How-to guides
How to get your dispatch line answering calls
Who this is for: dispatchers and owners. Time: 5 minutes, plus whatever call forwarding your current carrier needs.
Your account is issued a dispatch number when you register — it's shown on the confirmation screen after you verify your email, and again in Settings → Tenant → Dispatch number. Every call to that number is answered, recorded, transcribed, summarized, and filed under Calls.
1. Confirm the number is on your account
Settings → Tenant. The dispatch number field should hold your number in
international format (+15555550000). This is also the number your outbound
calls and texts come from, and it's how an inbound call is matched to your
company — so if it's blank or wrong, calls won't reach you.
2. Point your existing line at it
Most carriers don't hand out a new number to their brokers. Two options:
- Forward your existing business line to the dispatch number. Any phone provider can do this; look for "call forwarding" or "find me / follow me".
- Publish the dispatch number on your carrier packet and setup sheets and let it become your dispatch line over time.
Forwarding is the usual choice — you keep your number, and AI Dispatch picks up when you don't.
3. Choose how calls are answered
Settings → Operations
| Setting | What it does |
|---|---|
| Voice enabled | Master switch. Off means no answering and no outbound calls. |
| Business hours start / end | Your office window, in your local timezone. |
| After-hours triage on inbound calls | Off by default. When on, calls landing outside business hours go through a short triage — urgent callers are routed differently from routine ones. Inside business hours, the normal flow runs. |
| Auto-call brokers for missing fields | Off by default. When on, if a broker's message left out something essential (MC#, rate, pickup time), the system calls them back a few minutes later to ask. |
There is also a smart inbound menu available, which puts a short language-and-caller-type front door on the line: brokers get walked through a guided load intake, everyone else gets routed to dispatch or voicemail. When it's on, it takes precedence over both the standard flow and after-hours triage. Ask support to enable it if you want it.
4. What a caller hears by default
With no options enabled, an inbound caller hears:
"Thanks for calling dispatch. I'm an AI assistant, and I'll pass your message to a human dispatcher. Please leave a message with your name, company, and load details. When you are finished, simply hang up."
They record (up to three minutes), and then:
"Thanks. A human dispatcher will follow up shortly. Goodbye."
That wording is deliberate. The assistant identifies itself as an AI, and it never confirms a rate, accepts a load, or tells a broker anything is booked. Those are decisions only a dispatcher makes.
5. What happens after the caller hangs up
Within roughly ten seconds to a minute:
- A Call record appears with the recording.
- The recording is transcribed.
- The AI reads the transcript and fills in caller type (broker, driver, shipper, mechanic, factoring…), company, MC#, a summary, an urgency level, and any risk flags.
- If it was a broker offering freight, a Load Opportunity is created with whatever load details the caller gave.
- The call lands in your queue as Needs human review — or Spam if the AI recognized it as a robocall.
6. Try it before a broker does
Call your dispatch number from your cell phone and leave a realistic message: your name, a company, an MC number, a lane, a rate, a pickup time. Then open Calls and watch the summary appear, followed by the opportunity under Load Opportunities.
Related
Still stuck?
Email support@dynamanic.io with your company name, what you did, what happened — quoting any message on screen — and when, with your timezone.