Step 1: Pick the right plan
You are… | Pick |
Independent dispatcher, desk-based, 1–2 trucks | Essential |
Dispatch shop, 3–5 dispatchers, up to 25 trucks, mobile access needed | Pro |
Larger operation, 5+ dispatchers, 25+ trucks, dedicated AM | Enterprise |
Step 2: Set up your trucks and drivers
For every truck under your dispatch:
Add the truck profile (year/make/model, equipment type, payload, dims, special features like liftgate)
Add the driver(s) assigned to that truck
Note the home base / preferred lanes so the system can prioritize matching loads
Pro tip: have your drivers send you their HazMat, TWIC, TSA STA, and other endorsements so you can flag them — this opens up premium loads.
Step 3: Set up Load Alerts per truck/lane
Don't run one mega-alert that catches everything. Create separate alerts per driver/truck/lane combo. Example:
Alert: "John — Chicago to Atlanta — Sprinter — 3,000+ lbs — $1.75+/mile"
Alert: "Maria — Detroit out — Box truck 26' — backhaul priority"
The narrower the alert, the more useful the notification.
Step 4: Use the Heatmap weekly for planning
Every Sunday or Monday morning:
Open the Profitability Heatmap.
Look at the lanes coming out of regions where your drivers will be sitting that week.
Pre-build a list of target loads.
Brief each driver on the week ahead.
Step 5: Establish a daily rhythm
A typical Load Work dispatcher's day:
Time | Activity |
6:00 AM | Check overnight Load Alerts |
7:00 AM | Call drivers, confirm yesterday's deliveries, sketch the day |
8:00 AM – 12:00 PM | Hunt loads, negotiate, send rate cons |
12:00 PM – 1:00 PM | Catch up on docs (rate cons, COIs, invoices) |
1:00 PM – 5:00 PM | Continue load hunting, troubleshoot in-transit issues, plan tomorrow |
5:00 PM | EOD update: log all booked loads, update truck statuses |
Evening | Night Mode on; monitor alerts for the next day |
Step 6: Track broker quality
Inside each broker's load detail, leave internal notes after every load:
Days to pay
Detention paid? Y/N
Easy to work with? Y/N
Any drama?
Six months in, you'll have a private list of your A-list brokers that 10x's your efficiency.
Step 7: Reports for fleet owners (if applicable)
If you dispatch for owner-operators, give them a weekly summary:
Loads booked
Total miles (paid + deadhead)
Gross revenue
RPM (all miles)
Time spent waiting/detention
Top broker of the week
This is what keeps owner-ops loyal to a good dispatcher.
Best practices
Don't over-promise. If a load is tight, tell the broker before you accept — not after you're late.
Always confirm in writing. Phone agreement is great, but the rate con is what gets paid.
Stay current on the driver's HOS if you dispatch box trucks subject to ELD rules.
Build relationships. The brokers who give you the best loads are the ones who know your name.