If you’ve been in trucking for more than a decade, “T-Call” should be a familiar term. It originated when in-cab communication systems used dedicated keys for drivers to send “macro” messages to update load status.
The days of these one-size-fits-all mobile systems are gone. Today, many fleets use custom apps with digital workflows for the tasks drivers perform on dispatch to have real-time visibility and back-office automation.
These workflows can precisely match a fleet’s operations and guide drivers through every stage of load execution.
Scott Applefeld, Vice President at systems integrator ASR Solutions, helps fleets customize and integrate the Eleos Mobile platform. He recently shared how fleets can use increasingly sophisticated workflows to get exactly what they need.
This article summarizes his approach to building workflows in seven stages to automate back-office functions, simplify driver tasks, and improve productivity and job satisfaction.
Stage 1: Digitize Driver Tasks
Some fleets start by deploying a companion app for drivers that provides them with real-time messaging and easy-to-use tools for viewing load details, filling out forms, accessing navigation, scanning documents, submitting receipts, and more.
At this point, however, the workflow still depends on drivers to move it forward. The next stage begins shifting responsibility for initiating workflows from drivers to the application.
Stage 2: Put the Right Information in Front of Drivers
Rather than presenting drivers with separate functions and blank forms, the second stage adds context by automatically displaying information the fleet already has.
Using the Eleos platform, fleets can display load details, such as bill of lading (BOL) numbers, via real-time integration with ELDs and back-office systems. Instead of manually entering a BOL number at pickup, drivers simply verify the number already displayed in the app and note any discrepancies.
Providing drivers with the right information at the right time is a major step forward. The next stage shows them exactly what to do with it.
Stage 3: Guide Drivers Step by Step
Fleets can build automated workflows with intuitive layouts, visual cues, and guided actions that simplify every step of the load.
Instead of showing every possible action, the app displays only the buttons drivers need based on where they are in the trip. Starting a trip reveals the arrival action. Completing an arrival unlocks the next task, such as taking a photo of securement, completing a trailer inspection, or confirming a pickup. Each completed step advances the workflow.
This keeps drivers focused on moving freight rather than navigating the app. The next stage makes data collection equally intuitive.
Stage 4: Build Workflows Around the Job
Rather than relying on generic forms, the Eleos platform’s flexibility enables fleets to build workflows that match their exact operational requirements. Drivers complete the right task at the right time before moving to the next step.
For example, a fleet can require a customer-specific arrival form before a pickup. At delivery, the workflow can prompt drivers to capture an electronic signature, scan delivery documents, and complete a trailer inspection – whatever is required by the customer or the fleet to complete the delivery.
If required tasks aren’t completed, the app can prevent drivers from moving on to their next assignment until the workflow is complete.
The next stage makes those forms even smarter by responding dynamically to driver input.
Stage 5: Show Only What’s Relevant
Not every workflow needs to be the same each time.
Whereas Stage 3 is about putting buttons in front of the driver at the right time, this stage adds guidance by using Eleos’ dynamic forms, which enable conditional logic to display only the fields relevant to the driver’s situation.
Rather than having drivers complete the same form during an arrival or other location-based event, the conditional logic guides drivers through a form and workflow tailored specifically for that event. This minimizes unnecessary data entry and avoids unneeded confusion for the driver.
Suppose a driver drops a loaded trailer at a customer location. Instead of displaying questions for a live unload, the form can automatically skip those steps and immediately direct the driver to the next task, such as identifying the empty trailer to pick up.
Smarter forms improve efficiency. The next stage ensures the information drivers enter is accurate.
Stage 6: Catch Errors Before They Spread
Server-side validation on the Eleos platform uses pre-built integrations with back-office systems to verify driver input before submission. Trailer numbers, seal numbers, equipment assignments, and other operational information can be checked in real time.
If a driver enters incorrect information, the workflow immediately flags the error and prompts for a correction before it causes downstream issues for dispatch or customer service.
Server-side validation goes hand in hand with the final stage: creating workflows that adapt to each fleet’s unique needs.
Stage 7: Tailor Automation to Your Operation
The most advanced workflows are tailored to each fleet’s operating style.
A bulk hauler focused on maximizing daily turns may automate workflows at nearly every stop, reducing the time drivers spend completing forms. By contrast, a specialized carrier may require additional inspections, signatures, or customer-specific workflows before a driver departs.
With Eleos, fleets can build workflows for each customer, freight division, equipment type, driver role, and countless other scenarios. As workflows become more tailored, drivers spend less time entering routine information and more time responding to actual exceptions.
For example, fleets can create Action Requests that require drivers to respond before accessing other app features. Whether acknowledging a message, answering a question, or completing a form, Action Requests prompt drivers to complete critical tasks before proceeding.
Build What’s Next
Rather than offering a fixed set of features based on the lowest common denominator to fit all fleets, Eleos provides configurable building blocks that fleets can combine to create workflows tailored to their operations. As business needs evolve, those workflows can adapt accordingly.
Whether you’re replacing legacy macros or building highly automated, customer-specific workflows, the Eleos Mobile Platform gives you the flexibility to improve visibility, reduce manual effort, and deliver a better experience for drivers.
Ready to see what’s possible? Schedule a personalized Eleos demo today.
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