This guide outlines the function and flow of various notes within the Dispatch Hub platform, across different screens and stages of order management.
Overview & Definitions
Note Type | Description | Use Case Examples | Screens |
Booking Note | Permanent note tied to the initial order creation. | "Customer requires a call 30 mins before arrival." | Order Creation Screen, Dispatch Board (via Notes and Attachments Section and tooltip) |
Office Note | An editable, general-purpose note for operational details. | "Site access via Gate B. Call Driver Prior" | Order Creation Screen, Dispatch Board (via Notes and Attachments Section and tooltip) |
Short Note | A high-visibility, 15-character flag. | "Delayed" | Dispatch Board (via Notes and Attachments Section), Activity Card, Billing Group Screen (Transport Card), Execution Details section |
Internal Note | Internal notes used for communication between users; the latest note appears on the Activity Card and Transport Card. | "Driver confirmed pallet count is 5, not 4." | Dispatch Board, Activity Card, Billing Group Screen (Transport Card) |
Pricing Note | Note specifically for billing and invoicing context. | "Wait time charge of $50 applied. Signed off by CS" | Billing Group Screen, All Consignments Screen |
Location Notes | Pre-configured notes (including hazards) pulled from the location master file. | "Hazard: Aggressive dog on site." | Dispatch Board (via Notes and Attachments Screen), possibly other location-linked screens as configured |
1. Order Level (Order Creation)
When creating a new order, two note fields are available:
Booking Note:
This is the first note field during order creation.
Important: Once the order is created/booked, this note cannot be edited.
Office Note:
This is the second note field during order creation.
Unlike the booking note, the office note can be edited even after the order has been booked.
2. Dispatch Board
After an order is created and its legs are added to the Dispatch Board:
The tooltip that appears when we click on any leg on the board displays the:
Booking Note
Office Note
Right-click on any leg and select "Notes" to open the Notes and Attachments screen.
The Booking Note and Office Note entered during order creation will appear in their respective fields on this screen.
The Office Note remains editable.
Additional Note Types Available on the Dispatch Board:
Short Note:
Allows users to enter a brief note (max 15 characters).
This note is displayed on the Activity Card in Dispatch Hub and the Transport Card in the Billing Group screen.
Internal Notes:
Used by dispatchers to log internal communications.
The most recent internal note appears on the Transport Card in the Billing Group screen and on the Activity Card in Dispatch Hub.
Location Notes:
Includes Location Notes, Location Hazards, and Location Office Notes.
These fields are populated based on the Location Setup configuration.
3. Activity Card
When viewing the Activity Card of an order:
The Short Note appears under the Product Specification section.
The latest Internal Note is displayed below the short note, along with the dispatcher’s name who entered it.
Clicking the Note icon opens the Notes and Attachments screen.
4. Billing Group Screen
In the Billing Group screen:
The Transport Card within the Billing Group displays:
The Short Note
The latest Internal Note
Clicking the icon next to these notes opens the Notes and Attachments screen for the corresponding order.
You can enter a Pricing Note , which will flow through to the All Consignments screen.
The Execution details section displays:
The Short Note
Clicking the note icon opens the Notes and Attachments screen for the corresponding order.