card. |
Each goes once. Times in the messages are Pacific time.
The status link
Every one of those messages carries a link to a status page, and a booked card has Share status link, which copies it. It needs no sign-in: paste it into a text or an email to your site superintendent, or whoever is waiting for the machine.
- The page shows where the move is up to — booked, on the way to pickup, loaded, parked overnight, delivered — when each step happened, the arrival window once it's loaded, the carrier's name with a Call button, the machine, the sites and the date. It refreshes itself every two minutes.
- It never shows the price, your contact details, notes, photos or who's driving — only how many delivery photos are on file.
- Anyone who has the link can open it. It stops working 7 days after the move date, or 7 days after delivery if that's later, and the Share status link button goes with it.
10. Proof of delivery
When the dispatch company's driver uses their app, your booked card shows what the driver marked, in the order it happened: "Proof of delivery: Loaded 7:42 AM · Delivered at Hope 9:10 AM". A drop still to come shows a dash, so "on its way" and "done" read differently. A time on a different day from the move date carries its date — a preload is loaded the day before.
If the driver tapped Arrived when the truck pulled in, the line shows that too: "Arrived at Chilliwack 10:05 AM · Loaded 10:40 AM · …". If your dispatcher bills waiting time, these are the times it's measured from. Arrivals send no message and don't show on the status link.
The photos button ("3 photos") opens the driver's photos from each stop; tap one for full size. You see the stop record only — not the driver's other photos, their notes, or who drove. The Delivered message links straight to this card.
11. Book again, or move it back
A move that's done — completed, invoiced, or booked with every machine marked delivered — offers two shortcuts on its card:
- Book again opens the request form with the same machine, pickup and drop-off(s), dispatcher and axle class, time, note and site contacts, and the preload switch as it was (where it parks is left to the carrier). The Job / ref # is left blank: a new booking is usually a new job number.
- Move it back brings the machine home: pickup and drop-off swapped, site contacts swapped with them, the same job number, and no preload. It's offered on one-drop moves only.
The date is always blank. Pick one, check the ballpark, and Send request — it goes to the dispatcher as a new request, priced from scratch. If that dispatcher no longer takes requests here, the form says so; pick another.
12. Rating the dispatcher
Once a move is completed, the card offers Rate and the company's name: tap 1 to 5 stars, and tap again to change it. The dispatcher sees only their average across customers, never your rating by name. Some dispatchers also send one email after delivery asking how it went. It links to the same stars, and sometimes to their Google review page as well; you won't get another from them for 180 days. It's sent by Dispatch Pro on their behalf, with their name, address, phone and email at the bottom, and an unsubscribe link (§16).
13. Changing your mind
| Where it stands | What you can do |
|---|---|
| Pending | Cancel withdraws the request — no harm done. |
| Quoted | Decline ends the request, and the dispatcher is told. You can always send a new one. |
| Booked | Cancel booking, until the driver marks your machine loaded. The confirm reminds you that the dispatcher may have planned a truck and a driver around your move, so call them too. They're told by email. |
| Loaded | No cancel button. Call the dispatcher. |
The dispatcher can also cancel a booking from their schedule, and you're emailed when they do. Once the driver has picked the machine up, neither side can cancel the move until every machine on it is delivered.
14. Who pays whom
You pay the dispatch company directly, on their invoice, on their terms — exactly as if you'd booked by phone. No money moves through Dispatch Pro, and owners pay Dispatch Pro nothing. (The platform charges the dispatch company a monthly subscription for their trucks; that's between us and them.)
15. One account, one side
An account is one side of the market — equipment owner or dispatch company, not both — and that's what keeps the estimates honest (see the Terms). If you also run a dispatch operation, use a separate email for it. An account that's on a dispatch team finds the owner tools switched off: the page says so, and any existing requests stay visible until they wind down.
16. Notifications
You don't have to watch the page. These are emailed to you automatically:
- a quote when it arrives, and reminders while it's open (§7);
- a declined request, and a cancelled move;
- when the dispatch company has them on: on the way, loaded and delivered (§9).
Each of these emails ends with a line saying why you got it: you requested a move, and it's a service message about that move. They're part of the booking, so there's no switch for them.
The Notifications card at the bottom of your page also holds a Mobile number. When your dispatcher's platform has texting switched on, a checkbox appears under it: tick it and press Save to get these as texts too, and untick it any time to stop. Until then there's no checkbox, and email is how you hear.
Review requests
A dispatch company can switch on one email after a move it completed, asking how it went (§12) — never more than once every 180 days from the same company. Every one has an unsubscribe link: one click, no sign-in, and it stops that company's review requests only; the page it opens has Undo. Messages about your moves keep coming. The Review requests card under Notifications lists the companies you've unsubscribed from; Get their review requests again undoes it.
17. Your data
Download my data saves your account, your equipment and every move you've requested — with its site contacts and history, and the ratings you gave — as one JSON file. Passwords and two-factor secrets are never included, and neither is the dispatcher's working — their rates, hours and costs are theirs. Photos aren't in the file; the driver's stop photos open from your booked cards. To correct or delete information instead, see the Privacy Policy.