Load planning and dispatch

Dispatcher starts with the load’s operating organization, counterparty and lane. Planned departure and arrival establish the working schedule; the promised delivery remains available when the team reviews the actual outcome. Record the required freight amount and requested units before releasing the work. A useful load record gives the next dispatcher enough context to investigate a change without reconstructing the order from messages.

Planning prepares sequenced pickup and delivery stops. If the lane was left blank, it is labeled Lane not specified for follow-up. The dispatcher then reviews the plan and moves the load to Dispatched when it is ready for resource assignment. Keep the trailer visit linked to this load so yard evidence and transport execution share a reference.

• Prepare the plan. Check the load’s departure, arrival and delivery promise. Review the generated pickup and delivery stops and their sequence before the operating team relies on the schedule.
• Assign eligible resources. Assignment selects active, available drivers and active, available trucks. Drivers or trucks already used by Assigned or Active assignments are excluded. Trailers remain identified through the visit’s asset reference.
• Resolve capacity exceptions. A load already carrying an Assigned or Active assignment is skipped by another assignment attempt. When no eligible capacity remains, Dispatcher investigates the escalation and decides the next operating action.

Agree who maintains driver availability and vehicle status before dispatch. Fleet Coordinator owns the equipment and driver records, while Dispatcher owns load planning and the resulting assignments. Rehearse a change of shift with the same driver requested for another load. The receiving dispatcher should be able to identify the existing commitment before arranging further work.

Decide how dispatchers respond to an unfilled assignment. They may need to revise departure expectations or contact the transport partner. Keep that operating conversation tied to the load. A status change should follow the agreed dispatch decision and actual work, with an explanation for exceptions that affect the delivery promise.

Load L-410 needs a morning pickup and an afternoon delivery. Dispatcher prepares the load and checks the pickup and delivery sequence. Fleet Coordinator confirms a driver and truck are marked Active and Available. Dispatching the load creates the assignment against those resources with its starting revision.

The next dispatcher tries to arrange load L-411 using the same resources while that assignment remains Active. They need to recognize the commitment and resolve capacity before proceeding. Revisit L-410 and confirm that another assignment attempt does not create parallel Assigned work for the same load. The trailer selected at the yard stays on the visit; it must not be mistaken for the truck used in load assignment.

• Active Loads — Planned, dispatched, in-transit and exception loads needing dispatch attention.
• Loads Awaiting Approval — Draft and planned loads for dispatch planning review.
• Assigned resources — Drivers and trucks committed to assigned or active load work.

Rehearse load planning to dispatch and stop execution to delivery evidence using the same load.