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Dispatching

Dispatching in Tare brings together digital ticketing, job assignments (RFOs), subcontracting, and multi-company collaboration in one organized workflow.

A helpful metaphor:

  • Dispatch = Box
  • RFO / Job = File inside the box
  • Bills = Papers placed inside each file

This structure mirrors how hauling companies already operate — only now everything is digital and organized automatically.

What a Dispatch Represents​

A Dispatch groups related work together. It includes:

  • Customer
  • (Optional) PO Number
  • One or more RFOs (jobs)
  • Assigned operators (employee drivers or subcontractors)

Dispatches let you organize multiple jobs under the same customer or PO.

To learn more about customers and PO numbers:
👉 Customers & PO Management

What an RFO Represents​

An RFO (Request For Operator) is a single job inside a dispatch.

An RFO includes:

  • Job details
  • Assigned operator
  • Customer & PO context
  • Notes
  • Bills submitted

Operators can be:

  • An Employee Driver, or
  • A Subcontractor

If a subcontractor is a dispatcher of their own company, they can subcontract the RFO further to one of their drivers.
This allows multi-layer subcontracting while keeping all information synced.

The RFO Lifecycle (Core Workflow)​

Here’s the full flow from creation to completion:

1. Dispatcher creates a dispatch​

Adds customer, PO, and initial job details.

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2. Dispatcher creates one or more RFOs and assignes operators​

Each RFO is assigned to an operator (driver or subcontractor).

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**2.1 Copy RFO​

Use the copy button to autofill the RFO form with the newest RFO

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3. Operator receives notification​

The operator sees the job immediately in Tare (app or web).

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4. Operator must Accept or Decline​

  • Accept → they take responsibility for the job
  • Decline → dispatcher is notified to reassign it
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5. Work is completed​

Operator does the job in real life.

6. Operator uploads bills (tickets)​

Photos of scale slips, invoices, or bill images are attached.

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7. Dispatcher reviews tickets​

Only the root dispatcher can remove incorrect submissions.

8. Job is complete​

Stored under the dispatch for reporting and billing.

This reflects the real-world hauling workflow.

Subcontracting (How Multi-Company Flow Works)​

Subcontracting is a key part of Tare’s dispatch system and mirrors how real hauling companies pass work to other operators.

How it works:​

  1. You assign an RFO to a subcontractor.
  2. The subcontractor must accept the RFO before taking any action.
  3. After accepting, if the subcontractor is a dispatcher, they may:
    • Complete the job themselves, or
    • Subcontract the job to one of their own drivers
  4. All operators and dispatchers in the chain see the correct live status.
  5. If the subcontractor declines, it behaves exactly like a driver decline:
    • The previous dispatcher is notified
    • The job must be reassigned or sent to another operator

Important Notes​

  • A subcontractor cannot upload bills or assign another operator until they have first accepted the RFO.
  • Declining at any level breaks the chain, and the job returns to the previous dispatcher.
  • Multi-layer subcontracting is supported as long as each subcontractor is a dispatcher for their own company.

This allows Tare to model real-life multi-company hauling workflows while keeping everything synced and transparent.

Important Rules:​

  • A subcontractor does not need to accept your invite before you send an RFO.
  • If they decline the subcontractor invite, they cannot receive RFOs.
  • RFO acceptance is required before subcontracting or uploading tickets.

This system mirrors real-life subcontract chains while keeping data unified.

Ticket Uploads (Bills)​

Bills are uploaded after the operator accepts the RFO.

Operators can upload:

  • Ticket photos
  • Scale slips
  • Images from camera or gallery

Bills belong to the specific RFO, not the dispatch.

Only the root dispatcher can delete or correct submissions.

This keeps financial records accurate and avoids tampering.

Reassignment & Failure Handling​

Sometimes jobs need to be reassigned due to changes in availability or workflow.

Common reasons include:

  • Operator declines
  • Operator does not respond
  • A subcontractor’s driver declines
  • A subcontractor chain breaks
  • Equipment becomes non-compliant

Tare handles these situations cleanly:

  • All declines trigger notifications
  • Dispatchers can reassign an RFO to another driver or subcontractor
  • The RFO status updates automatically based on the new operator
  • All ticket history and job details remain attached to the RFO

This prevents jobs from getting lost or stalled and keeps the workflow consistent.

How to Reassign an RFO​

If an RFO needs to be redirected to a different operator, dispatchers can reassign it at any time.

Step 1 — Navigate to the RFO​

Open the dispatch, then select the specific RFO that needs reassignment.

Step 2 — Tap “Edit”​

This opens the RFO editing options.

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Step 3 — Select a New Operator​

Choose a different:

  • Employee driver or
  • Subcontractor
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After selection, the RFO will be sent to the new operator, and they will need to accept or decline the job.

Reassignment updates instantly for all users in the workflow.

Summary​

Dispatching ties together all major parts of Tare:

  • Dispatches group work by customer & PO
  • RFOs represent individual jobs
  • Operators (drivers or subcontractors) accept or decline
  • Subcontractors can re-dispatch if they are dispatchers
  • Tickets are uploaded after acceptance
  • Only dispatchers can remove or correct tickets
  • Notifications keep everyone updated
  • Multi-layer subcontracting allows real-world flexibility

Dispatching is the backbone of Tare — the hub that connects customers, equipment, operators, subcontractors, and tickets into one smooth workflow.