Quick Reference Cheat Sheet¶
Daily Operations Checklist¶
Morning
- Open Dispatch → Current Day view
- Confirm all today's jobs have drivers and equipment assigned
- Check dispatch statuses — anything still in Draft that should be Scheduled?
- Review Dispatch Instructions for any special notes
Afternoon
- Open Dispatch → Next Day view
- Assign drivers and equipment for tomorrow's jobs
- Confirm pickup/delivery time windows with clients if needed
- Check for any Completed dispatches that need to be marked Ready to Bill
End of Day
- Update statuses for today's completed jobs
- Confirm PODs have been uploaded for all completed dispatches
- Review any Driver Notes / Issues from today's runs
- Check the Maintenance Log for any new issues reported during the day
Dispatch Status Lifecycle¶
Draft → Scheduled → In Progress → Completed → Ready to Bill → Billed
| Status | What it means | Who updates it |
|---|---|---|
| Draft | Job created, not yet confirmed | Dispatcher |
| Scheduled | Confirmed, driver & equipment assigned | Dispatcher |
| In Progress | Driver is on the road | Dispatcher or Driver |
| Completed | Job finished, delivery confirmed | Driver or Dispatcher |
| Ready to Bill | All info complete, POD uploaded | Office staff |
| Billed | Invoice sent to client | Office staff |
Where to Find Things¶
| I need to... | Go to... |
|---|---|
| See today's loads | Dispatch → Current Day |
| Create a new dispatch | Dispatch → Dispatch Form |
| See all dispatches | Dispatch → Master View |
| Plan for tomorrow | Dispatch → Next Day |
| Plan for the week | Dispatch → The Next Week |
| Look up a truck's details | Directory → Master Assets |
| Check CVIP expiry dates | Directory → Master Assets → CVIP Expiry (calendar) |
| Add a new truck or trailer | Directory → Master Assets → Power Unit Asset Entry Form |
| Find a driver's phone number | Directory → Master People |
| Check license/medical expiries | Directory → Master People |
| Look up a client's rate | Directory → Master Clients |
| Log a fuel fill-up | Operations → Fuel Log → Fuel Form |
| Report a maintenance issue | Operations → Maintenance Log → + New Record |
| See a unit's service history | Operations → Maintenance Log → filter by Unit |
| Check contract details | Directory → Master Contracts |
Key Rules¶
- Always upload Proof of Delivery before marking a dispatch Ready to Bill
- Keep Unit Status current in Assets — dispatch depends on it
- Record odometer readings at every fuel fill-up and service
- Check compliance dates monthly — license expiry, medical expiry, CVIP, insurance, registration
- Use forms for data entry, grids for browsing — it's faster and you'll miss fewer fields
- Use Dispatch Instructions — write clearly, drivers read this on their phones
- Log maintenance issues immediately — even if incomplete, create the record now and fill in details later
Questions? Ask your manager or the office. JencamOS is here to make everyone's job easier — the more consistently we use it, the better it works for all of us.