Dispatch Management Software - Get the Most Trusted Fleet Technology Solution

You’ve come here with a purpose.

Maybe you’re a dispatch controller keen on refining your task management skills. Perhaps you’re intrigued by the idea of stepping into the world of dispatch control or just seeking a wealth of information on the subject because you like to stay updated with the latest fleet trends. 

No matter the reason, you are in the perfect place. This blog is crafted to cater to your curiosity and provide insights into dispatching and the system needed for efficient task management.

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Let’s start with the job title: Dispatchers

You might picture dispatchers glued to multiple screens, chugging coffee and giving instructions into a microphone. While this image does capture the fast-paced and sometimes stressful environment, the reality is much more nuanced.

Dispatchers are skilled people with a real knack for keeping the wheels turning from dispatch to delivery. They are strategic planners that assign drivers to tasks, optimise drivers’ routes, track the location of vehicles, collaborate with drivers and communicate with customers.

In a nutshell, dispatcher responsibilities are:

• Schedule drivers for pickups or deliveries
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• Keep records, monitor driver logs, and track vehicle locations
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• Manage logistics, including supply chains, workflows, and task progression
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• Communicate with drivers, providing updates and instructions, and addressing any issues that arise

Depending on the industry, there are many types of dispatchers:

• Delivery dispatch: Optimising routes for couriers, truck drivers, or delivery personnel.
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• Emergency dispatch: Managing emergency calls and coordinating responses for police, fire, or ambulance services.
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• Field service dispatch: Assigning technicians or repair crews to service appointments and ensuring efficient completion.
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• Transportation dispatch: Overseeing the movement of public-use vehicles like buses or trains.

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What is a fleet dispatch system?

So, say you run a delivery service for an e-commerce company. Your dispatch fleet management system conducts the entire delivery process, ensuring job efficiency, timely deliveries, and cost-effectiveness.

A fleet dispatch system comes packed with tools and features to smoothly assign, track, and manage your vehicles and drivers. Thanks to this system, both fleet managers and dispatchers can stay in the loop with real-time updates on job status, driver availability, and vehicle status. 

With this, dispatchers can make smart and efficient vehicle assignments based on location, vehicle type, and availability, not on a whim.

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What happens when assets are needed? Dispatching occurs

In any business that deals with handling continuous orders, schedules, and deliveries, dispatching plays a crucial role in ensuring the seamless operation of various systems.

Before the widespread adoption of dispatch fleet management software, companies relied on a variety of manual methods to manage their fleets. These methods were often inefficient, time-consuming, and prone to errors.

Here’s a comparison of the old and new approaches:

Old methods:

• Paper-based systems: Dispatchers relied on handwritten notes, maps, and spreadsheets to track vehicle locations, assign jobs, and communicate with drivers. This was a tedious and error-prone process, making it difficult to optimise routes and respond to real-time changes.
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• Two-way radios: Communication between dispatchers and drivers relied primarily on two-way radios. This method was limited in its range and capabilities, making it difficult to communicate complex instructions or receive detailed updates.
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• Manual route planning: Dispatchers manually planned routes using paper maps and calculators, a process that was time-consuming and often resulted in suboptimal routes.
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• Limited data and analytics: Data on driver performance, fuel usage, and other key metrics was limited and difficult to analyse. This made it challenging to identify areas for improvement and make data-driven decisions.

Innovative new method – Dispatch fleet management software:

The introduction of dispatch fleet management software has brought about a significant shift in how businesses handle their fleets. This software offers a unified platform to oversee various aspects of fleet operations.

• Stay in the loop with real-time tracking: Thanks to GPS-equipped vehicles, fleet managers can track their every move in real-time, enabling dispatchers to allocate jobs in an optimised way on the go.
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• Job assignments made easy: With the dispatch fleet management system, jobs get assigned to drivers automatically, taking into account where they are, when they’re available, and their specific skills.
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• Two-way communication: Stay connected with your drivers through secure text messaging and voice communication, enhancing efficiency and reducing dispatch time. Give clear instructions and get instant updates in return.
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• Comprehensive data and analytics: The software generates detailed reports on driver performance, fuel usage, maintenance schedules, and other key metrics. This data aids in identifying areas for improvement and making informed decisions.

Don’t forget smart route planning. To get the assets or drivers to where they are needed quickly, route optimisation can lend a helping hand by providing the most efficient routes to take based on the distance needed to travel, traffic conditions, or delivery priorities. With route optimisation in use, this can save you on fuel consumption, travel time and overall efficiency.

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How does a dispatch fleet management system work?

For fleet dispatch software to work to improve asset distribution, it needs to be integrated with GPS and telematics systems so they can properly monitor dispatched vehicles and accurately track their vehicle usage.

The key components start with dispatching software. This platform is where all the magic happens, it tracks vehicles, drivers and tasks and allows managers to:

• Assign jobs: Match driver skills, driver location and vehicle type for accurate task assignment.
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• Plan and optimise routes: Consider traffic, road closure, weather, travel distance and fuel usage to provide optimised and fuel-efficient routes to take.
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• Monitor dispatched drivers/vehicles: Track task progress until completion, if there are delays, managers can swiftly provide support and inform clients to manage their expectations.
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• Communicate with teams: Clearly communicate instructions to field teams while allowing drivers to inform dispatchers of any updates that occur on the job.
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• Analyse gathered data: Access driver reports, fuel consumption reports and vehicle/equipment usage reports and use the information to improve future dispatching.

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Must-have features for your dispatch fleet management system:

Before finding the right dispatch software for your business, there are a few key elements every business would benefit from having when it comes to dispatching software.

1. Driver and vehicle profiles

    

   You have to be able to keep all essential information about your drivers, vehicles, and assets in one place.
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2. Easy availability tracking and scheduling

    

   Simplify tracking availability, scheduling, and assigning drivers to specific vehicles effortlessly.
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3. Real-time tracking for better control

    

   Monitor your fleet’s location, status, and progress in real time for effective management. With knowing your asset’s location and status, proper dispatching can be achieved.
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4. Streamlined process automation

    

   Automate routine processes to boost operational efficiency and save time, so dispatchers can allocate their attention to other elements like job progression or any issues they have to address.
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5. Effective communication tools
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   Facilitate clear and timely communication between dispatchers and drivers for a smooth workflow.
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6. Smart route planning and optimisation

    

   Plan routes smartly, considering factors like traffic, distance, and delivery priorities for cost-effective operations.
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7. Data-driven analytics and reporting

    

   Leverage analytics to generate detailed reports and gain insights into your fleet’s performance.
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8. Seamless integration with other systems

    

   Integrate smoothly with other essential systems to avoid data entry hassles and ensure consistency.

In the realm of dispatching, these features aren’t just checkboxes; they’re the essential features that could drive your fleet forward in dispatching efficiency.

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What’s the difference between dispatch and fleet management systems?

Doesn’t this system remind you of the capabilities of another smart fleet system? Dispatch fleet management is under the same umbrella as fleet management systems, but their differences lie in their focus and functionality.

Here are the main differences:

1. Fleet management system

Fleet management is a powerful toolkit designed to enhance your vehicle fleet’s efficiency and performance. From keeping tabs on vehicle locations to managing fuel usage and scheduling maintenance, it covers a spectrum of tasks crucial for seamless operations and seamless dispatching.

Key features:

• Dispatch excellence: Enjoy all the benefits of a dispatch system, ensuring your operations run seamlessly.
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• Proactive maintenance: Schedule and track vehicle maintenance to prevent breakdowns and keep your fleet performing optimally.
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• Fuel efficiency: Keep a close eye on fuel usage, identify improvement areas, and enjoy cost savings along with environmental benefits.
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• Compliance made easy: Navigate regulations effortlessly, ensuring your fleet operates legally and mitigating risks.
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• Insightful analytics: Dive into detailed reports on fleet performance, fuel efficiency, driver behaviour, and more, guiding your strategic decisions.
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• Smooth integration: Seamlessly connect with accounting, vehicle diagnostics, and fuel management systems for streamlined operations and efficient data exchange.

Where fleet management focuses more on the management of the fleet internally, e.g., asset location, maintenance needs, usage rate, etc., dispatch fleet management systems are more about the planning, coordinating and optimisation of delivering goods, services, or personnel.

2.Dispatch fleet management system

Dispatch management is a complex system comprising various interconnected elements working together to achieve seamless resource allocation. These essential components include:

• Dispatch planning: This marks the beginning of the dispatch process, where planners prioritise tasks based on factors like customer orders, delivery deadlines, and available resources. It involves assessing workload, determining task order, and allocating resources accordingly.
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• Routing and scheduling: Routing selects the most efficient path for each task while scheduling assigns specific time slots. This minimises travel time and optimises resource utilisation.
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• Vehicle and driver management: Dispatchers assign the appropriate vehicle and driver to each task, considering factors like capacity, skills, and availability. This also includes managing vehicle maintenance and inspection schedules.
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• Communication and tracking: Effective communication is vital. Dispatchers relay task assignments, updates, and instructions to drivers. Real-time tracking enables quick responses to changing conditions.
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• Resource allocation and optimisation: Efficiently allocating resources involves assigning the right vehicle, driver, and equipment for each task. Optimisation considers factors like route efficiency, fuel consumption, and workload balancing.
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• Data analysis and reporting: Data analysis is crucial for identifying trends, areas for improvement, and cost-saving opportunities. Reporting tools offer valuable insights for decision-making.

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How do you know when your business needs dispatch management?

Beginning to witness the inefficiencies of navigating the operational landscape without a robust dispatch fleet management system? 

From losing track of dispatched assets to underutilised fleet resources, the challenges are mounting. Brace yourself – the scenario could escalate further without the investment in this innovative solution:
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Delivery delays:

Ineffective dispatch systems often result in delayed deliveries, jeopardising customer satisfaction and triggering financial penalties for missed deadlines. This causes negative customer experiences, potential loss of clients, and increased operational costs.

Implementing a dynamic dispatch system with real-time tracking and route optimisation capabilities will ensure timely and efficient deliveries.
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Resource underutilisation:

Poor optimisation leads to underutilisation or overloading of resources like vehicles and personnel. Reduced productivity, inefficient allocation of assets, and increased operational expenses.

A dispatching software would effectively consider factors like vehicle capacity, driver skills, and workload balancing and assign tasks accordingly, leaving space for no over or underutilised assets in your fleet.
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Rising operational costs:

Ineffective routing and scheduling contribute to higher fuel costs and increased wear and tear on vehicles, escalating operational expenses, financial strain on the business, and reduced profitability.

Utilising dispatch systems that incorporate advanced algorithms for optimal route planning, minimising fuel consumption and maintenance costs.
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Communication breakdowns:

Lack of real-time communication between dispatchers and drivers creates misunderstandings, errors, and delays in task execution, affecting overall operational efficiency.

Implementing two-way communication features within dispatch software for seamless and instant communication between dispatchers and drivers.
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Inaccurate tracking:

The absence of accurate real-time tracking hampers monitoring and responsiveness. Inefficient task progress tracking hinders quick adaptation to changes or unexpected events.

The solution is deploying GPS-enabled tracking systems to provide accurate, real-time location data for all vehicles and equipment, enabling precise monitoring.
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Customer dissatisfaction:

Delays, missed appointments, or incorrect deliveries result in dissatisfied customers causing a negative impact on the business reputation and loss of future opportunities.

Implementing customer notification features and providing real-time delivery updates will enhance transparency and manage customer expectations.
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Limited scalability:

Inefficient systems struggle to handle the demands of business growth, hindering performance and increasing challenges in accommodating expansion.

Choose a scalable dispatch solution that can adapt to the evolving needs of a growing business.
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Lack of adaptability:

If your business doesn’t embrace new technologies or strive to step into an evolving business environment it might find it difficult to address emerging challenges and adapt to market trends.

Opt for dispatch solutions that are agile and easily adaptable to changes ensuring future-proofing against evolving business landscapes.
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Now that you know the common telltales of needing a dispatching system and what your business is missing, let’s switch to the benefits your business can start enjoying if modern dispatching methods are used.

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Benefits of proper asset dispatching

An all-in-one dispatch and fleet management software isn’t just a game-changer for transportation logistics providers. Industries like delivery, food and beverage, oil and gas, construction, and more can also reap the benefits of fleet dispatch software, which are:

• Boosted efficiency: Trimmed travel time, optimised routes, and lighter driver workloads result in quicker deliveries, more completed tasks, and reduced costs.
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• Enhanced customer service: Punctual deliveries, real-time tracking, and effective communication contribute to heightened customer satisfaction and loyalty.
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• Improved compliance: Automated monitoring and alerts assist in mitigating risks and ensuring adherence to regulations.
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• Cost reduction: Lower fuel consumption, decreased maintenance needs, and improved operational efficiency can lead to substantial cost savings.
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• Data-driven decision-making: Insights from data reports empower managers to make informed decisions regarding fleet size, resource allocation, and overall strategy.

As these benefits can positively influence any business fleet dispatching, it’s essential to understand how choosing the right fleet dispatching system can have a significant impact on how effective these benefits can be.

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How do I choose the right fleet dispatching system?

When looking for a system to upgrade how you organise your assets, it’s best to first look at your business and assess what it needs.

Identify your business’s needs and set goals; then ask yourself the following questions:

1. Is your fleet large or small?
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2. What industry do you operate in?
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3. What types of vehicles does your business use?
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After taking a close look at the essentials of your business, consider these factors that could potentially make deciding which dispatch software to choose that much easier and narrow down your options.
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• Scalability and customisation:
  
  Choose software that can grow with your fleet and adapt to changing business needs. Customisation options ensure the software is aligned precisely with your fleet’s unique requirements, promoting flexibility and efficiency.
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• Integration:

   

  Opt for software that seamlessly works with other fleet management systems to ensure a smooth transition and avoid disruptions. This cohesion, whether with telematics, fuel tracking, or maintenance software, streamlines operations, making decision-making more efficient.
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• Ease of Use:

   

  Look for a user-friendly interface that’s easy to navigate and understand. This boosts adoption rates and minimises training requirements, ensuring a smoother implementation of the software solution.
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• Mobility:

   

  Embrace cloud-based dispatch software for its mobility advantages. This allows dispatchers and drivers to stay connected and access vital information on the go, enhancing operational flexibility.

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Why is dispatch management important?

Dispatch management is essential for businesses, as it ensures that resources like vehicles and drivers are used efficiently. By planning tasks and assigning them based on factors like location and availability, dispatch management helps complete jobs on time, saving fuel costs and preventing unnecessary wear on vehicles. 

Clear communication between dispatchers and drivers is crucial for a smooth process, and efficient routing algorithms contribute to optimal travel routes, reducing both time and expenses. 

The key factors that push many businesses into investing in a dispatching fleet management system are plenty, a few of which are:

Cost efficiency: By optimising routes, reducing fuel consumption, and minimising overtime for drivers, dispatching can lead to significant savings. This not only benefits the company’s bottom line but also promotes sustainability.

Customer satisfaction: Providing timely and accurate deliveries or services is essential for customer loyalty.

Resource optimisation: Ensures resource optimisation by efficiently managing vehicles and drivers, reducing idle time, and maximising overall productivity.

Real-time decision-making: Dispatchers play a pivotal role in making real-time decisions to adapt to changing conditions such as traffic, weather, and unexpected delays.

Compliance and safety: Dispatch management aids organisations in adhering to safety regulations, managing driver hours, and maintaining compliance with industry standards, ensuring a secure and reliable operation.

This not only satisfies customers by ensuring timely deliveries but also provides valuable data for decision-making and continuous improvement. In a dynamic environment, dispatch management allows businesses to adapt quickly to changes, ensuring a streamlined and effective operation.

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How do dispatch management systems add value to fleet operations?

Legacy dispatching programs (not to mention spreadsheets) don’t come close to the location-aware, analytics-driven dispatch and scheduling software available today.

A digital dispatching system is more than a convenient interface for doing fleet tasks the old way. Modern systems rely on vehicle telematics data to supply dispatchers with real-time information about:

• Track locations and cruising speeds
• Average route travel speeds
• Current road conditions
• Estimated vehicle ETAs
• Driver behaviours
• Cargo transportation conditions

Using this data, fleet managers can develop dynamic schedules to maximise asset usage and adjust schedules in real time.

Also, dispatch tools can automate redundant tasks. For example, they can automatically generate regular routes and schedules based on historical records, codified rules, or real-time information. Such a degree of automation reduces the volume of human errors and increases overall workforce productivity, both among managers and drivers.

An hour of idle time is the equivalent of 40 kilometres of driving. By composing better schedules and adjusting for cancellations in real time, you can plan better driver shifts and prevent overwork.

As we wrap up dispatch management software, only one driver and vehicle management software solution stands out: Cartrack.

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Dispatch easily with one smart fleet management system

Cartrack is a leading provider of vast fleet management solutions that can assist CEOs, business owners, fleet managers and dispatchers with their fleets. Cartrack equips dispatchers with solutions to transform dispatching from a reactive method to a proactive process of efficiency from dispatch to delivery.

Here are some of the ways Cartrack can be a valuable asset for dispatchers:

1. GPS tracking for real-time visibility

    

   Cartrack’s GPS tracking offers real-time insights into vehicle locations. This empowers dispatchers to enhance operational efficiency and cut costs per job by helping you intelligently dispatch the closest driver with the right vehicle and skills for each task.
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2. Delivery tool for streamlined task management

    

   Cartrack’s Delivery tool simplifies task assignment and real-time tracking from dispatch to delivery. This tool automates processes, offering full visibility into task progress and allowing easy job allocation to drivers. Through route optimisation, Delivery also provides quicker route options for your dispatched drivers to cut down on lengthy trips, save fuel and boost turnaround times.
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3. Geofencing for increased fleet movement knowledge

    

   Set virtual boundaries around any location to gain wider visibility of your vehicle activity with our geofencing feature. You can zone off warehouses, dispatching sites, delivery drop-off locations or any area you want to monitor and receive alerts when your vehicle enters or exits these zones. This is a great way to see if your drivers are on schedule and keep your customers updated on the delivery progress.

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Cartrack’s dispatching success story

Diag is a Vietnamese medical laboratory committed to providing fast and affordable human blood testing packages, samples, and health kits. When it came to delivering their samples, they faced challenges in driver and vehicle tracking.

Through delivery, Cartrack helped with smart dispatching, simplifying task allocation and enhancing fleet productivity. 

“Delivery enabled Diag to scale their business by over 1,200%, whilst decreasing their logistics admin costs in half.” 

said Diag.

With Cartrack, dispatchers can rely on a trusted partner for enhanced communication, route optimisation, and overall fleet efficiency.

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Elevate your dispatching and delivery operations with Cartrack