Jackson Technology Partners · Built in Jackson, TN
Private Fleet Dispatch Scheduling: 15 to 3 Minutes per Load
A multi-site manufacturer replaced manual drive-time, hours-of-service and appointment calculations with a scheduling system that calculates the plan and inserts required breaks automatically. Dispatchers now spend more time testing load assignments across drivers to build a plan that improves fleet utilization.
*REVISED*
Fleet Scheduling Board
Driver week board with routing and hours-of-service planning
- 59.32% → 94.23%
- fleet utilization
- 34.91 pts
- increase in fleet utilization
- 15 → 3 min
- dispatch time per load
- 80%
- less dispatch time per load
Dispatchers were working out drive time and hours of service by hand
Dispatchers manually calculated drive time, hours of service and appointment timing for each load. They often had multiple calculators open to work through the constraints and determine whether a driver could make the plan.
That calculation work consumed time that could otherwise go toward comparing assignments across drivers and building a better fleet plan.
Dispatchers were spending time working out the constraints by hand before they could focus on how to use the fleet.
From calculators to a scheduling board that does the math
A simplified view of how a load got assigned to a driver — before and after the scheduling board. Select any step for detail.
- Manual work
- Handoff
- Review
- Digital / automated
Before
Manual calculations · 3 steps · 3 manual or handoff
- Gather the information needed to plan a load.
- Use separate calculators to check whether the driver could complete the plan.
- Account for appointments and breaks, then communicate the assignment.
After
Shared scheduling board · 3 steps · 0 manual or handoff
- Work from a shared fleet scheduling board.
- Calculate drive time, hours of service and appointment timing, then insert breaks automatically.
- Compare “what-if” load combinations to build a plan that improves utilization.
Select any step to see what happens there.
Simplified illustration of the workflow described in this case study.
A fleet scheduling board that calculates the plan automatically
The team built a fleet scheduling board that calculates key dispatch constraints automatically. It accounts for drive time, hours of service and appointments, and inserts breaks into the schedule. The board also provides a shared view of loads, drivers, routes and schedule details.
The result: dispatch time fell from 15 minutes to 3 minutes per load, saving 12 minutes per load — an 80% reduction. Dispatchers can now use more of their planning time to test load assignments across multiple drivers. During the measured period, fleet utilization increased from 59.32% to 94.23%, a gain of 34.91 percentage points.
Automatic calculations
The system handles drive time, hours of service and appointment timing.
Automatic break insertion
Required breaks are placed in the schedule by the system.
What-if load planning
Dispatchers can test how loads fit across multiple drivers.
Utilization focus
Planners can compare assignments to build a plan that makes better use of the fleet.
What would faster dispatch be worth to your fleet?
Enter your load count, load count period and dispatcher cost to estimate the time and money this kind of improvement could return each year.
Estimated annual savings
$54,600
- 1,560
- dispatcher hours returned per year
- 0.8
- full-time equivalents freed
- 80.0%
- less time per load
Estimate only. It uses the measured 15 → 3 minutes per load from this case study unless you enter your own times, and assumes 2,080 working hours per FTE. It covers dispatch planning labor only. Gains from higher fleet utilization are not included.
From checking constraints to planning the fleet
Automating the calculations shifts dispatchers’ attention from checking constraints manually to planning how loads should be assigned across the fleet.
- Reduces dispatch time by 12 minutes per load
- Removes the need to manually calculate drive time, hours of service and appointments
- Inserts breaks automatically into the schedule
- Gives dispatchers time to compare load assignments across drivers
- Increased measured fleet utilization from 59.32% to 94.23%
Frequently asked questions
Fleet utilization increased from 59.32% to 94.23%, a gain of 34.91 percentage points.
Dispatch time decreased from 15 minutes to 3 minutes per load, saving 12 minutes per load.
It calculates drive time, hours of service and appointment timing.
Yes. It inserts breaks automatically into the schedule.
They spend more time testing “what-if” load assignments across multiple drivers to build a plan that improves utilization.
See what automated fleet scheduling could do for your operation
We’ll map your current workflow and show you where the hours are going. There’s no obligation.
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