Where It Starts: The Order Trip Planner

Every load begins on the Order Trip Planner page, split into an Orders Board and a Trips Board.

Creating a new order means specifying the customer (searchable by name or address, or created fresh on the spot), the equipment type needed, and whether the shipment is Full Truckload or Less Than Truckload. From there, dispatchers set up invoicing — currency, charge type, charge amount — and build out the actual route by inserting Pickup and Delivery stops, each with its own cargo details (type, description, quantity, dimensions) and time windows. A single shipper can have multiple cargoes added to one stop, and changing a cargo quantity at one stop will automatically split the pickup into two adjusted pickups, with a matching delivery added for the remainder.

Once saved, every order lives on the Orders Board, filterable by creation date, confirmation number, customer, or trip number — and the Trips Board shows which orders have already been folded into an active trip.

Splitting the Work: Order Planner

Real loads don’t always move in one clean pickup-to-delivery line. The Order Planner page is where dispatchers manage that complexity — splitting a single order’s movement either by location (adding an extra stop, which breaks the movement into two) or by cargo quantity (dividing pieces across two movements). Orders already “In Progress” or “Done” on a trip can’t be edited this way, which keeps active trips from getting rewritten mid-execution.

If a split turns out to be unnecessary — say, a department rejects the movement it was assigned — the dispatcher who made the original change can revert the order to its most recent version.

This page is also where work gets routed between departments. A Dispatcher-Planner can assign unassigned orders (visible via the “Awaiting task” filter) to the appropriate department; a Dispatcher can reassign movements only within their own department, and can reject a movement with a stated reason if it doesn’t fit. Once rejected, a Dispatcher-Planner can hand it to someone else.

The Planner tab, opened by compressing or switching the screen, is where dispatchers actually match loads to drivers — checking driver availability by status, department, location, and radius; calculating the distance between a movement and a driver’s existing trip events; and adding the movement directly to that driver’s trip once a good match is found. The same tab shows which drivers are unavailable (confirmed day-off or vacation) and when they’ll be free again.

Turning a Plan Into a Trip

A movement becomes an actual trip either from the Order Planner (via “Add to Trip,” choosing an existing active trip or creating a new one) or directly from the Fleet Events page — where a dispatcher can build a trip from a terminal-to-terminal location pair or from all the events in a specific order.

Running the Trip: Fleet Events

Fleet Events is the operational core of the system once a trip exists. From here, dispatchers can:

• Edit trip events — adjust details, reorder stops, add new events from other orders, or delete events (with the option to replace a deleted paired event with a Route Via location)
• Reassign events — move one or more events to a different trip and driver, either keeping the original trip active (“Driver with Trip”) or spinning up a brand-new trip for the reassigned events (“Driver without Trip”). Both methods split the original order into two movements around the reassignment point.
• Switch trailers between two trips, or execute a trailer drop, both of which insert the appropriate Crossdock or Hook Trailer events automatically
• Put a trip on hold to block all edits, and remove that hold later
• Review trip history, including a side-by-side difference view between versions

Fleet Events is also where financial tracking happens. In the Driver-perspective Settlement Mode, dispatchers review compensation for driving time and stops, mark events payable or unpayable, and forward approved events to accounting. Accountants then review those events, confirm payment, or reject ones with discrepancies — sending them back for the dispatcher to correct and resubmit.

Beyond logistics and money, Fleet Events handles the human side of dispatching too: a Messaging tab for direct dispatcher-driver communication, a Trip Notification Settings tab for configuring SMS, voice call, or email alerts to chosen recipients, an Events Log tracking every status change (created, sent, received, viewed, deleted, reassigned), and a Discrepancies tab comparing what a driver actually reported against the planned trip details.

Keeping Paperwork in Order: Trip Documents

The Trip Documents page centralizes every file tied to every trip — accessible from three directions: dispatchers uploading from the Trip Documents page or directly from Fleet Events, and drivers uploading from the mobile app. Each document is tagged by type, trip, order number, driver, and truck, with an option to control whether the driver can view it in the app. Supported formats include XLSX, DOCX, PDF, and TXT.

Watching the Whole Fleet: Trip Board and Operations Board

The Trip Board gives a bird’s-eye view of every trip and its current status — Pre-planned, Planned, Dispatched, En Route, Completed, or Cancelled — each with a precise definition tied to the underlying event statuses.

The Operations Board goes a level deeper with real-time tracking, split into two tabs:

• Trip Monitor — shows planned vs. actual arrival times, current driver location, distance and ETA to the next stop, and an overall status: On Time, Delayed, Late, or Unknown.
• Stop Monitor — tracks how long a driver has been at a stop against the configured Scheduled Stop Duration (SSD), flagging stops as Ok, Overdue Soon, or Overdue.

Both boards support night mode for late-shift dispatchers watching the fleet in real time.

Managing Drivers: Driver Board

The Driver Board covers two responsibilities: the Calendar tab, where dispatchers review a driver’s schedule and create or confirm requests (time off, availability changes), and the Driver Preferences tab, where a driver’s operational cycle, performance score, category, and capabilities are recorded and maintained.

Precision Locations: Terminal Board

For companies that move freight through fixed hubs, the Terminal Board lets dispatchers define terminal-type locations with operational hours and precise geography — either through address search or by selecting a pre-defined company yard (drawn as a landmark on the Assets Map). Each terminal can then have one or more loading docks (doors) defined under it, giving drivers and dispatchers exact pickup/dropoff points instead of a general address.

What the Driver Sees: TrackEnsure Driver App

All of this connects to drivers through the TrackEnsure Driver app, where a driver can only start a trip that’s actually been dispatched to them. Execution follows a clear sequence per event: Accept → Start Driving → Confirm Arrival → Confirm Departure, with pickup/hook-trailer/crossdock-pickup events requiring the driver to enter actual cargo type and quantity (which is exactly what feeds the Discrepancies tab back on the dispatcher side).

A feature called Trip Advisor can automate these status changes based on the truck’s actual movement — by default, sustained speed over 50 km/h for 5 minutes moves an event from Accepted to En Route, stopping near the destination for 5 minutes moves it to At Stop, and resuming driving (or moving 500 meters away) marks it Completed. Dispatchers can tune these speed, duration, and range thresholds under System Options.

The app also gives drivers a way to message dispatchers directly, attach trip documents, check remaining work hours, look up a trailer’s current location, and update their own availability status.