Dispatch Module Settings (including videos)

Summary

This guide provides a comprehensive overview of the dispatch module functionalities, including setting up templates, managing notifications, and optimizing equipment check-in and check-out processes. The document will walk you through the step-by-step configuration of essential settings to ensure efficient dispatch task management and smooth workflow transitions.

Additionally, this guide is accompanied by two embedded videos that provide a hands-on walkthrough of the dispatch module settings. The videos cover the functionalities in depth, demonstrating how to configure settings, manage notifications, and streamline the check-in and check-out processes.

TABLE OF CONTENTS

Summary
Dispatch Module Overview
- Key Settings and Functionalities
Advanced Dispatch Settings
Embedded Videos for Hands-On Learning
Final Notes

Dispatch Module Overview

The dispatch module is located in Toolbox > Settings Tab > Dispatch Module. It allows users to configure default return settings, notification templates, divisional management, and automated workflows for seamless equipment handling.

Key Settings and Functionalities

1. Default Expected Return After Days and Time

Defines how many days items will be out when dispatched from the module or the Mac Kiosk.
Default time for item return can be configured.
Applicable only to direct dispatches (not bookings, where start and end dates are pre-defined).

2. PDF Notification Email Print Template

Enables automatic email notifications for dispatch pick-up contacts or client contacts.
Requires an assigned template (created under Templates).
Example: "Doggy Bag" template is set, logs out, and logs back in to activate.

3. Notification Email Settings

"Include from Email Address" acts as a BCC recipient (e.g., warehouse@company.com) to receive all notifications.
"Send due objects to be returned email to pick-up contact" reminds users to return items.

4. Divisional Manager Notifications

Works with the Mac Kiosk to notify divisional managers.
Right-click to set divisional managers.
"Send email to divisional manager when dispatch is in preparation" ensures notification upon status change.
Example: When a dispatch is marked as "In Preparation," an email notification is triggered.

5. Auto Check-In and Check-Out Features

Prevents workflow interruptions by allowing equipment to be checked in or out even if it was not previously recorded.
Auto-check in objects that are out when being checked out: If an item is still marked as checked out but needs to be used again, it is automatically checked in first.
Auto-check out objects that are in when being checked in: The system adjusts status automatically to facilitate rapid processing.

6. Import Objects from Original Checkout

Helps users quickly re-check out all associated equipment when one item is selected.
Example: If a camera is being checked out, the system will prompt whether to include other associated gear.

7. Date Settings for Dispatches

"Set date to today and actual time when setting status to dispatch" determines whether a dispatch takes the current time or planned time.
Recommended: Keep off in demo environments to allow overdue testing.

8. Notification & Push Settings

"Allow sending email and push notification on status changes" ensures that clients and pick-up contacts receive updates when a dispatch moves from "In Preparation" to "Ready to Go."
"Allow sending email reminder when dispatch has 24 hours left" reminds users of return deadlines.

9. Automatic Booking Creation

"Create enslaved booking when creating a dispatch" automatically logs a booking upon dispatch creation.
Example: A monitor is dispatched for a Barcelona event, and a booking entry is simultaneously generated.

10. Dispatch Status Verification and Tracking

"Set all objects to verified objects when setting to dispatched" should be used cautiously. If enabled, all objects are auto-verified without scanning.
"Track and display dispatch between divisions" uses color coding: Red (out), Green (in-house), Orange (in another division).

Advanced Dispatch Settings

1. Use Strict Numbering Policy

Ensures that check-in and check-out numbers are never reused after cancellation.

2. Show Remove Object as a Pop-Up in Dispatch Window

Should remain OFF to prevent accidental removal of checked-out objects.

3. Auto Activate Booking Dispatch Workflow

If enabled, the dispatch workflow automatically activates upon booking confirmation.
Example: A preliminary quote converts to "Confirmed" and triggers automatic equipment checkout.

4. Limited User Mode Change Status Password

Restricts actions for limited users (e.g., kit room staff) by requiring a password for critical actions.
Can be customized per web user.

Embedded Videos for Hands-On Learning

To enhance your understanding of the dispatch module, two instructional videos are embedded in this guide.

Part 1: Covers essential dispatch settings, default return dates, notification templates, and check-in/out automation.

Part 2: Explores advanced settings, numbering policies, dispatch verification, and strict workflows.

These videos provide step-by-step demonstrations that align with the configurations discussed in this guide.

Final Notes

These settings are crucial for smooth operations, preventing unnecessary delays in equipment management.
Ensure divisional managers, warehouse staff, and pick-up contacts receive appropriate notifications.
Use automated check-in and check-out settings to streamline processes and reduce manual errors.

By following this guide and referring to the embedded videos, teams can optimize their dispatch workflows, ensuring efficient and error-free equipment handling.