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Tracking and check calls
Your shipper hears about the problem from you first.
From the night before pickup to the signed POD, the AI agent tracks every truck. Driver confirmed, check calls made, no-shows caught early, appointments moved. Your reps get only the exceptions.
Pickup day
Confirmed the night before, checked again at dawn.
Most bad mornings start with a truck nobody confirmed. The night before, the agent gets the driver's name and cell, tractor, trailer and the tracking link. At dawn it checks the truck is rolling and sends the ETA.
- Driver and truck number sent to the dock
- Pickup number, address and time sent to the driver, in their language
- Loaded: seal number, piece count, BOL photo
- Bayou Line confirmed: driver Terrence, cell on file, tractor 207, trailer 53288
- Driver opened the tracking link
- Driver and truck number sent to the shipper's dock
- Truck moving, 31 miles out. ETA to shipper 06:35
- Checked in at the shipper. Appointment 07:00
- Loaded. Seal 7731045, 22 pallets, BOL photo saved
Check calls
Check calls, the way the driver answers them.
Tracking or ELD link shared? The agent reads it and reaches out only when something's off: a long stop, a wrong turn, a bad ETA. No link? It texts or calls the driver or dispatch on your schedule, in their language.
- Fewer calls to drivers who share location
- Driver on a 10-hour break? Dispatch gets the question
- ETA checked against hours left, not just miles
Sat sri akal Harpreet ji. Load 4119 Denver. Hun kithe ho, te ETA ki hai?
Hello Harpreet. Load 4119 to Denver. Where are you now, and what's the ETA?
Amarillo cross kar lia, kal 6 vaje pahunch javange
Passed Amarillo, we'll get there tomorrow at 6.
Saved: past Amarillo 15:20 · ETA Fri 06:00 · appointment 08:00 · on time
No-shows
A no-show caught at 05:30, not at 11:00.
Driver not answering, truck not moving? The agent calls dispatch early. A backup is already holding. Your rep gets one question, and the shipper hears before the appointment.
- The backup holds until the first truck checks in
- Fall-offs go into the carrier's history
- Harjit not answering. Tracking shows the truck parked in Grand Prairie since 21:00
- Gurpreet: DPF problem, truck 214 is in the shop. No other truck today
- Andriy's truck is still empty in Dallas. He'll hold until 06:30
Gurpreet fell off 4127. Andriy can be at Lancaster by 07:30 at $1,800, $100 over the booked rate and inside your max. Send him and update the shipper?
- Check passed. New rate con signed. Driver Luis, truck 32
- Shipper and Lancaster dock told: new carrier, driver and truck, same window
Delays
Trucks break down. The appointment moves before the miss.
The agent finds out what happened, works out a real ETA and moves what needs moving. Your rep gets a question only when it costs money or touches the shipper.
| What happens | What the agent does | Who hears about it |
|---|---|---|
| Tire blowout near Shreveport | Gets repair time from the voice note, redoes the ETA, moves the appointment | Shipper, with the new time. Rep sees it in the thread |
| Breakdown that needs a shop | Asks dispatch: repair time or recovery truck. A day or more? Lines up options | Your rep, with options: wait, recover or re-power |
| Ice on I-40, roads closed | Asks where the driver will wait it out. New ETA once the road opens | Shipper and receiver, early, with the reason |
| Driver out of hours 80 miles short | ETA after the 10-hour break, asks for a later appointment | Receiver for the new slot, then the shipper |
| Loaded late at the shipper | Logs in and out times for detention, checks delivery still works | Your rep, if detention applies |
| Receiver can't take the truck until tomorrow | Asks for the first slot, checks the driver's next load | Your rep, with the layover cost to approve |
Appointments and the shipper
New time booked with the receiver. Then the shipper knows.
The agent gets a new slot from the receiver's scheduling desk, then sends the shipper the reason and the new time. Nobody on your desk writes the "running late" email.
- Email or text, however each shipper likes it
- Shippers who want a call get one from your rep
To: shipping@northfield-foods.example · 14:16
Hi Dana, the truck on PO 77812 had a tire blowout on I-20 near Shreveport and is back on the road. New ETA at McDonough is Thursday 09:40. We moved the delivery appointment to 10:00 with the receiver, confirmation #MD-55102. I'll send the next update tomorrow at 06:00. Bluebonnet Logistics
- Receiver's scheduling desk confirmed 10:00
- Shipper told
- Next check call 16:15
Every morning
The morning summary is ready before your first call.
At the time you pick, the coordinator writes one short summary of all your loads: delivered, on time, at risk, needs a person. During the day, ask it anything: "which trucks are in Georgia?"
9 on time. 4122 delivered in Chicago, POD in. 4127 arrives McDonough 09:40, appointment already moved to 10:00, shipper knows. Two need you:
- 4119Fort Worth → Denver · I-25 closed north of Ratonat risk
- 4131El Paso → Phoenix · no truck confirmed yetneeds you
4119 can wait for the road to open or go around through Lamar on US-287. Waiting puts it 4 hours late. Ask the receiver for an afternoon slot?
Related
Keep reading
Send us last week's problem load.
The no-show, the breakdown, the angry receiver. We'll show you what the agent would have done, and when your rep would have known.