Solution

Dispatch

Q: How much does it cost?

Dispatch is part of the Workforce package — $5 per user per month total , ex GST, for Timesheets + Inductions + Dockets + Dispatch together. Priced per user, not per device. Month-to-month, no lock-in contracts.

Live jobs × shifts × plant grid — replace the weekend run-sheet spreadsheet. Assign operators + plant, cycle Confirmed / TBC / TBA, catch double-bookings + compliance blocks, text the crew, log shifts to timesheets, raise dockets, invoice.

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$5 / user / month + GST — Workforce package.

Bundled with Timesheets, Dockets and Inductions as the Workforce package (all four included). Priced per user, not per device. Month-to-month, no lock-in contracts.

How it works

From run sheet to text-the-crew in four steps

1
Create the run sheet

Start a dated run sheet — e.g. "Weekend 27-28 Jun WE52" — with a period start / end. Flag it as a mid-week shutdown or possession to get a wider grid. Or stamp a saved template onto a future run sheet with the next free job number.
2
Add jobs, shifts and plant

Add jobs (unique number per client, rail principal / customer, PO, notes, CRM contacts) with multiple locations (modelled site, free-text address, map link, or search + drop-pin with saved lat/long). Add day / night shift columns per job with times that roll past midnight cleanly. Add plant rows bound to a tracked asset — or free-text plant with a reference — and tag them with attachments and tasks (Mud, Tamper, Sleeper Grabs, Forks, Broom, Engcon).
3
Assign and confirm

Assign one operator to each plant × shift cell — an app user, CRM contact, or free-text name — with inline notes (fuel, PM / docket / invoice numbers, LATE TO SITE). Cycle each cell Confirmed / TBC / TBA with one click. Compliance badges flag missing tickets (red BLOCK) or expired ones (amber WARN). Operator double-bookings across jobs and asset double-bookings against the scheduling board surface automatically.
4
Publish and text the crew

Publish stamps who + when, and prints / downloads a PDF that mirrors the spreadsheet it replaces. One-click SMS to confirmed operators + shift supervisors with job / location / link to their "my shifts" page. Preview modal shows exactly who + what. Message customisable per client with {job}, {location}, {link}, {first_name} merge fields. TEXT SENT stamped.

The grid

Everything the weekend spreadsheet tracked, live

Jobs with multiple locations

Job number unique per client, rail principal, PO, project details, notes, CRM main contacts. Multiple locations per job — pick a modelled site, paste an address, drop a map pin (saves lat / long and Google Maps link).

Shifts that roll past midnight

Shift columns per job: date, day or night shift, start / end times (night shifts roll cleanly past midnight), a label, and a supervisor who can be an app user, CRM contact, or phone number. Pre-filled from per-client default day / night times.

Plant rows, tracked or external

Plant rows bound to a tracked asset from the fleet, or free-text / external plant with a reference for machines assigned elsewhere. Tag every plant row with attachments and tasks — Mud, Tamper, Sleeper Grabs, Forks, Broom, Engcon — as free text or as real modelled attachment assets.

Assignments with inline notes

One operator per plant × shift cell — app user or free-text name — with inline cell notes (fuel, PM / docket / invoice numbers, LATE TO SITE). Every cell cycled Confirmed / TBC / TBA with one click.

Compliance blocks before the shift

Compliance badge on any assigned cell — red BLOCK when the operator is missing a required ticket, amber WARN for expired ticket, outstanding induction, or lapsed plant certificate. Blocks surface on the grid, on the coordinator dashboard, and in the compliance hub.

Double-booking detection

Operator double-bookings (overlapping shifts across jobs, across the whole client, with midnight rollover handled) surface automatically. Asset double-bookings are flagged from the scheduling asset board.

Run sheet to invoice

One grid, wired end-to-end

1
Publish + text

Publish stamps who + when. One-click SMS to confirmed operators + shift supervisors with job / location / "my shifts" link. Preview + TEXT SENT audit stamp.
2
Log shifts to timesheets

Turn every confirmed assignment into a draft timesheet shift with per-asset machine hours. Skip already-logged shifts, preview before commit.
3
Raise wet-hire dockets

Raise a wet-hire docket from the logged shifts (idempotent — re-runs never duplicate). Signed + priced via the Dockets flow.
4
Consolidate to invoice

Consolidate the signed docket into a Xero or MYOB invoice via the Billing module. One end-to-end trail from run sheet to invoice.

Fulfilment + reuse

Fulfilment checklist + reusable templates

Per-job fulfilment checklist

PLANT SENT, TEXT SENT, DOCKET RECEIVED, PLANT RETURNED — each stamped with who + when, and wired to the asset board: PLANT SENT flips the asset to on hire, PLANT RETURNED flips it back to completed.

Reusable job templates

Save any job's shape (locations, shifts, plant, attachments, tasks, default supervisor) as a reusable template. Stamp it onto a future run sheet with the next free job number for that client.

Text the crew, per-client wording

One-click SMS to confirmed operators + shift supervisors. Message customisable per client with {job}, {location}, {link}, {first_name} merge fields. Preview modal shows exactly who + what. Stamps TEXT SENT on send.

PDF that mirrors the spreadsheet

Print / download a branded PDF of the run sheet that mirrors the format the spreadsheet used — so the crew, the customer, and the auditor all see the same shape they're used to.

Coordinator + operator tools

The tools around the grid

Coordinator dashboard

What needs attention right now: unconfirmed shifts, compliance blocks, double-bookings, plant not sent, operators not texted, dockets outstanding, jobs not completed.

Directories — jobs, operators, plant

Jobs tracker by status. Operators with phone / email / expired + expiring ticket counts + upcoming assignments — scoped so a shared operator's work for another client never leaks. Plant with reference / categories / attachment count / telematics-tracked flag + upcoming bookings.

7-day forward availability

Roster showing who is booked which day and who is free all week — the answer to "who can we call for tomorrow's slot?" in one glance.

Compliance hub

Operator tickets + plant certificates expired or expiring within 30 days, plus live compliance blocks on upcoming run sheets. One place to chase expiries before they block a job.

Utilisation report

Fill rate (confirmed vs total shifts), Confirmed / TBC / TBA split, job completion rate, per-machine shifts + hours, per-operator shifts + hours — over any period, Excel / PDF export.

"My shifts" for operators

Cards showing machine, job, customer, date, day / night, times, tappable map link, supervisor name + tap-to-call number, attachments / tasks + cell notes. One-tap Confirm / Un-confirm.

Permissions

Four tiers, scoped by role

Manager — full access across the client's run sheets, jobs, plant, and operators. Supervisor — may edit jobs where they supervise a shift, read the rest. Operator — sees only their own assignments via the "my shifts" page. Plus a client-level enablement gate so Dispatch can be switched on for the clients who need it and left off for the ones who don't.

Runs alongside

Wired into the Workforce package

Timesheets

Every confirmed assignment logs as a draft timesheet shift with per-asset machine hours — no re-keying.

See Timesheets →

Dockets

Raise a wet-hire docket from the logged shifts in one action, then consolidate to a Xero / MYOB invoice.

See Dockets →

Inductions

Operator competency and ticket validity gate who can be assigned to which plant × shift — compliance blocks fire on the grid.

See Inductions →

Common questions

How much does it cost?

Dispatch is part of the Workforce package — $5 per user per month total, ex GST, for Timesheets + Inductions + Dockets + Dispatch together. Priced per user, not per device. Month-to-month, no lock-in contracts.

Does it replace our weekend / possession run-sheet spreadsheet?

Yes — that's the design brief. The grid tracks jobs × shifts × plant with all the fields the spreadsheet carried (locations, day / night times, plant with attachments and tasks, operator assignments with inline notes, Confirmed / TBC / TBA cycling). The published PDF mirrors the spreadsheet layout the crew is used to, so the transition is drop-in.

How does compliance blocking work?

Every assigned plant × shift cell carries a compliance badge. Red BLOCK when the operator is missing a required ticket for that plant. Amber WARN when a ticket is expired, an induction is outstanding, or a plant certificate has lapsed. Blocks show on the grid, the coordinator dashboard, and the compliance hub — so you catch problems before the shift starts, not after.

What double-bookings does it catch?

Operator double-bookings (overlapping shifts across jobs, across the whole client) with midnight rollover handled cleanly, plus asset double-bookings flagged against the scheduling asset board. Surfaced on the grid + on the coordinator dashboard.

Does the SMS go out from our number?

Yes — bulk SMS runs on your own Twilio account, the same setup that powers the Messaging module. The message is customisable per client with {job}, {location}, {link}, {first_name} merge fields; the preview modal shows exactly who + what before you send; TEXT SENT is stamped against every confirmed recipient.

Can operators confirm their own shifts?

Yes. The "my shifts" page shows each operator's assignments — machine, job, customer, date, day / night, times, tappable map link, supervisor name + tap-to-call number, attachments / tasks + cell notes. One tap to Confirm or Un-confirm.

See Dispatch on a live run sheet

We'll walk through building a weekend run sheet, assigning plant + operators, catching a double-booking, texting the crew, and logging the shifts to draft timesheets. 30 minutes.

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