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Operations Guide

As Operations Staff, your daily work involves creating and managing jobs, dispatching trucks, and (if your company uses the Clearing module) managing customs declarations.

Daily workflow​

A typical day in the operations role:

  1. Check the dashboard — review active jobs, trips in transit, and any document alerts
  2. Create new jobs for incoming customer requests
  3. Assign trips to available trucks and drivers
  4. Monitor trip status — update as trucks reach checkpoints or complete deliveries
  5. Manage clearing declarations — advance status as documentation progresses (if Clearing is enabled)
  6. Review submitted expenses — flag any that need accountant attention

Creating a job​

  1. Go to Jobs → New Job
  2. Select the Customer from the dropdown
  3. Add a description of the freight engagement
  4. Set the Start Date
  5. Save — job opens in Open status

Dispatching a trip​

Once a job exists, create the trip:

  1. Open the job → click Add Trip
  2. Select the Truck and Trailer (optional)
  3. Select the Driver
  4. Select the Route (origin to destination)
  5. Set the start date
  6. Save

For outsourced/subcontracted movements:

  • Enable the Outsourced toggle
  • Fill in the vendor truck registration, driver name, license, and passport details

Updating trip status​

As the trip progresses, update the status:

  • Open → In Transit when the truck departs
  • In Transit → Completed when delivery is confirmed
  • Enter the receiver name and delivery confirmation date

Managing clearing declarations​

If your company handles customs clearing:

  1. Go to Clearing → New Declaration
  2. Fill in the Bill of Lading, Manifest Number, and vessel details
  3. Add all container numbers
  4. Track document arrivals by ticking off the checklist
  5. Advance status through the lifecycle as each stage completes

See the Clearing Module guide → for full details.

Tips​

  • Use the search and filter on the Jobs table to quickly find active jobs by customer or status
  • The Fleet view shows which drivers and trucks are currently On Trip — use this before dispatching to avoid double-assignment
  • Set the trip to Completed promptly after delivery — this triggers the income recognition workflow for the accountant