Key takeaways
- Post one job per message, in a fixed format, and ask for a reply to accept.
- Read receipts show who saw the job; replies show who took it.
- Location sharing in the chat helps with meeting points and arrivals.
- Photos close the job: proof of delivery or completed work.
- C Chat does not include route planning, job scheduling or GPS tracking; it handles the messaging.
Dispatch runs on small decisions made fast: who is closest, who has the right equipment, who is free after lunch. Many companies still do it by phone, one call at a time, with the dispatcher writing notes on paper or in a spreadsheet. A shared group with a simple format turns that into something everyone can see and nobody has to remember.
Why dispatch fails on personal chat apps
Moving dispatch to a personal WhatsApp group is a common first step. It helps, but it breaks in predictable ways:
- Jobs scroll away. A job posted at 8:02 is buried by 8:15 under replies, jokes and unrelated photos.
- Unclear acceptance. Two drivers say “ok” to the same job, or nobody does and everyone assumes someone did.
- The dispatcher’s personal phone is the system. When they are off, nobody knows what was assigned.
- No company record of who took which job and when, which matters for billing and complaints.
How C Chat handles dispatch
C Chat gives you a dispatch group inside a team your company owns, with tools that suit the workflow:
| Step | How it works in C Chat |
|---|---|
| Send the job | Dispatcher posts it in the dispatch group with a fixed format |
| Accept | Assignee replies to that message: “Taken” |
| Confirm it was seen | Read receipts on the job message |
| Arrive | Driver shares location in the chat, see location sharing |
| Close | Photos of delivery or completed work, with a “Done” reply |
| Escalate | Voice note or 🚨 alert if something goes wrong |
Setting it up: groups, members and roles
- Create a dispatch group with the dispatcher, supervisors and everyone who takes jobs.
- Split by region or vehicle type if the group gets busy, for example “Dispatch – North” and “Dispatch – South”.
- Keep a separate team group for general talk, so the dispatch group stays clean.
- Make dispatchers admins so they can add a new driver on the spot.
- Pin the job format and the rule: “Reply to the job message to accept. One job, one reply.”
Industry examples: drivers in transportation and logistics, with a detailed workflow in driver dispatch messaging for logistics; harvest crews in agriculture; and material runs on construction sites.
Message formats and checklist
JOB #[number] – [time window] Pickup / site: [address] (location attached) Task: … Contact on site: [name] Needs: [vehicle / tools]
Replies, always as a reply to the job message:
- “Taken – ETA [time]”
- “Arrived” + location
- “Done” + photos
- “Problem” + what, and a voice note if easier
Daily checklist for the dispatcher:
- Every job has exactly one “Taken”.
- Every taken job has a “Done” or a reason.
- Workers alone on long jobs check in at agreed times; see lone worker check-ins by chat.
Security and oversight
Dispatch messages contain customer names, addresses and sometimes access codes. C Chat sends them over TLS and stores them with AES-256 using your organization’s key. Owners and admins can audit and export the dispatch group when a customer disputes a delivery time or a job. Direct messages between a dispatcher and a driver are private, so confirm assignments in the group rather than in DMs. Remove drivers who leave from the team the same day.
Dispatch is part of a wider field setup; see field team communication and communication for frontline workers. For events, where jobs change minute by minute, see event staff coordination.
Getting started
Create your team at getcchat.com/c, set up one dispatch group, pin the job format and run tomorrow’s jobs through it. Drivers can use the browser app today, with iOS and Android apps coming soon.
Frequently asked questions
Can I use a chat app instead of dispatch software?
For many small teams, yes. If you send a few dozen jobs a day and need confirmations, locations and photos, a structured group chat works well. If you need automatic routing, scheduling, live vehicle tracking or billing integration, use dedicated dispatch software, and keep chat for the conversation around the jobs.
How do drivers confirm a job in C Chat?
They reply directly to the job message with a short confirmation such as 'Taken, ETA 14:30'. Read receipts show whether the others saw it, which avoids two people driving to the same job.
Does C Chat show where my drivers are?
Only when they share a location in the chat. C Chat does not track people continuously, which many workers and companies prefer for privacy.
What if a driver is in trouble on the road?
They can send the one-tap 🚨 alert to the dispatch group so supervisors see it at once, and should call their local emergency number if anyone is hurt or at risk.