| Where this fits: Workflow Universe | For: Dispatcher | |
| Read first: How a Work Order Moves | Read next: Action Filters in One Page · Trip Status and Pin Legend |
Applies to: Dispatchers | Web
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Quick Reference · Dispatcher
The actions a dispatcher takes most days, in order. Each one names the Action Filter or control, the click, and the data point that proves it happened. Work by exception: the Action Filters are your inbox, and an empty Action Filter is the goal.
Morning, in this order.
| # | Do this | Where | The click | Proof it happened |
| 1 | Open your view | Work Orders page › filter funnel | Load your My Work template, with Region, Client, or Work Order Manager pinned. | The Schedule, Operations Failure, and Verify Trips counts are your territory’s, not the company’s. |
| 2 | Clear Operations Failure | Operations Failure Action Filter | For each row: call the Vendor, then from the Trip menu Edit Visit, Edit Trip (new ETA or dates), + TRIP, or Cancel. | Action Filter at zero, or every row left has a note and a Follow Up Date on its Work Order. |
| 3 | Dispatch Schedule | Schedule Action Filter | Not Dispatched, Urgent, Rejected: assign and Save & Dispatch. Work Orders with no Trip: + TRIP. Urgent first. | A blue pin on every row you touched; the Action Filter count down by that number. |
| 4 | Verify | Verify Trips Action Filter (the Trips page for bulk) | Times, origin icon, photos, Tasks, notes. Verify, or leave it and send the Vendor a note naming what is missing. | Trip Verified with no pin; Generate Invoices, Receivable, Payable appear in the header. |
| 5 | Date the rest | Follow Up Date column, sorted | Anything waiting on someone else gets a date. Waiting For Approval Trips get a call. | No open Trip in your territory without a Follow Up Date. |
When a pin is not blue.
| Pin | What you see | What happened | Click path |
 |
Is Late, then Never Arrived | ETA passed with no check-in. Still on the phone. | Call. On site: they check in from the app. Coming later: Trip menu › Edit Trip, new ETA. Were there: Edit Visit with the confirmed times. |
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Never Arrived | Expired | The Trip Expiration passed. It is off the phone. | Trip menu › Edit Trip: Work Order Close first, then Trip Expiration, then ETC, then ETA. Reassign. Save & Dispatch. |
 |
Didn’t Check Out | ETC passed with no check-out. | Call for the time they left. Trip menu › Edit Visit › Check Out. Status moves to Verification Required. |
 |
Must Return | The technician left with work remaining. The platform made the return Trip. | Schedule Action Filter: the new Trip is there as Not Dispatched. Assign, Save & Dispatch. |
 |
Unable to Service | On site, could not do the work. | Read the technician’s note. + TRIP if the Service is still needed. |
 |
Waiting For Approval | Dispatched; the Vendor has not accepted. In no Action Filter. | Call the Vendor. If the ETA is close, reassign. Put a Follow Up Date on it. |
 |
Not Dispatched after you saved | Save, not Save & Dispatch. Nobody was notified. | Trip row › Re-send Dispatch Email. Do not create a second Trip. |
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Verification Required, no photos | Photos went to Attachments, or no Asset on the Work Order. | Leave it unverified. Note to the Vendor: upload on the Visit. Associate the Asset for next time. |
End of day.
| Check | Pass when |
| Verify Trips | Zero for your territory, or every row left has a Vendor note saying what is missing. |
| Operations Failure | Count recorded. Every row in it has a Follow Up Date and a note. |
| Schedule | Nothing at Urgent Not Dispatched. Every Work Order with no Trip has an owner. |
| Notes | Every note that needed a reply went out with the right To chip and the email icon. |
Questions? Contact your Customer Success team or email support@utilizecore.com.