Creating affiliates and assigning to dispatches

Creating affiliates and assigning to dispatches


Creating Affiliates and assigning to dispatches



Overview

This module explains how to create affiliate profiles and assign affiliate companies to dispatches. This is useful when trips are subcontracted or farmed out due to capacity constraints or partner arrangements.

1. What Are Affiliates?


Affiliates are third-party companies that fulfill trips on your behalf. Assigning an affiliate to a dispatch helps you:

  • Offload trips to partner operators

  • Maintain service levels when your fleet is maxed out

  • Track revenue vs. expense when outsourcing trips

2. Creating an Affiliate Profile


Step-by-Step Instructions:

  1. Go to Company Setup > Affiliates.

  2. Click Create New Affiliate.

  3. Fill in the required fields:

    • Affiliate Name

    • Phone Number

    • Email Address

  4. Click Save.


You can optionally include additional notes, address info, or internal tags.

3. Assigning an Affiliate to a Dispatch


Using the Scheduler View:

  1. Open the Scheduler.

  2. Find the dispatch you want to assign to an affiliate.

    • Affiliate dispatches already appear in gray.

  3. Click on a dispatch (e.g., Booking #112) and select View More Details.

  4. On the dispatch screen, click Edit.


Enable Affiliate Coverage:

  1. Check the box labeled Affiliate Coverage.

  2. Select the Affiliate from the dropdown list.

  3. Enter the Affiliate Rate (the amount you’re paying them for the trip).

  4. Click Save.


A warning will appear if a driver is already assigned—confirm to clear them and switch to affiliate mode.

4. Sending the Affiliate Work Ticket


Once saved, you’ll see two new options:

  • View Affiliate Work Ticket – Preview what your affiliate will receive

  • Send Affiliate Work Ticket – Email the affiliate their trip assignment


To Send the Work Ticket:

  1. Click Send Affiliate Work Ticket.

  2. Your configured email template will appear.

  3. The system auto-attaches the trip summary.

  4. Click Send.


The affiliate will receive:

  • Pickup/drop-off times

  • Vehicle requirements

  • Customer expectations

5. How It Appears in Scheduler

  • The dispatch now shows as a grayed-out bar, indicating it is covered by an affiliate.

  • You no longer need to assign your own vehicle or driver.

6. Financial Tracking

  • The Affiliate Rate helps you compare:

    • What the customer paid

    • What you’re paying the affiliate

  • This enables clean margin tracking and reporting

Best Practices

  • Always confirm contact info is correct before sending tickets.

  • Use the “Notes” section to document custom affiliate agreements.

  • Review the trip in the affiliate’s view before sending to ensure clarity