Live Dispatching (Real-Time Dispatch Dashboard + Driver Updates)

What is live dispatching?#

Live dispatching (also called real-time dispatching) is the process of publishing routes to drivers and tracking execution as it happens. Instead of waiting for end-of-day reports, dispatchers use a dispatch dashboard to see where drivers are, what stops are completed, and which deliveries are at risk.

Live dispatching works best when routes are created with realistic constraints like time windows, multiple vehicles, and service time.

How live dispatching works#

1. Optimize + save routes (single route or fleet routes).
2. Dispatch routes to drivers (publish routes to begin execution).
3. Drivers update stop status from mobile (en route, arrived, completed, failed, etc.).
4. Dispatchers monitor progress in real time and handle exceptions early.

Benefits of real-time dispatching#

• Fewer check-in calls: dispatchers see progress without calling drivers.
• Better customer communication: proactive ETAs and delay handling.
• Faster exception response: reroute when a stop fails or a driver is delayed.
• Higher on-time performance: identify at-risk routes before it’s too late.
• More accountability: clear audit trail of statuses and timestamps.

Stop statuses & dispatcher visibility#

A dispatch dashboard is only useful if stop statuses are consistent. A simple status model usually covers 95% of delivery and field service workflows.

If you also capture signatures/photos, see: Proof of Delivery.

Dispatch workflow (recommended process)#

Step 1 — Build feasible routes

Start with feasibility: time windows, service time, working hours, and multiple vehicles when needed. (A “shortest distance” route that breaks time windows will fail in execution.)

Step 2 — Dispatch routes to drivers

Publish routes so drivers have a clear stop list and schedule. For multi-driver operations, dispatch should support multiple vehicles and route ownership.

Step 3 — Monitor, then intervene only when needed

Live dispatching is about exception management: delays, failed stops, traffic, customer not available, late starts, and last-minute stop changes.

KPIs to track in a dispatch dashboard#

• On-time arrival rate: % stops serviced within time windows.
• Stops completed per route/day: throughput metric.
• Average service time (dwell time): compare planned vs actual.
• Route completion time: actual end time vs plan.
• Failed stops rate: missed/failed deliveries requiring reattempt.

Want the planning side too? See: How to Optimize Delivery Routes.

Best practices for live dispatching#

Use consistent stop status rules

Agree on “what counts as completed” and standardize statuses across drivers to keep your dispatch dashboard reliable.

Include service time in planning

Many late routes aren’t caused by travel time — they’re caused by service time that wasn’t planned.

Keep time windows realistic

Overly strict windows increase failures. Use realistic windows when possible: Time windows (VRPTW).

Re-optimize only when needed

If a route breaks (new stop added, cancellation, failed delivery), re-optimize quickly and republish.

Common issues & troubleshooting#

Issue: Driver appears “stuck” on the dashboard

• Check whether the driver updated stop status recently
• Confirm mobile connectivity
• Verify that route is dispatched/published (not just saved)

Issue: ETAs don’t match reality

• Add/adjust service time
• Confirm time windows and working hours
• Ensure addresses are valid (bad addresses cause routing errors)

For address quality, see: Import Stops from Excel.