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Step 3.5 — Dispatch, Pickup, and Tracking Activation

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Step 3.5 — Dispatch, Pickup, and Tracking Activation

Previous step: Step 3.4 (if required) or Step 3.3 Next step: Step 3.6 — In-Transit Monitoring

🎯 Ideal State

Trigger: Signed carrier rate confirmation on file (Step 3.3). Signed Shipper rate confirmation on file if required (Step 3.4). Load ready to dispatch.

Pre-Dispatch Completeness Check

  • Load built in EZ-Loader with all Shipper and shipment details
  • Carrier assigned with agreed rate
  • Signed carrier rate confirmation on file
  • Signed Shipper rate confirmation on file if required
  • Driver name and phone number entered

Tracking Method — Trucker Tools (Primary)

Trucker-Tools provides real-time GPS tracking with automatic load status updates in EZ-Loader:

Trucker Tools EventEZ Loader Status Change
Arrived at OriginOnsite Pickup
Departed OriginEnroute
Arrived at Stop (multi-stop)Arrived
Arrived at DestinationOnsite Delivery
Departed DestinationDelivered

Check call automation: Trucker-Tools events auto-create EZ-Loader check call entries — eliminates manual routine status logging.

Document retrieval automation: When a carrier uploads POD, BOL, or carrier invoice through the Trucker-Tools app, documents auto-upload into the EZ-Loader load document section.

Tracking Method — EZ Tracking (Fallback)

EZ-Loader’s native SMS-based tracking. Sends an SMS to the driver’s phone with a weblink — one GPS ping per tap. Low friction for the driver (no app) but low fidelity (single ping, not continuous). Used when Trucker-Tools adoption isn’t possible.

Tracking Method — Manual Check Calls (Last Resort)

If electronic tracking cannot be initiated, Ops makes periodic phone calls to the driver or dispatcher and logs status in the EZ-Loader load record.

Shipper Visibility

Options (configured per Shipper during Step 1.6):

  • Automated milestone emails (pickup, in-transit, approaching delivery)
  • Shared tracking link (Shipper checks status on demand)
  • Shipper portal access (Shipper views their loads directly)

Owner: James, Jen (Operations) — dispatch and tracking activation. Trucker-Tools — continuous tracking once activated.

🤖 SYSTEM AUTOMATION:

Tracking initiation can be automated at carrier assignment or at “Dispatched” status change. Trucker-Tools’ check call and status automations are fully automated once active. Shipper milestone updates are automated if configured per Shipper. Only fully manual path is the check call fallback.

🛑 HARD GATE:

A load should not move without a tracking method active. If Trucker-Tools can’t be activated, EZ Tracking or check calls must be. A load in-transit with no tracking is a compliance and Shipper-visibility risk.

📍 Current State

  • Trucker-Tools tracking active and working in EZ-Loader testing. Auto status updates fire per the geofence-to-status table.
  • Trucker-Tools automatic document retrieval tested successfully with one carrier — adoption depends on carrier familiarity.
  • Ops uses a mix of Trucker-Tools and manual check calls depending on the carrier.
  • No documented per-Shipper visibility configuration — Shipper updates happen ad hoc when Shippers ask.

🚧 Gap

  1. Trucker-Tools automatic document retrieval adoption is limited — one carrier tested. Needs to become the default expectation.
  2. No Shipper-specific tracking/visibility configuration captured in Shipper profiles. Updates are reactive.
  3. No documented fallback policy — at what point does Ops escalate from “carrier isn’t using Trucker Tools” to EZ Tracking or manual check calls?
  4. No tracked metric for tracking coverage — % of loads with live Trucker-Tools data vs. EZ Tracking vs. manual.

🛠️ Gap Closure Actions

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