How to Dispatch a Load: Beginner Workflow

How to Dispatch a Load: Beginner Workflow

This beginner workflow shows the basic path for dispatching a load in Load Manager TMS. Use it when you need to create or open a load, enter the required load details, assign the carrier or driver, send the dispatch information, and keep the load moving until delivery.

Before You Start

  • Have the customer, pickup, and delivery information ready.
  • Have the carrier or driver information ready, including the driver cell phone number if you plan to use Mobile Dispatch.
  • Know the customer rate and carrier or driver rate before sending documents.
  • If you are a dispatch service company, make sure the carrier profile has a dispatch fee percentage set before relying on the Dispatch Report.

1. Create or Open the Load

  1. Log in to Load Manager.
  2. Go to Add Load to create a new load, or open an existing load from My Loads, All Loads, or the Dispatch Board.
  3. Review the top section of the Load Screen and confirm you are working on the correct load.

2. Enter the Customer and Load Details

  1. In the Customer section, select or enter the customer for the load.
  2. Enter the customer rate and any customer reference numbers your company tracks.
  3. Add important internal notes or customer instructions in the appropriate notes fields.
  4. Save the load before moving on if you have entered a large amount of information.

3. Add Pickup and Delivery Stops

  1. Enter the pickup location, pickup date, and pickup instructions.
  2. Enter the delivery location, delivery date, and delivery instructions.
  3. Add extra stops if the load has more than one pickup or delivery.
  4. Confirm each stop has the correct company name, address, phone number, date, and instructions before dispatching.

4. Assign the Carrier or Driver

  1. Go to the Carrier / Driver section of the Load Screen.
  2. Select the carrier, driver, truck, or other assignment fields your company uses.
  3. Enter the carrier or driver rate.
  4. Confirm the driver cell phone number if you plan to send Mobile Dispatch or the Driver Web App link.

5. Add Commodity, Accessorial, and Note Details

  1. Enter the commodity or item being transported.
  2. Add weight, quantity, accessorials, or special handling details when they apply.
  3. Add dispatch notes that the carrier or driver needs before pickup.
  4. Attach any documents, images, or files that should stay with the load record.

6. Save and Review the Load

  1. Click Save.
  2. Review the load from top to bottom before sending anything to the carrier or driver.
  3. Check the pickup and delivery dates, addresses, rates, carrier or driver assignment, and notes.
  4. Fix missing information before sending the Rate Confirmation, Dispatch Report, Mobile Dispatch, or Driver Web App link.

7. Send the Dispatch Information

Choose the dispatch method that matches your workflow:

  • Rate Con/Dispatch Report: Use this when you need to send the carrier confirmation details for the load.
  • Mobile Rat Con/Dispatch: Use this to send load details to the driver of the load. Choose from:  
    • Driver Web App: Use this to send a browser-based link so the driver can update status, share GPS location, and upload proof of delivery documents.  Included in your TMS. 
    • Mobile App: Use this to send the load details to a link app located on the driver phone or tablet.  This feature is linked by default to Locate My Freight.   But Load Manager TMS also supports MacroPoint, Project44 and TruckerTools.  Additional charges my apply.

8. Track the Load After Dispatch

  1. Send your customer a tracking link in "Email Update", or automatic their notifications in Settings >> Load Status.
  2. Monitor loads from My Loads or All Loads or GPS Tracking, status updates automatically move loads from pickup through delivery.
  3. Documents, GPS, and Timestamp actions are automatically noted on the load screen when the driver provides an update.
  4. Review POD and other documents once they are uploaded by the driver by clicking on in View/Attach Files in the load screen.  Email or note documents as needed.

9. Finish the Load

  1. Confirm the load is delivered.
  2. Review the customer rate, carrier or driver rate, accessorials, and documents.
  3. Make sure proof of delivery and required paperwork are attached.
  4. Move the load into your normal billing or invoicing workflow.  Choose from quick load screen entry,  TMS Accounting tab, or QuickBooks Online integration.

Common Checks for Beginners

  • If a dispatch button or report does not appear, confirm the load is saved and the required carrier or driver details are filled in.
  • If Mobile Dispatch/Rate Con cannot be sent, confirm the driver cell phone number or email is entered correctly in the carrier section of the load screen..
  • Use Contact/Address blind in the Stop section to protect your Pick/Drop information as needed.
  • Need help, call us at 631-724-9400.  Press 4 for support. 

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