How-to guides
How to set up AI Dispatch in your first hour
Who this is for: the owner or lead dispatcher setting up a new account. Time: about 30–45 minutes, plus waiting time on texting approval.
AI Dispatch answers your phone, reads your email, screens loads, and chases paperwork. It never books freight on its own — every commitment still needs a person to click Approve. Setting up in this order gets you working fastest.
1. Create the account and verify your email
- Go to the sign-up page and register your company. The first user becomes the Owner.
- Open the verification email and click the link. Until you do, a banner sits at the top of every page and some outbound features stay off.
If the email hasn't arrived after a few minutes, check spam, then use the Resend verification link in the banner.
2. Fill in your company profile
Settings → Tenant
| Field | Why it matters |
|---|---|
| Company name | Appears on invoices, carrier packets, and the footer of every text you send |
| MC # / DOT # | Used on invoices, rate confirmations, and carrier packets sent to brokers |
| Phone | Your fallback contact number |
| Timezone (IANA) | Drives business hours, morning check-ins, quiet hours, and the daily report |
The timezone is the single most impactful field here. Everything scheduled — check-in times, after-hours triage, the daily report, digest emails — is computed in your local time, not the server's.
3. Set your operating numbers
Settings → Operations
These feed the profit calculator, so a few minutes here pays for itself on every load you screen:
- Default fuel $/gal and Default MPG — your real numbers, not the factory rating.
- Default fixed costs $/month — truck payment, insurance, ELD, permits, parking. This is what turns "revenue minus fuel" into a real margin.
- Working days / month and Average miles / day — how that monthly overhead gets spread across a single load. A load that ties the truck up for three days should carry three days of overhead.
- Default maintenance $/mile — charged on every mile, loaded or empty.
- Default factoring % — leave at your factor's rate, or 0 if you don't factor.
- Target $/total mile and the Strong / Acceptable / Weak margin % thresholds — these decide whether a load comes back green, yellow, or red.
4. Add your equipment and drivers
- Trucks — add each unit. Per-truck MPG and maintenance cost override the fleet defaults when the load is assigned to that truck.
- Trailers — add what you actually own. Load screening checks a broker's equipment requirement against this list, so a reefer load on a dry-van-only fleet gets flagged before you spend time on it.
- Drivers — name, mobile number, and pay method. The mobile number is what check-in texts go to, so get it right the first time.
5. Turn on your dispatch line
See Get your dispatch line answering calls.
6. Get texting approved
US carriers will not deliver business texts from an unregistered number. This takes the longest of any setup step and runs in the background, so start it early. See Get your number approved for texting.
7. Invite your team
Settings → Team. See Invite your team and set roles.
What "done" looks like
The Dashboard has an onboarding checklist that tracks this. You're ready to run real freight when:
- Your email is verified.
- Your dispatch number is set and answering.
- At least one driver and one truck exist.
- Your cost defaults are your real numbers.
- Texting registration is submitted (approval can land days later).
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.