Transfer dispatch

Charters need work on land. Guests arrive at the airport and must reach the marina. Provisions, linen and spare parts travel to the berth before departure. Each of these runs is a trip with an origin, a destination, planned start and end dates, a customer, a vehicle and a driver. Stops along the way are listed in order, each with a planned arrival.

The Dispatch Operator owns the trip from request to departure. The key decision is dispatch approval. The operator approves only a trip that is still Requested, checks the vehicle and driver, and commits the trip to the schedule. At departure the actual start is recorded and the trip moves In Progress. The Business Overview page shows trip KP is, how trips are spread across each state and the latest delivery evidence waiting for review.

• Request. A trip request names the customer, origin, destination, planned dates, vehicle and driver, with stops in sequence.
• Approve and schedule. The Dispatch Operator approves the Requested trip and it is committed as Scheduled. A trip that will not run is Cancelled.
• Depart and work the stops. The actual start is recorded at departure. The driver records arrival and departure at each stop in order.

Agree what counts as one trip: a single guest run, or a full day’s loop with several stops. Agree the capacity unit for each vehicle type, such as seats for a van and kilograms for a provisioning truck. Decide when a vehicle is marked Maintenance and who returns it to Available. Number stops in steps of ten so a late stop can be inserted without renumbering. Agree whether drivers record their own stop times or report them to dispatch.

A family of ten lands on August 8 for a catamaran charter. They need a transfer from the airport to the marina, with a stop at the provisioning store. The Dispatch Operator creates the trip with the family as customer, a 12-seat van and a driver. Stop one is the provisioning store and stop two is the marina berth, both planned for August 8.

The van shows Available on the Vehicle Register, so the operator approves the trip and it is committed as Scheduled. On August 8 the driver leaves, the actual start is recorded and the trip moves In Progress. At the store the driver records arrival and departure, then does the same at the berth. If the van had been in Maintenance that week, the operator would have picked another vehicle before approving.

A second request for the same van on the same morning sits on Trips Awaiting Dispatch. The operator sees the clash on the Dispatch Board and assigns a different vehicle before approval.

• Dispatch Board — Open trips grouped by Requested, Approved, Scheduled and In Progress, with customer, vehicle and driver on each card.
• Trips Awaiting Dispatch — Requested trips with planned dates, waiting for the Dispatch Operator’s approval.
• My Transfers — A driver’s own trips with planned dates, vehicle and status.

• Transfer request to departure: Approve, schedule and start each trip.
• Delivery evidence to completed trip: Close the trip on reviewed proof of delivery.

Review the data model before importing open trips.