Dispatch & Planning
Purpose
The Dispatch & Planning module transforms rate confirmations and driver availability into executable load assignments. It handles the critical first step of the FSO workflow: matching loads to drivers based on location, HOS status, equipment type, and operator preferences.
This module eliminates manual load boards, reduces empty miles, and ensures drivers receive clear, actionable dispatch instructions through their preferred communication channels.
Minimum capabilities
Accept rate confirmations via email or portal upload and automatically extract: pickup/delivery locations, dates/times, commodity, weight, rate, and special instructions.
Monitor driver location, HOS status, equipment type, and availability windows. Integrate with ELD systems for real-time duty status.
Match loads to drivers based on proximity, HOS compliance, equipment compatibility, and operator-defined preferences. Generate assignments within 15 minutes of rate confirmation.
Calculate optimal routes considering traffic, weather, fuel stops, and HOS requirements. Provide turn-by-turn directions and estimated fuel costs.
Combine compatible loads for the same driver when pickup/delivery locations and timing allow for improved efficiency.
Use historical data to predict driver preferences, optimal routes, and potential delays. Suggest proactive adjustments based on patterns.
Inputs
- Rate confirmations: Email attachments, portal uploads, or API feeds
- Driver profiles: Equipment type, endorsements, preferences, home terminal
- ELD data: Current location, HOS status, duty cycle, availability
- Operator preferences: Driver-load matching rules, priority customers
- External data: Traffic conditions, weather forecasts, fuel prices
- Historical data: Driver performance, route efficiency, customer patterns
Outputs & KPIs
Primary outputs
- Load assignments: Driver-specific dispatch with pickup/delivery details
- Route plans: Turn-by-turn directions with fuel stops and rest breaks
- Dispatch notifications: Sent via driver's preferred channel (SMS, app, call)
- Exception alerts: Unassigned loads, HOS conflicts, equipment mismatches
Key Performance Indicators
| KPI | Definition | Target | Measurement |
|---|---|---|---|
| Assignment time | Rate confirmation to driver assignment | ≤ 15 min (median) | UTC timestamps |
| Driver acceptance rate | % of assignments accepted by drivers | ≥ 85% | Weekly rolling average |
| Empty miles ratio | Empty miles / total miles driven | ≤ 15% | Monthly calculation |
| Route accuracy | Actual vs planned mileage variance | ≤ 5% | Per-load comparison |
Interoperability
This module SHOULD integrate with:
- ELD systems: Real-time HOS and location data via FMCSA-compliant APIs
- TMS platforms: Load import/export, driver profiles, equipment data
- Broker portals: Direct rate confirmation feeds, load board integration
- Fuel networks: Fuel stop locations, pricing, discount programs
- Weather services: Route-specific forecasts, severe weather alerts
- Traffic data: Real-time congestion, construction, incident reports
What's new vs legacy
Traditional dispatch relies on manual load boards, phone calls, and dispatcher experience. FSO dispatch automates the matching process while maintaining operator oversight. Key differences: automatic parsing replaces manual data entry, algorithmic matching reduces bias and errors, and real-time integration eliminates stale availability data.
Compliance notes
Evidence requirements:
- Rate confirmation timestamps and parsing logs (retain 3 years)
- Driver assignment decisions with reasoning (automated audit trail)
- HOS compliance checks at assignment time (DOT inspection ready)
- Route calculations and fuel stop recommendations (efficiency documentation)
Data retention:
- Assignment records: 7 years (IRS requirements)
- Driver communication logs: 3 years (DOT requirements)
- Route and mileage data: 3 years (IFTA compliance)
Related resources
Playbooks that use this module: