USER GUIDE DISPATCH PORTAL RELEASE V. 07
Table of Contents Introduction... Prerequisites... Login... Home Dashboard... Hubs... Routes... Create Routes... Jobs... Create Jobs... Cloning a Job... Job Status... Addresses... Schedule Jobs... Maps... Notifications... 7 8 0 7 9 0 Table of Figures Figure : Login Screen... Figure : Home Dashboard... Figure : Hubs Dashboard... Figure : Hubs Details... Figure : Routes Dashboard... Figure : Create Route Dashboard... Figure 7: Postal Code/ZIP Section... Figure 8: Jobs Dashboard... Figure 9: Create Jobs Dashboard... Figure 9a: Details Section... Figure 0: Pieces Section... Figure : Complete Address... Figure : Address Book Maintenance... Figure : Schedule Jobs Dashboard... Figure : Schedule Features... Figure : Add Driver to Route... Figure : Reschedule All Jobs... Figure 7: Map Dashboard... Figure 8: Notifications... 7 8 0 7 8 8 8 9 0 Page
Introduction Document Purpose This document has been designed as a reference document for use by company dispatchers or administrators when using the ShipTrack Dispatch Portal. Document Scope This document covers only the ShipTrack Dispatch Portal and lists the steps and guidelines for using the portal. Please note that this document highlights the current features and capabilities of the Dispatch Portal and does not factor in any changes that are either under development or planned to be implemented. Prerequisites Dispatch Portal Login Credentials You must have the correct login credentials to access the Dispatch Portal. The credentials can be supplied to you by your administrator. Browser Requirements It is recommended to use the latest version of Chrome, Safari or Internet Explorer. Add http://dispatch. shiptrackapp.com/ to the list of trusted sites. Cookies must be enabled on the browser. Enabling Cookies in Google Chrome. Select the Menu icon in the upper-right corner.. Select Settings.. Select Show advanced settings at the bottom of the page.. Under Privacy, select Content settings.. Under Cookies, select Allow local data to be set (recommended). Enabling Cookies in Safari. Select Preferences from the Safari menu.. Select Privacy.. Under Block cookies select Never. Enabling Cookies in Internet Explorer. Select the gear icon in the upper-right corner.. Select Internet Options.. Select Privacy tab.. Under Settings, move the slider to the bottom to Accept all Cookies. Page
Login In order to login to the ShipTrack Dispatch Portal, open the following link using either the latest version of Chrome or Internet Explorer. Link: http://dispatch.shiptrackapp.com/dispatch. Figure : Login Screen Once the login page is displayed enter the User Name and Password and either press the Enter key on your keyboard or click on the orange Continue button. You can change your password for security reasons or reset it if you forget it. Click on Forgot Password and then follow the instructions displayed to change your password. If prompted, agree to any Terms & Conditions to continue. Page
Home Dashboard After login, users will be presented the home dashboard (Refer to Figure ) in which the user will be able to navigate to the different modules available in the portal. Figure : Home Dashboard The portal dashboard displays the name of the user logged in. Also displayed is your company logo, if configured in the system. The default logo is ShipTrack. You can click any of the large icons located in the center of the dashboard to go to the respective module. You can also click on the tabs on the top right hand corner to navigate to the respective module. Click on Help to access user documentation, training materials and tutorial videos. Page
Hubs The Hubs module displays a summary of all Hubs created in ShipTrack. Hubs are used to help organize the supply chain and provide you with the opportunity to apply rules that may be unique to each location such as cut off time. At least one () Hub must be configured in ShipTrack. Figure : Hubs Dashboard Filter hubs list by selecting any of the four () filters then click on Filter to display. Click Clear to reset. The total number of items returned with the filters applied will be displayed. Hubs can also be sorted in either increasing or decreasing order by clicking on the column heading. When a hub has no routes associated to it, this hub can be removed. Click on the garbage icon to delete. Displays whether load balancing is Turned On or Turned Off. To edit a hub s detail click on the pencil icon to launch Hub s Detail. (Refer to Figure ) Create Hub In order to create a new Hub, click on Create New Hub. (Refer to Figure ) Create a short and unique Hub Code. Enter Postal Code/ZIP of hub. Enter the full description of hub. Define Delivery Cut Off Time for same day delivery. Jobs created after this time will be scheduled for next day. Check to enable Load Balancing. Uncheck to turn off. Turn On Load Balancing allows for system generated distribution of jobs across multiple routes in same geographical region. Figure : Create New Hub Button Figure : Hub Details To create the new hub, click on the orange Create button located in the top right hand corner. Page
Routes The Routes module displays a summary of all the routes created in ShipTrack. Routes are used to help sort jobs and assign drivers and equipment. Figure : Routes Dashboard Filter the routes list with different filtering criteria. Choose up to eight (8) sorting parameters then click on Filter to display results. Click Clear to reset. The total number of items found with the filters applied will be displayed. The route lists can also be exported in CSV format by clicking on Export. Routes can also be sorted in either increasing or decreasing order by clicking on the column heading. When a route has no jobs associated to it, this route can be removed. Click on the garbage icon to delete route from list. To edit the route details click on the pencil icon. Page 7
Create Routes In order to create a new Route, click on Create New Route. For companies that have been configured with Auto-Dispatch, the jobs will automatically assigned to routes based on defined Postal Code/ZIP ranges. Figure 7: Create New Route Button 0 9 8 7 Figure : Create Route Dashboard 7 8 9 0 Enter a unique Code and Description. Define Pickup Cut Off Time for requests to be processed the same day. Select Dispatcher from dropdown list. Assign Hub from dropdown list. Define Service Type for route. Link a Client from dropdown list to route. Define sort order mode by either Figure 7: Postal Code/ZIP Section Creation Order or Postal Code. Check or uncheck Disable shipment assignment alert. Define the route s service area by entering Postal Code/ZIP range. Routes can have any number of ranges. (Refer to Figure 9) To add range click on. To remove range click on. Upload a file containing Postal Code/ZIP ranges by clicking BROWSE and selecting file on your computer. Click either Create or Cancel to finish creating route or remove changes to route. Page 8
Creating Routes Pickup Cut Off Time indicates the cut off time when requests can be received until and be processed the same day. Pickup requests received after this time will be automatically scheduled for the next day. The new route will only be available to the selected dispatcher visible on the Schedule dashboard. Select one or more drivers from the list of available drivers. Jobs will appear on the driver s device that is assigned to the route. If more than one driver is selected then the route is divided into an equal number of lanes and each driver is assigned their own lane. Jobs assigned to the route are automatically load balanced between the drivers. When a driver is removed from a route the jobs are redistributed across the remaining routes. Note that it is assumed that a driver will only be removed from the route (this triggers job redistribution) when all the drivers are at the hub. Select specific Service Type or leave it as default to All. If All is selected jobs with any service type can be automatically assigned to this route given that the Postal Code/ZIP of the job falls within the service area defined for this route and the client defined in the job matches to the one set for this route. Selecting a specific Client for a route will make the route dedicated for jobs originating from that client. Select None to not make the route dedicated. If none is selected then jobs from any client can be automatically assigned to this route as long as there is a Postal Code/ZIP and service type match. Sort Order must be selected for every route. If Creation Mode is selected then jobs are assigned to the route in the order which they are created. The most recent jobs are added to the bottom of the list. If Postal Code is selected, the jobs are sorted in the route from the top to bottom in increasing order of Postal Code/ZIP. If jobs in a route are manually reordered then the manual order is preserved even if a particular sort has been chosen. The sort order only applies to jobs that are getting assigned to the route. If Disable shipment assignment alert is selected then when drivers scan any items on that route they will not be warned that the item/job does not belong to their route. Restriction Two routes of the same type and associated with different hubs cannot serve the same Postal Code/ZIP. If the service type and client configuration for the route is the same then these routes are of the same type. The system will validate if there is an overlap and will prevent it from happening. Page 9
Jobs The Jobs module displays a summary of all jobs either for delivery or pick up. 7 8 Figure 8: Jobs Dashboard Page 0
Choose the number of shipments visible on the dashboard by selecting a preset Display amount. Sort jobs with different filtering criteria. Choose up to nine (9) sorting parameters then click on Filter to display results. Click Clear to reset. The total number of items returned with the filters applied will be displayed. The jobs can also be sorted in either increasing or decreasing order by clicking on the column heading. Click on any tracking number highlighted in orange to access the latest available information for that shipment. Jobs can be exported to a file in CSV format by clicking on Export. To print all the shipping labels for a particular shipment, click on Print Label. Note that it is possible to print labels in format, based on company settings. The standard formats are x and /8 x (for use in a Dymo-style printer). 7 To reschedule a shipment, click on the dotted blue line under the Scheduled Date of the job to activate the date picker control. Select the date when the job is to become available on a driver s manifest. 8 Click on the gear icon to Edit, Clone or Cancel the job. Select Edit to make edits to the job. Cancelling the job will remove it from Dispatch. The shipment will still be available in ShipTrack and scans can still be performed but will no longer be assigned to a specific route. Select Clone to clone the shipment and re-create a shipment based on the original one, allowing for quicker data entry. If the multiple lable format setting is enabled, printing labels will offer the available formats. Page
Create Jobs In order to create a new job, click on the Create New Job button (Refer to Figure ) located in the top right hand corner of the Dispatch Portal Job List Dashboard. Figure : Create New Job Button Figure 9: Create Jobs Dashboard A. Details Section 7 The orange exclamation mark indicates that those fields are mandatory. Select the Client requesting the pickup from the client dropdown list. Specify Requested Date by clicking on the calendar icon. Default is current date. If enabled specify the Requested Time by clicking on the time field and entereing an hour, minute and inidicat if it s AM or PM. Select the Service Type requested by your client from the dropdown list. Select the Parcel Type of the item from the defined dropdown list. Enter Shipment Reference Number (Your waybill, probill, airbill, order number) or have the system generate one by clicking on the barcode icon. Text entered in the Comments and Description fields will appear on the mobile app for drivers and the ShipTrack shipping labels. 7 Figure 9a: Details Section Page
B. Pieces Section Set the unit of measurement in either metric or imperial. Define the piece details of the shipment marked New. For rating enabled companies, piece weight and dimensions are mandatory fields. Piece description is optional. Text entered in Description will be displayed on drivers mobile app with job details. Select the number of pieces in the shipment from the dropdown list. A summary with the total number of pieces and total weight of the shipment is tallied. To add a new piece/pieces, click on the floppy icon. Repeat this process for all pieces in the 8 9 shipment. Every piece added is displayed as a separate item. Figure 0: Pieces Section 7 To remove a piece, click on the trash can icon. 8 If enabled, select Autogenerated Barcode or define custom barcode 9 If enabled, create miscellaneous fees such as special handling or special equipment. 0 For rating enabled companies, estimated shipping costs are tallied. Piece dimensions must be defined. Note: Users with the Supervisor or Admin role are allowed to override estimates. 7 0 Page
C. Address Information The address book feature allows dispatch to add regular pickup and delivery addresses to the respective address books. An address, once added to an address book, becomes available for all your dispatchers and clients. Pickup Only Delivery Only Pickup then Delivery Pickup and/or Delivery Complete Pickup Information Complete Delivery Information Complete both Pickup and Delivery Information Complete both/either Pickup and Delivery Information Select the appropriate entry in the address book dropdown. The pickup address section is autopopulated based on the address configured in the system for the client. Begin typing an address and use the autocomplete feature to populate an address then click Figure : Complete Address Save to add new address to the address book. To edit an address book entry select the address from the dropdown, change the required fields and click Save. To remove an address book entry select the address from the dropdown then click on the Delete button. Send automatic email notifications of shipment updates to the email address provided. Select from all transit scans and when shipment is delivered. D. Create Job To create the new job, click on the orange Create button located in the top right hand corner. Page
Cloning a Job The option to clone a job is available to facilitate re-creating a job that could be done frequently, reducing data entry time for the end user. It prefills everything except for the shipment reference number, as well as generating new barcodes. At the time of cloning, the system will bring the create job screen and allow the user to modify anything as desired. Job Status The ShipTrack Dispatch system uses the following Job Status to organize a shipment through the various stages of the pickup and delivery process. Any job on the Dispatch system may go through one of the following: Scheduled New Job has been created. In Transit Job has been picked up. On Hold Job is inactive. Out For Delivery Job is on route to delivery address. Complete Job has been delivered. Cancelled Job has been cancelled by Dispatcher. Page
Addresses The Addresses module is for configuring Address Books. You will be able to export a client s current Address Book that is within ShipTrack. You can modify and manage all your clients addresses through this module. Figure : Address Book Maintenance Select a client from the dropdown list. Click on Export Config to download the current Address Book for the selected client. Click on Browse... to select an Address Book file to import. To upload, click on Import Config. If enabled, you can select the company as the client in the dropdown menu. This will allow all clients to access the shared global address book. Note: Importing a new file will replace the current Address Book configured for that client. It is recommended that you first download the existing Address Book and use this file as a template. Page
Schedule Jobs Once a job has been created, it becomes available on both the Job List and Schedule module. The Schedule module has been designed based on the concept of lanes. Each lane represents a truck or driver. When Auto-Dispatch is enabled, jobs are automatically assigned to appropriate routes based on source and destination postal code or ZIP of the jobs. 0 7 8 9 8 9 0 7 Figure : Schedule Jobs Dashboard All the scheduled jobs for that day will be tallied by the total number of Jobs and Items. Show/Hide Manage Routes slide out menu by clicking. Filter routes by using the search feature. Begin typing to display filtered results. Sort routes by from dropdown list. Sort selection in either increasing or decreasing order by clicking. Click on route name to show or hide from dashboard. All jobs will either be a pickup or delivery. Pickups will appear light pink with a icon. Deliveries will appear light blue with a icon. 7 If enabled, Service Types will be visible by the assigned color. The default is grey. 8 Display both the pickup and delivery addresses by clicking on. 9 Generate a manifest for all routes by clicking on. The manifest can be printed or saved. 0 Manifest data can be exported in CSV format by clicking on. Any jobs can manually be moved by selecting and dragging to a new route or driver. Each route can have one or more drivers assigned to it. Routes with more than one driver will split the number of jobs equally and be sorted by Postal Code/ZIP. To change a driver, click on the driver s name then select from the dropdown list. Note that drivers can be removed from other assigned routes without warning. Use the search feature to search routes. The search results will be visibly outlined in black. The total number of items returned with the search will be displayed. Click on the icon to go to the first item. Each route shows the number of jobs assigned to the driver in the lane header. 7 If enabled, the progress completion of a job will be displayed to monitor on-time performance. Green indicates on-time, red indicates overdue with the amount of days. 8 If ETA s are enabled, a red icon with the number of late jobs will appear at the top of the route. 9 The total weight of all shipments on a route will appear on the route header. 0 Show piece count per job. Show stop count per route. Page 7
Figure : Schedule Features Click on to access options from the dropdown menu for routes. *Some features are exclusive to premium users. Add Driver to Route Print Manifest Print Probills Download CSV Hide Route Assign another driver to route. Generate print-ready route manifest. Generate print-ready probills for route. Export route manifest in CSV format. Remove route from dashboard view. Click on to access options from the dropdown menu for drivers. Figure : Add Driver to Route Remove Driver Remove driver from route. Print Manifest Print Probills Download CSV Reorder Jobs by Lateness Reorder Jobs by Postal Code Optimize Now View On Map Reschedule all Jobs Unassign All Jobs Reschedule Selected Jobs Unnassign Selected Jobs Assign all Jobs to Another Route Generate print-ready driver manifest. Generate print-ready probills for driver. Export driver manifest in CSV format. Sort overdue jobs with latest first. Sort driver s jobs again by postal code. Configure the fastest route for driver. Create a printable maps of drivers route. Select a new date for all jobs listed. Remove all jobs assigned to driver. Select a new date for the selected jobs. Remove all selected jobs from driver. Assign selected Jobs to Another Route Click on to access options from the dropdown menu for jobs. Figure : Reschedule all Jobs Details Postpone Unassign Cancel Displays job related information. Schedule the job for next day. Remove the job from a route. Delete the job from the manifest. Page 8
Map The Map module displays an at-a-glance summary of the entire fleet. It is useful to have near real-time information such as a drivers current location, truck volume, driver status and speed. Note: Location information is updated as long as the mobile app for driver is within range of a network and GPS information has not been disabled by the driver. 0 8 9 Figure 7: Map Dashboard Maps can either be displayed in Street View or Satellite View. Filter map view by either All Dispatchers or All Drivers. Also filter from dropdown list of individual names. The Map refreshes every 0 seconds to show near real-time data. The truck icon indicates the last known location of the driver. The green truck indicates that mobile app is communicating with the servers and displays the number of jobs still assigned. The gray truck indicates that mobile app has not been communicating with servers for longer than 0 minutes. 7 The red truck indicates that there are no jobs assigned to the driver. 8 Click on the truck icon to show details of the driver along with information of the next stop on route. 9 Click on the tracking number highlighted in orange to display the latest available information for that shipment. 0 References allows to search for reference fields to highlight the proper driver/route quickly. Driver Has One Job Driver Has Five Jobs Driver Has Ten Jobs Driver Has Fifteen Jobs Driver Has Twenty Jobs Driver Has Twenty Plus Jobs Driver Has No Jobs 7 Driver is Offline Page 9
Notifications The Notification tab is used by dispatchers to see changes done to the job by users in the system. It shows changes done to the job assignment as well as any changes done via the edit job function. This screen will allow to view and filter those changes. Figure 8: Notifications The system allows dates to be filtered by where the notification was created, as well as which route is involved. It can be searched by change of description. To search for job modifications, search for description edited. This allows to update the table, clear the search criteria or change the number of displayed results. The table displays the date, description of the change, the involved route (from/to) and the user who did the change. Page 0