Operations Guide¶

Operations is the heart of JencamOS. This is where the daily work happens — dispatching jobs, tracking fuel, and logging maintenance. If you only learn one part of the system, make it this one.

Dispatch¶

Every job or load gets a Dispatch record. When a client calls and needs something moved, when a contract job comes up on the schedule, when a driver heads out — it all starts here. Dispatch is the single source of truth for what's happening today, tomorrow, and next week.

Understanding the Fields¶

Each dispatch record has a lot of fields. You won't fill in every one for every job — some are for the office, some are for drivers, some get filled in automatically. Here's what each one does:

Job Identity

Dispatch ID — Generated automatically when you create a record. You don't type this in. Use it when referencing a specific job (e.g., "Check Dispatch #1042").
Job Type — A dropdown that describes the kind of work. Select the option that best fits the job. Common types include general freight, equipment hauling, and local deliveries. Pick the closest match — this helps with reporting later.
Load Description — Plain-language description of what's being hauled. Be specific enough that the driver knows what to expect (e.g., "2 pallets of fencing material" not just "freight").

Client & Contract

Client — Links to the Clients table. Start typing the client name and select from the list. This connects the job to the right billing account.
Contract — Links to the Contracts table. If this job is part of a recurring contract (e.g., a weekly haul for a regular client), select the contract here. This is a time-saver — choosing a contract can pre-fill fields like rate, locations, and job type based on the contract terms.
Client PO / Reference # — The client's own tracking or purchase order number. If the client gives you a PO number when they book the job, put it here. This makes invoicing smoother because the client can match your bill to their records.

Equipment & Driver

Assigned Power Unit — Links to the Assets table. Select which truck is doing this job.
Assigned Trailer — Links to the Assets table. Select the trailer, if applicable.
Driver — Links to the People table. Select who's driving. If you don't know the driver yet when creating the dispatch, leave it blank and assign later.
Customer Equipment — Note any client-owned equipment involved in the job (e.g., "Client's 40ft container" or "Customer-supplied straps"). This is a text field — just describe it.

Locations

Loading Location — Links to the Locations table. Where the driver picks up the load. Start typing and select from saved locations.
Delivery Location(s) — Links to the Locations table. Where the load is going. Can include multiple stops if the job requires more than one drop-off.

Scheduling

Start Date / Time — When the job is scheduled to begin. This is the planned departure or loading time.
End Date / Time — When the job is scheduled to be completed.
Actual Start — When the driver actually started the job. Filled in during or after the run.
Actual End — When the job was actually completed.
Pickup Time Window — A text field for specific pickup instructions (e.g., "Between 7:00 AM and 9:00 AM" or "Must arrive before 6:00 AM").
Delivery Time Window — Same idea for delivery (e.g., "Receiver closes at 4:30 PM").

The difference between scheduled and actual times matters for billing and performance tracking. The scheduled times are your plan; the actual times are what really happened.

Load Details

Load Type / Special Requirements — A multi-select field. Check all that apply: oversize, dangerous goods, temperature-controlled, fragile, etc. This is critical for safety and compliance — don't skip it if any special handling applies.
Distance (KM) — The trip distance in kilometres.
Weight — The load weight. Include this when known, especially for oversize or heavy loads.
BOL # — The Bill of Lading number. The BOL is the shipping document that travels with the freight. Enter the number here so it's on file.

Communication

Dispatch Instructions — Notes for the driver before they head out. Site access codes, special directions, safety notes, anything the driver needs to know. Write clearly — the driver may be reading this on a phone screen.
Driver Notes / Issues — The driver fills this in during or after the job. Delays, problems at the site, damaged goods, anything notable. This field is the driver's voice in the record.
Contact Notes — Who to call on site. Name and phone number for the loading dock, the receiver, or the site supervisor. Example: "Call Mike at 250-555-1234 when 10 min out."

Dispatch Status

Dispatch Status — This tracks where the job is in its lifecycle. The typical progression is:
Draft — Job created but not confirmed or assigned yet
Scheduled — Confirmed, driver and equipment assigned, on the calendar
In Progress — Driver is on the road or at the job site
Completed — Job is done, driver is back or has confirmed delivery
Ready to Bill — All paperwork is in, job is cleared for invoicing
Billed — Invoice sent to the client

Move the status forward as the job progresses. This is how everyone in the office knows what's happening at a glance.

Billing

Rate — The dollar amount for this job.
Rate Type — How the rate is structured (e.g., flat rate, per km, per hour, per tonne). Select the type that matches the agreement with the client.
Wait Time — If the driver had to wait at a site (loading dock backed up, receiver not ready), record the wait time here. This may be billable depending on the client agreement.
Ready to bill? — A yes/no checkbox. Check this when all the job information is complete and the dispatch is ready for invoicing. Don't check it until the POD is uploaded and all fields are filled in.
Billing Notes — Any extra billing information. Examples: "Bill wait time at $75/hr," "Split invoice with ABC Corp," "Fuel surcharge applies."

Proof of Delivery

Proof of Delivery — A file upload field. Upload the signed Bill of Lading, delivery receipt photos, or any other proof-of-delivery documents. This is your evidence that the job was completed. Always upload the POD before marking a job as ready to bill.

Views¶

Dispatch has six views. Each one shows the same data, just filtered and arranged differently. Use the one that fits what you're doing right now.

Master View (Grid, Locked) Shows every dispatch, every field. This is the complete picture — nothing is hidden or filtered. It's locked so nobody accidentally changes the layout. Use this when you need to look something up, run a search, or see the full history. This is an admin/office view.
Current Day (Grid) Shows only today's dispatches. This is your morning dashboard — open it first thing to see what's on the board for today. Check statuses, confirm drivers are assigned, make sure nothing got missed.
Next Day (Grid) Shows tomorrow's dispatches. Use this in the afternoon to prep for the next day. Are all drivers assigned? Are there any gaps? Anything that needs confirming with a client?
The Next Week (Grid) A 7-day lookahead. Good for spotting scheduling conflicts, planning driver rotations, and making sure equipment availability lines up with upcoming jobs.
14-day Window (Grid) A 2-week planning view. Use this for bigger-picture scheduling — contract jobs coming up, equipment that's going into maintenance, vacation coverage, etc.
Dispatch Form (Form) The data-entry form for creating new dispatches. Instead of typing into a grid row, this gives you a clean form with fields laid out one by one. This is the recommended way to create new dispatches — it's harder to miss a field when they're all listed in front of you.

Dispatch Workflow: Step by Step¶

Here's how a job moves through the system from start to finish.

Step 1: Create the Dispatch¶

Open the Dispatch Form view (or click "+ New Record" in any grid view).
Fill in the basics:
Select the Client
Select the Contract if this is a recurring job (this may auto-fill several fields)
Enter the Loading Location and Delivery Location(s)
Set the Start Date / Time and End Date / Time
Add the Pickup Time Window and Delivery Time Window if the client specified them
Enter the Load Description
Set the Job Type
Fill in Rate and Rate Type
Add any Dispatch Instructions the driver will need
Check any applicable Load Type / Special Requirements
If you know the driver and equipment, assign them now (see Step 2). If not, save the record — it will be in Draft status.

Step 2: Assign Driver and Equipment¶

Open the dispatch record.
Set the Assigned Power Unit — pick the truck from the Assets list.
Set the Assigned Trailer if needed.
Set the Driver — pick from the People list.
Add Contact Notes so the driver knows who to call on site.
Update the Dispatch Status to Scheduled.

Tip: Use the Next Day or Next Week views when assigning equipment to make sure you're not double-booking a truck or trailer.

Step 3: Job In Progress¶

When the driver heads out, update the Dispatch Status to In Progress.
Fill in the Actual Start time.
If anything changes (delays, re-routes), update the Dispatch Instructions or add a note.

Step 4: Driver Completes the Job¶

The driver fills in Actual End time.
The driver enters Driver Notes / Issues — any problems, delays, or observations.
The driver uploads the Proof of Delivery (signed BOL, delivery photos).
If there was wait time, the driver records it in Wait Time.
Update the Dispatch Status to Completed.

Step 5: Mark Ready to Bill¶

Office staff reviews the completed dispatch.
Confirm all fields are filled in: actual times, POD uploaded, rate confirmed.
Add any Billing Notes (surcharges, split billing, etc.).
Enter the BOL # if not already recorded.
Check the Ready to bill? checkbox.
Update the Dispatch Status to Ready to Bill.

Step 6: Daily Planning with Views¶

Use the time-window views to stay on top of scheduling:

Every morning: Open Current Day to review today's board. Confirm all jobs are assigned and statuses are correct.
Every afternoon: Open Next Day to prep tomorrow. Assign any unassigned jobs, confirm with drivers.
Weekly: Check The Next Week and 14-day Window to plan ahead. Look for scheduling gaps, equipment conflicts, or contract jobs that need confirming.

Fuel Log¶

The Fuel Log tracks every fill-up for every unit in the fleet. This keeps fuel costs visible, helps catch anomalies (a truck burning more fuel than usual might need maintenance), and keeps receipts organized in one place.

Key Fields¶

Receipt Title — A short label for the fill-up (e.g., "Unit 12 — Shell Langford — Mar 28")
Date — When the fill-up happened
Unit — Links to the Assets table. Which truck or piece of equipment was fuelled.
KM at Fill — The odometer reading at the time of fill-up. Always record this — it's how we calculate fuel efficiency.
Litres — How many litres were pumped
Price per Litre — The price at the pump
Total Cost — The total dollar amount for this fill-up
Fuel Type — Diesel, gasoline, DEF, etc.
Notes — Anything unusual (e.g., "Pump was slow, partial fill only")
Receipt Photo — Upload a photo of the fuel receipt. Snap it with your phone right at the pump.
Driver — Links to the People table. Who was driving when the fill-up happened.
Station — Links to the Vendors table. Which gas station or fuel provider.

Views¶

Master View (Grid) — All fuel records, all fields. For office review and reporting.
Fuel Form (Form) — A quick-entry form designed for drivers to fill out at the pump or right after.

Fuel Log Workflow¶

Driver fills up the truck.
Driver takes a photo of the receipt.
Driver opens the Fuel Form in JencamOS.
Fill in: Date, Unit, KM at Fill, Litres, Price per Litre, Total Cost, Fuel Type, Station, and Driver.
Upload the Receipt Photo.
Add Notes if anything was unusual.
Submit the form.

Tips:

Record the odometer reading before you leave the pump. It's easy to forget.
Upload the receipt photo the same day. Don't let paper receipts pile up.
If the station isn't in the Vendors list, let the office know so they can add it.

Maintenance Log¶

The Maintenance Log tracks every repair, service, and inspection for fleet equipment. When a brake job gets done, when a unit goes in for an oil change, when a driver reports a warning light — it all goes here. This keeps a complete service history for every unit and makes sure nothing falls through the cracks.

Key Fields¶

Title — A short description of the work (e.g., "Unit 07 — Oil Change" or "Unit 15 — Brake Inspection")
Unit — Links to the Assets table. Which truck, trailer, or equipment needs the work.
Type — A dropdown for the kind of maintenance: oil change, tire replacement, brake service, electrical, inspection, etc.
Priority — How urgent is this? Low, medium, high, or critical.
Status — Tracks the work through its lifecycle: Reported → In Progress → Completed.
Date Reported — When the issue was first noticed or reported.
Date Completed — When the work was finished.
KM at Service — The odometer reading when the service was done. Important for scheduling future maintenance (e.g., next oil change at KM + 10,000).
Assigned Mechanic — Links to the People table. Who is doing the work.
Shop — Links to the Locations table. Where the work is being done (in-house shop, dealership, third-party garage).
Reported By — Links to the People table. Who noticed or reported the issue.
Issue Description — A detailed description of the problem. Be specific — "Makes a grinding noise when turning left at low speed" is better than "Noise."
Work Performed — What was actually done to fix it. Filled in by the mechanic or shop after the work.
Parts — List of parts used (e.g., "2x brake rotors, 1x caliper, brake pads front axle").
Total Cost — The total cost of the repair or service.
Vendor Invoice # — The invoice number from the shop or parts supplier.
Receipt/Photo — Upload invoices, receipts, or photos of the work.

Views¶

Grid View — All maintenance records with full details. Use filters and sorting to find what you need (e.g., filter by Unit to see a truck's full service history).

Maintenance Log Workflow¶

Report the issue. A driver notices something wrong, or a scheduled service is due. Create a new Maintenance Log record.
Fill in the basics:
Title — keep it short and clear
Unit — which equipment
Type — what kind of work
Priority — how urgent
Date Reported
Reported By — who found the issue
Issue Description — be detailed
KM at Service — current odometer reading
Assign the work. Set the Assigned Mechanic and Shop. Update the Status to In Progress.
Track completion. When the work is done:
Fill in Work Performed with what was actually done
Enter Parts used
Record the Total Cost
Enter the Vendor Invoice #
Upload the Receipt/Photo
Set the Date Completed
Update the Status to Completed

Tips:

Don't wait to log issues. If a driver reports a problem verbally, create the record right away — even if it's just the description and priority. Fill in the rest later.
Use the Priority field honestly. If everything is "high priority," nothing is.
Check the Maintenance Log when assigning equipment to dispatches. If a unit is showing an open maintenance record, think twice before sending it out.