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Dispatching Orders to Drivers

What is Dispatching Orders to Drivers?

Dispatching Orders to Drivers is how you assign freight to specific drivers and send them complete trip details through the mobile app. Once you have orders in your system (created manually, through TED email processing, or imported from load boards) and driver profiles set up, dispatch becomes the bridge that connects freight to the people who will move it. Instead of phone calls, text messages, or printed paperwork, dispatching in TMS.ai is a digital workflow where you select an order, assign a driver and equipment, and click "Send" to push all details to the driver's phone instantly.

The dispatch process handles multiple scenarios: simple point-to-point moves, multi-stop deliveries, team driver operations, and cross-dock transfers. You can dispatch single orders to individual drivers, or build manifests that group multiple orders into a planned route for maximum efficiency. The system gives you flexibility in how you assign work while maintaining consistent communication with drivers. Every dispatch creates a record of who's handling what freight, which equipment is being used, and when the trip is scheduled to happen. This documentation flows through to invoicing, settlement, and performance tracking automatically.

How Dispatching Orders to Drivers works:

  1. Ensure orders are ready: Before dispatching, confirm you have orders in your system. Orders can be created through TED (AI email processing), entered manually through the Orders module, or imported from load boards like Truckstop.
  2. Verify driver profiles exist: Confirm that the driver you want to dispatch to has an active profile in TMS.ai and has been invited to use the Driver Mobile App. If not, create the driver profile first (see Driver Profile Management article).
  3. Navigate to the order: Open the order you want to dispatch. Review all details including pickup location, delivery location, appointment times, commodities, accessorials, and special instructions.
  4. Confirm order accuracy: Verify that all information is correct before assigning the order. Check pickup and delivery addresses, appointment windows, customer contact information, and any special handling requirements.
  5. Open order assignment panel: In the order view, locate the driver assignment section, typically in the right-hand data panel or through an "Assign Driver" action button.
  6. Select the driver: Choose the driver from your list of active drivers. The system displays available drivers who have been set up in the Driver module.
  7. Assign assets if required: If the order requires specific trucks or trailers, navigate to the asset assignment section in the order. Select the truck and trailer (or other equipment) that the driver will use for this load.
  8. Create assets if needed: If the required assets don't exist yet, navigate to the Asset module, create the asset records for the trucks and trailers, then return to the order to assign them.
  9. Review dispatch summary: Before sending, review the complete dispatch summary showing the driver, assigned assets, order details, and timing. Confirm everything is correct.
  10. Click "Send" to dispatch: Click the "Send" button to dispatch the order to the driver. This triggers an immediate mobile push notification to the driver's phone.
  11. Mobile notification sent: The driver receives a push notification on their phone alerting them to a new order assignment. The notification appears even if the app isn't currently open.
  12. Order appears in driver app: The order appears in the "Assigned" tab of the Driver Mobile App. The driver can tap to view all details including delivery addresses, commodities, accessorials, contact information, appointment windows, and special instructions.
  13. Order status updates: The order status in TMS.ai updates to show it has been dispatched and assigned to a specific driver. Your dispatch boards reflect the assignment immediately.
  14. Driver executes delivery: The driver uses the mobile app to navigate to pickup, update task status, share location, capture proof of delivery, and communicate with dispatch throughout the trip.
  15. Multi-stop dispatch option: For orders with multiple stops, the task tree in the order shows all pickup and delivery points in sequence. The driver sees each stop in order within their manifest.
  16. Manifest-based dispatch: For more complex operations, create a manifest that groups multiple tasks and orders into a planned trip. Assign the driver and assets to the manifest, and all related orders are communicated to the driver as a single trip plan.
  17. Cross-dock and leg splitting: If freight needs to transfer between assets at a cross-dock, use the leg splitting feature. Split the trip into two legs, assign different drivers and assets to each leg, and the system automatically handles the transfer tasks.
  18. Bulk dispatch operations: When dispatching multiple orders to the same driver, use bulk actions to assign several orders at once, saving time during busy dispatch periods.
  19. Reassign if needed: If plans change, you can reassign an order to a different driver. The original driver's app updates to remove the order, and the new driver receives the assignment notification.
  20. Enable location tracking: For real-time visibility, ensure either the driver has enabled location sharing in the mobile app or your ELD integration is connected. This provides automatic location updates throughout the trip.
  21. Manual ELD connection option: If you're on the free tier, you can manually enable ELD connection for individual orders by clicking "Connect to ELD" in the order data panel and logging in with your ELD credentials. This provides location tracking for 30 minutes.
  22. Monitor progress: After dispatch, monitor the order through your dispatch boards, map views, and order tracking features. Watch as drivers complete tasks, move between locations, and progress toward delivery.

What it means for you:

Dispatch transforms from a chaotic phone-calling exercise into a controlled, documented workflow. You stop spending 15 minutes per load making sure drivers have all the information, then wondering if they wrote it down correctly. Click, assign, send – the driver has everything they need in their phone, with no risk of miscommunication or forgotten details.

Your dispatch team handles more volume with the same headcount because communication is automated. When an order is dispatched, the driver gets notified instantly rather than waiting for you to reach them by phone. Changes to order details update in the driver's app immediately instead of requiring follow-up calls to relay new information. The system documents who's handling what, creating an audit trail that supports customer inquiries, performance management, and operational planning. Dispatch time per load drops from 15 minutes to under 2 minutes, allowing your team to manage 5x more daily volume without adding staff. Driver satisfaction improves because they receive clear, complete instructions every time, reducing the confusion and stress that comes from incomplete or verbal-only dispatch instructions.