Admin & Org Structure
Dispatcher training: your first week on the desk
Dispatch is a preview. It is switched on for one company at a time. If you can't see Dispatch, ask your Company Admin.
Who does what
| Who | What they can do |
|---|---|
| Company Admin | Names someone as a dispatcher on a desk (Setup → Dispatch desks). Sees every override and every failed send. |
| You, the dispatcher | Dispatch opens for you with your own desk's jobs and crew. You build, send, change and cancel jobs. There is no view-only dispatcher. |
| The supervisor | Whoever you name on a job. Their card shows who has opened it, an Override chip, and which check was overruled for whom. Never your reason. |
| The crew | General users you set on the job. They get the job card: site, hat, equipment, documents and the day's FLHA. They need a FieldTec login. |
1. Find your way around the board
Open Dispatch from your Admin menu. You land on the Board: one day, the jobs side by side.
BoardCalendarSetup+ New job
MonTueWedThuFriSatSun
People
Lead handsFree
OperatorsFree
LabourersFree
DSP-0214 Pad 7 tie-in
SentSeen 2 of 3
DSP-0215 LG1 trench
1 gapDraft
Equipment
Crane 14
Truck 3
Loader 7
- 1Three tabs. Board is one day. Calendar is today and the next 30 days. Setup is clients, sites and ticket rules.
- 2Start a job. Press + New job, or start one from a day in the Calendar.
- 3The day strip. Tap a day to jump to it. The colour shows how ready that day's jobs are.
- 4A job card. Click it and the job opens over the middle. People and equipment stay put, so you can drag straight in.
- 5People. Grouped by position, each showing Free, Busy, Off or a ticket gap.
- 6Equipment. Grouped by type, with the same status.
2. Set up once: clients, sites and rules
- Setup → Clients & sites: add each client, then each of its sites. A site's location can be an address, a GPS pin, an LSD, a note, or Set on arrival (the first FLHA filed there fills it in).
- Add the gate and access notes, the muster point and the PPE. The crew sees them on their card.
- Add each client's or site's requirements: the tickets and orientations it demands. The desk checks every crew against them, so a missing requirement means a missing warning.
- Setup → Hats & ticket rules: hats are roles like lead hand or first aider. Ticket rules say which ticket a hat, a critical risk or a unit needs.
3. Build a job
Press + New job. Nothing is saved, and nobody is told, until you press Save. A draft tells nobody, so build as slowly as you like.
DSP-0214 · Pad 7 tie-in
WherePad 7Northwind
RisksFall protectionConfined space
Lead handSam L.
HelperOpen · drop a person
UnitCrane 14run by Owen
FilesPad7-drawing.pdfSupervisor only
3 changes not savedDiscardSave
- 1Where. Pick the client's site, or add one. + Add stop turns the job into a route.
- 2Critical risks. They decide which tickets the crew needs.
- 3Hat slots. Drag a person in, or tap a person and then the slot. An empty slot is a gap.
- 4Equipment. Drag a unit in and say who runs it. A unit with nobody named is a warning.
- 5Files. Attach drawings, permits or a link. Supervisor only keeps a file off the crew's card.
- 6Save. Saves your changes. Discard throws them away.
4. Read the checks before you send
The desk checks every person and unit against the job, on the job's own day. A job that runs several days is checked on every day.
Ready to send?
62readiness: fix the red first
GapOwen D.: Fall Protection expiredOverride
GapCrane 14 is tagged outno override
WatchDana K.: First Aid expires in 9 days
OKSam L.: tickets and orientation
Send is locked while a red gap is open
- 1Readiness. How ready the job is. The list beside it says why.
- 2Red blocks sending. A missing or expired ticket or orientation, an empty hat, or a double booking. Fix it first: swap in someone who holds the ticket.
- 3Override. Only if you can't fix it. It needs a reason of at least 5 characters, and the record is permanent.
- 4Tag-out. A tagged-out unit can never be overridden. Pick another unit.
- 5Orange is a warning. It doesn't block. A ticket expiring within 14 days, one not yet verified, an open defect.
- 6Green. Nothing to do.
Write an override reason that says what makes it safe, such as "Renewal booked Friday, Ray supervising on the ground". Company Admins are told each time. The supervisor sees which check was overruled for whom, not your reason.
5. Send, schedule or hold
Send DSP-0214
Send nowSend at 18:00Hold
Will be toldSam · Dana · Owen
SupervisorSam L.Crane 14 operator: Owen
Hold to send
Board showsScheduled 18:00On hold
- 1Choose when. Send now, Send at a time you pick (changeable until it goes), or Hold.
- 2Hold. Checked and ready but not sent, for example while the client confirms. The crew can't see it.
- 3Who will be told. The crew, the supervisor and the unit operators. Check this line before you send.
- 4Hold to send. Press and hold for about a second. A quick tap does nothing, so it can't go by accident.
- 5Then watch the board. Scheduled and On hold both show on the job's card.
6. What gets emailed
Everyone a Send touches gets one message per Send: a bell in the app and an email, following that person's own notification settings. Each person gets it in their own language.
The email Dana gets
You're on a job: DSP-0214 Pad 7 tie-inMon 19 Oct, 06:30. 2 documents are on your card.OpenNot working? Tell us
After a change
Your job changed: DSP-0214urgentStart time moved to 06:30 · Crew changed
Also in the appBellone per send
- 1First send. "You're on a job", naming the job, date and start time.
- 2Details. The date, the start time and how many documents are on the card.
- 3One button. Opens the job card in FieldTec. There is only one page to go to, so there is one button.
- 4Not working? Tell us. Sends a note to the FieldTec team.
- 5After a change. Only the people the change touches get this, marked urgent, with a one-line summary. You can write your own before sending.
- 6In the app too. The same message appears in the bell.
- Cancel a job and the crew get a cancelled notice. Someone taken off a job gets a short notice that opens their job list.
- Company Admins are told when an override is logged and when a scheduled send fails. Both open the job on the desk.
- Sending again with nothing changed does nothing, so the crew can't be spammed by accident.
- A failed email never undoes a Send. The job is out, so check Seen X of Y.
7. After you send
Board · Mon 19 Oct
DSP-0214 Pad 7SentSeen 2 of 3
DSP-0215 LG1Changes not sent
DSP-0216 BrazeauSend failed
DSP-0217 Pad 9On hold
Supervisor seesOverrideFall Protection ticket
- 1Seen 2 of 3. Opening the card counts. Phone whoever hasn't opened it.
- 2Changes not sent. You saved a change. Send it to tell the people it touches.
- 3Send failed. Re-send it and phone the supervisor, whose card says NOT SENT.
- 4On hold. Look for these every morning so a job isn't forgotten.
- 5What the supervisor sees. That an override exists, for whom, and which check (such as "Fall Protection ticket"). Never your reason.
Special jobs
- A route (milk run): add several stops and drag them into order. The crew's card shows the next stop first, with Arrived, Leaving, Skip and Add a stop.
- Go where needed: give an area and no stops. The crew add stops as they arrive and you're told.
- A week at one site: one job with a start and end date. Use crew by day for someone only on some days. Don't make five separate jobs.
- Repeat copies a job as a draft, for the same job next week.
A dispatcher's day
| When | What to do |
|---|---|
| Evening before | Look at tomorrow on the Board. Any red? Any Draft or On hold that should have gone? Send or schedule what's ready. |
| Early morning | Check Seen X of Y on each job and any Send failed. Phone anyone who hasn't opened their card. |
| During the day | Handle changes: edit, Save, send again. Watch for stops skipped or added in the field. Answer supervisors. |
| End of day | Open the Calendar and look at the next few days. Start drafts for jobs you already know about. |
| Weekly | Review Setup for new clients, sites and ticket rules. Check anything on hold that has gone stale. |