👥 Primary Audience: Admins, Partner Admins, Operation Managers ,Dispatchers, Sales Agents, Data Entry
The dispatch team operates as the primary liaison between the sales department, which secures loads, and the settlement department, which processes invoices and payments. Dispatchers are responsible for assigning carriers, monitoring transit progression through stop status updates, and releasing loads once delivery is confirmed. Each of these procedural steps necessitates a specific level of authority. While updating a stop status to reflect real world events is a routine task, overriding a status out of sequence, such as marking a stop as arrived when the system anticipates a different status, presents operational risks. Similarly, releasing a load for billing represents a critical handoff that should occur only when delivery is authentically verified.
The Dispatch Permissions category within Alvys regulates the fundamental operational actions required to maintain freight movement. These authorizations include assigning loads to carriers and drivers, managing stop statuses during transit, adjusting load weights, releasing delivered loads for billing, and overriding carrier restrictions when business requirements necessitate flexibility. This guide details the permissions categorized under dispatch as well as the Edit Miles permission, which is the singular authorization located within the load category.
Where to Manage Dispatch and Load Permissions
⚠️ To modify these permissions, the logged-in user, preferably an administrator, must possess the “Set Permission” permission located within the Management category. Without “Set Permission”, a user can view the user profile or form but cannot adjust any permissions. For additional information regarding the “Set Permission”, please refer to the Management & Privacy Permissions article.
Dispatch and Load Permissions are configured at the individual user level within the User Management interface. To adjust these settings:
Select your username located in the bottom left corner.
Navigate to the Company Profile and select the Users tab.
Choose an existing user to Edit or select the Add User button to create a new profile.
Scroll to the Permissions section and locate the Dispatch category.
Identify the four (4) individual checkboxes corresponding to the dispatch permissions detailed in this article:
Dispatch,Override Stop Status,Release LoadsandOverride Carrier Restriction
Identify the individual checkbox corresponding to the Load permission detailed in this article:
Edit Miles
Dispatch Permissions Breakdown
Dispatch
The Dispatch permission serves as the primary mechanism for dispatch related functionality within the Alvys TMS. It governs whether a user may execute dispatching actions and critically whether the system recognizes that individual as a dispatcher for load assignment purposes. This authorization enables the user to conduct direct dispatch operations within the user interface while simultaneously establishing their eligibility to appear in dispatcher lists across the entire platform. For example a user associated with any role excluding Driver or Support can be recognized as a dispatcher if they possess the Dispatch permission even if their actual role is something like Sales Agent.
ℹ️ Despite the permission name, the act of dispatching a trip which involves transitioning its status from Covered to Dispatched through the Manage menu does not depend on the user possessing the dispatch permission. It is governed solely by the status of the trip such as Covered or In Review. The Dispatch permission concerns the identification of an individual as a dispatcher and the authority to edit details such as mileage rather than the ability to engage the Dispatch button situated on the load details page beneath the carrier details card.
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Within the Alvys home or main dashboard page, the My Trips column is exclusively visible to users who possess either the Dispatcher or Sales Agent role or who hold the Dispatch permission. This functionality enables tenants to provide dispatching dashboard access to individuals in alternative roles, such as an Operation Manager acting as a dispatcher, without requiring a full role modification.
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Users with this permission can edit the mileage for individual trip stop-to-stop legs and the Previous Location Miles.
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When a user is attempting to modify the dispatcher on a trip clicks the dispatcher selector, the user picker dialog is pre-filtered to show only tenant users who hold the Dispatch permission. This ensures the system will not allow assigning a user who cannot act as a dispatcher.
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The Dispatch permission is also used to filter the dispatcher list in the Dispatch Planner. When the system populates the list of available dispatchers for load assignment, it filters users by the Dispatcher role and the Dispatch permission. Only users matching these criteria appear in the dispatcher dropdown.
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This permission also allow users to view the my assets tab in the Dispatch Planner.
By default, this permission is granted to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, and Sales Agent roles. Conversely, it is not assigned by default to the Biller, Data Entry, Office Admin, Safety, or Driver roles.
✅ Best Practice: Access to dispatch permissions should be restricted to personnel whose primary job function involves the direct management of load assignments, specifically Dispatchers, Sales Agents, and Operations Managers. This authorization should not be extended to billing staff or safety officers, as their professional requirements are typically limited to read-only access for load data.
Override Stop Status
The Override Stop Status permission serves as a dispatch override that enables a user to modify a stop's status, such as transitioning from Covered to Arrived or from Picked Up to Empty, independently of the standard sequential workflow that governs status changes. During normal operations, stop statuses progress in a fixed order, and the status selection menu is active only when a trip maintains an operational status such as Covered, Dispatched, In Transit, or Delivered, provided the driver has not yet been paid.
A user without this permission sees the stop status button, but the button will remain rendered in a disabled, non-interactive state unless the trip meets the requisite operational status criteria and remains unpaid. The Override Stop Status permission empowers the user to circumvent both of these conditions, facilitating the use of the status dropdown menus even when the trip exists in a locked state, such as Released or Invoiced, or after the completion of driver payment.
⚠️ Please note that if a load resides in the Completed status, the stop statuses remain immutable even when this permission is granted. Furthermore, the trip must have an assigned carrier to remain valid for modification. In the absence of an assigned carrier, the status button will remain in a disabled state regardless of any administrative permissions held by the user.
By default, this permission is granted to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, and Office Admin roles. Conversely, it is not assigned by default to the Safety or Driver roles.
✅ Best Practice: Access to this permission should be granted to all dispatch and operations personnel who actively manage loads in transit. Conversely, this permission should be restricted from roles that are intended only to view load data, such as Safety, or from roles that lack operational load management responsibilities.
Release Loads
The act of releasing a load serves as the definitive signal that delivery is complete and the load is prepared for subsequent financial processing, including customer invoicing and carrier or driver compensation. The Release Loads permission governs the authorization for users to advance a Delivered or TONU (Truck Ordered Not Used) load into the Released status, making it visible to the billing and accounting teams within the invoicing queue. Furthermore, this permission is essential for reversing that transition, allowing a user to move a load backward from the Released state to a previous operational status. In the absence of this permission, a user is unable to advance a load from the Delivered to the Released status, which effectively prevents the necessary handoff to the billing department.
⚠️ The load/trip must be in the correct status (Delivered or TONU for release, Released for un-release) for the permission to have effect. For the "Release Load" (multi-trip) button, the load must have more than one trips and at least one trip must be in Delivered or TONU status.
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Trip Info Panel Release Button: This button allows a user to release a delivered or TONU load to billing.
Trip Info Panel Revert Status Button: This button allows a user to revert a previously released load (reverted to Delivered). The trip must be in Released status, and the user must have the Release Loads permission.
Trip Info Panel Release Load: Allows a user to release all trips on a load at once. The load must be in Delivered or TONU status, and the user must have the Release Loads permission.
By default, this permission is assigned to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, and Office Admin roles. Conversely, it is not assigned by default to the Safety or Driver roles.
✅ Best Practice: The Release Loads permission should only be granted to dispatchers and operations leads who are responsible for confirming delivery.
Override Carrier Restriction
The Override Carrier Restriction permission allows a user to assign a carrier to a load trip even when that carrier's external compliance e.g. (RMIS, Highway, MCP or SaferWatch) certification status is in a restricted state specifically when the carrier’s External Status is marked as Unacceptable, Non Compliant or Requires Review in Alvys's third-party compliance integration. Without this permission, selecting such a carrier with a status that is Non Compliant or Requires Review, the Assign Carrier wizard immediately surfaces an error, and the user is completely blocked from proceeding with the assignment.
The Override Carrier Restriction permission allows a user to assign a carrier to a trip even when that carrier’s external compliance certification (RMIS, Highway, MCP, or SaferWatch) status, is in a restricted state, specifically when the external status is marked as Unacceptable, Noncompliant, or Requires Review within the third party compliance integration utilized by Alvys. In the absence of this permission, the selection of a carrier with a status that is Noncompliant or Requires Review causes the Assign Carrier wizard to immediately surface an error, and the user is subsequently prevented from proceeding with the assignment.
⚠️ If a carrier has the Do Not Load Status, assignment is blocked for all users regardless of having the Override Carrier Restriction permission.
Carrier restrictions exist to protect the company from liability, compliance violations, and service failures. Nevertheless, legitimate business scenarios may arise necessitating the utilization of a restricted carrier, for example, a carrier's insurance is being renewed and the restriction is temporary, or a specific carrier is the only option for an urgent, time-sensitive load. This permission provides a controlled override mechanism, ensuring that only senior authorized personnel can make the judgment call to use a restricted carrier.The Override Carrier Restriction permission surfaces in exactly one location; the Assign Carrier Wizard modal. This modal appears when a dispatcher clicks the Assign Carrier button on a load trip from the Load Detail Page (trip-info panel), when an interested carrier is selected from the carrier panel, or when the non-revenue details view triggers the wizard.
By default, this permission is assigned to the Support, Partner Admin, Admin, and Operation Manager roles. Conversely, this authorization is not granted by default to the Dispatcher, Biller, Sales Agent, Data Entry, Office Admin, Safety, or Driver roles.
✅ Best Practice: Review whether Admin and Operation Manager users should retain this permission. While they receive it by default, consider removing it from users who do not need to override carrier restrictions. Only grant this permission to Senior Operations Managers and Partner Administrators who have the authority and judgment to override carrier safety and compliance restrictions.
Edit Miles
Edit Miles Permission allows a user to change the mileage recorded on a load in Alvys. Load mileage (the number of miles driven from pickup to delivery) is used in billing calculations e.g. driver pay calculations (for mile-based pay). In most instances, Alvys calculates mileage automatically based on the load origin and destination addresses through an integrated routing tool. The Edit Miles permission allows a user to override that calculated figure with a manually entered value. Without it, the mileage fields appears, but is disabled.
Mileage discrepancies between what Alvys calculates and what a rate confirmation or customer agreement specifies may arise. Different routing engines calculate slightly different distances, contracted miles are often negotiated and fixed regardless of the actual route, and some customers have specific mile agreements for standard lanes. Without This permission, mileage inputs are locked and cannot be edited. Dispatch mileage directly influences rate calculations and, as driver compensation rates are often structured per mile, any modification to the mileage alters the total amount owed. Incorrect mileage can lead to overpaying or underpaying carriers and can distort profitability reporting. This permission ensures that only authorized users can modify this financially significant value.
Dispatch Mileage : The Paid Empty Miles and Paid Loaded Miles fields, are disabled without this permission.
Driver Rate Mileage Fields: In the Driver Money Box the Mileage fields (Paid Loaded Miles and Paid Empty Miles) within driver rates are also read-only without this permission.
IFTA Truck Report : The IFTA Truck Report page has an inline mileage editing mode that can be toggled on and off. This is controlled through a UI action rather than being directly tied to the permission check in the same way as the other areas.
By default, this permission is granted to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, and Data Entry roles. Conversely, it is not assigned by default to the Office Admin, Safety, or Driver roles.
✅ Best Practice: Grant Edit Miles to billing specialists and lead dispatchers who are responsible for verifying and correcting mileage on loads.
Frequently Asked Questions (FAQs)
Q: What is required to modify Dispatch and Load permissions for other users? A: To adjust these settings, the logged-in user must have the "Set Permission" authorization located within the Management category.
Q: What is the difference between the Dispatch permission and the Dispatcher role?
A: The Dispatcher role is a predefined user category, while the Dispatch permission is a specific permission that enables dispatch functionality. A user in a different role, such as a Sales Agent, can still be recognized and assigned as a dispatcher if they hold the Dispatch permission.
Q: Does a user need the Dispatch permission to move a trip from Covered to Dispatched status?
A: No. Transitioning a trip to "Dispatched" via the Manage menu depends on the trip’s status (such as Covered or In Review), not on the user possessing the Dispatch permission.
Q: Why is a specific user not appearing in the dispatcher list when assigning a load?
A: The dispatcher selector is pre-filtered to only show users who hold the Dispatch permission. If the user is not on the list, they likely lack this specific authorization.
Q: Can the Override Stop Status permission be used to modify a load in Completed status?
A: No. Even with this permission, stop statuses remain immutable if the load is in "Completed" status.
Q: What does "releasing" a load mean in Alvys?
A: Releasing a load transitions it from Delivered (or TONU) status to Released status. This signals that the load is confirmed as complete and ready for billing and settlement. Once released, the load appears in the billing queue for invoice generation and in the settlement queue for carrier/driver payment processing.
Q: What happens when a user without the Release Loads permission attempts to process a delivered load?
A: The user will be unable to select the release button to advance the load from "Delivered" to "Released" status, preventing the load from being handed off to the billing department for invoicing.
Q: Can I un-release a load after it has been invoiced?
A: Yes, the Release Loads permission allows you to revert a trip from "Released" back to "Delivered." However, you should consult your billing team first, as this may not fully reverse billing or settlement actions already initiated.
Q: Can I assign a carrier with a "Do Not Load" status if I have the Override Carrier Restriction permission?
A: No. If a carrier has a "Do Not Load" status, assignment is blocked for all users regardless of whether they hold the Override Carrier Restriction permission.
Q: Which external compliance statuses can be bypassed with the Override Carrier Restriction permission?
A: This permission allows the assignment of carriers whose external certification status is marked as Unacceptable, Non Compliant, or Requires Review by third-party integrations like RMIS or SaferWatch.
Next Steps
⏭️ Proceed to the Management & Privacy Permissions Article, which explains how to control access to sensitive data (such as Tax IDs and SSNs) and manage administrative capabilities across users, carriers, assets, safety records, and integrations.