Tracking and Communication Systems

Real-time tracking and seamless communication are essential for modern dispatching. Knowing exactly where your trucks are, communicating instantly with drivers, and providing customers with accurate updates improves efficiency, customer satisfaction, and operational control. This guide covers the technologies and best practices for tracking and communication in trucking operations.

GPS Tracking Systems

How GPS Tracking Works:

Technology:

GPS receiver in truck determines location via satellites
Cellular connection transmits location to server
Dispatcher views location on web portal or mobile app
Updates every 1-5 minutes (varies by system)

What's Tracked:

✅ Real-time location (latitude/longitude, address)
✅ Speed and direction
✅ Ignition status (engine on/off)
✅ Idle time
✅ Route history (breadcrumb trail)
✅ Geofence events (entering/leaving areas)

Major GPS Tracking Providers:

Samsara:

Cloud-based fleet management
Excellent dashcam integration
Real-time tracking + telematics
Cost: $30-$50/vehicle/month

KeepTruckin (Motive):

ELD + GPS + dashcam combo
Driver app with messaging
Cost: $25-$40/vehicle/month

Geotab:

Strong telematics platform
Customizable
Enterprise-level
Cost: $25-$45/vehicle/month

Verizon Connect (Fleetmatics):

Reliable tracking
Good customer support
Cost: $30-$50/vehicle/month

Fleet Complete:

Comprehensive fleet management
Canadian market strong
Cost: $25-$40/vehicle/month

Communication Technologies

1. Mobile Apps (Driver-Dispatcher)

Features:

Two-way messaging: Text-like interface
Load details: Automated load information delivery
Document upload: Scan BOL, POD with phone camera
Status updates: Driver marks status (arrived, loaded, delivered)
Navigation: Turn-by-turn directions

Popular Apps:

Samsara Driver App
KeepTruckin Driver App
PeopleNet Driver App
Omnitracs Mobile App

Benefits:

✅ Instant communication
✅ Reduces phone calls
✅ Written record of all communication
✅ Drivers stay focused on driving (less talking)

2. Qualcomm / Satellite Communication:

What It Is:

Satellite-based communication system
Works anywhere (no cellular required)
In-cab terminal for drivers

Features:

Messaging dispatch
GPS tracking
ELD functionality
Works in remote areas (mountains, desert)

Providers:

Omnitracs (owns Qualcomm MCP)
PeopleNet

Cost:

$40-$80/month per unit
Higher than cellular but works everywhere

Best For:

Long-haul operations
Remote area operations
Carriers needing 100% coverage

3. Cell Phones:

Basic Communication:

Voice calls
Text messaging
WhatsApp, other apps

Pros:

✅ Universal (every driver has one)
✅ Familiar technology
✅ Free or low cost

Cons:

❌ Distracting while driving
❌ No automated tracking integration
❌ No documentation trail
❌ Driver might miss calls while driving

Best Practice:

Use for urgent situations only
Prefer messaging apps over calls
Never call driver while driving (HOS violation risk)

4. Two-Way Radios (CB Radio):

Traditional Tool:

CB (Citizen Band) radio
Driver-to-driver communication
Traffic alerts, road conditions

Limitations:

Short range (5-10 miles)
No dispatcher communication (unless dispatcher in same area)
Not used for dispatching anymore

Still Useful:

Drivers helping each other (traffic, directions, emergencies)
Convoy communication (multiple company trucks together)

Geofencing and Automated Alerts

Geofencing:

What It Is:

Virtual boundary around geographic area
Triggers alerts when truck enters or exits

Uses:

Pickup/Delivery Alerts:

Truck arrives at shipper → Alert dispatcher
Truck leaves shipper → Loaded notification
Truck arrives at receiver → Delivery imminent
Truck leaves receiver → POD reminder

Unauthorized Location:

Truck goes off route
Truck enters restricted area
Theft prevention

Time Zone Crossing:

Automatic time adjustment alerts
HOS recalculations

Automated Status Updates:

Customer Notifications:

"Your shipment has been picked up"
"Driver is 50 miles from delivery"
"Delivery completed"

Dispatcher Alerts:

Driver approaching HOS limit
Truck stopped longer than expected
Route deviation
Speeding or harsh braking

Communication Best Practices

Dispatcher-Driver Communication:

Clear Protocols:

✅ When to use messaging vs. phone calls
✅ Response time expectations
✅ Emergency communication procedures
✅ Check-in schedule (driver updates every X hours)

Load Communication:

Send load details via app (not verbal)
Include: addresses, contact names/numbers, appointment times, special instructions
Driver acknowledges receipt

Status Updates:

Driver updates status at key milestones
En route to pickup (ETA)
Arrived at pickup
Loaded (time, any issues)
En route to delivery (ETA)
Delivered (time, POD sent)

Customer Communication:

Proactive Updates:

Notify customer when driver dispatched
Update on pickup completion
Notify of any delays immediately
Confirm delivery

Tools:

Automated emails from TMS
Customer portal (track their own loads)
Text message updates
Phone calls for critical updates or issues

Integration Benefits

TMS + ELD + GPS:

Complete Visibility:

Location + Hours Available = Perfect dispatch planning
Know exactly where truck is AND how many hours driver has

Example:

Driver in Dallas with 8 hours available
400-mile load to Houston (8 hour drive)
System shows: "Perfect match"

TMS + Load Boards:

Integrated Load Searching:

Search DAT/Truckstop from within TMS
Book load directly into system
No duplicate data entry
Faster workflow

TMS + Accounting:

Automated Data Flow:

Load delivered → Invoice generated → Sent to QuickBooks
No manual entry
Reduced errors
Faster billing

Conclusion

Modern tracking and communication systems transform dispatching from reactive chaos to proactive management. Real-time location data, instant messaging, and automated alerts enable dispatchers to manage larger fleets more effectively while improving customer service.

Key Takeaways:

Tracking Systems:

✅ GPS tracking: Real-time location, route history, geofencing
✅ Updates: Every 1-5 minutes
✅ Integrated with TMS: Complete visibility

Communication:

✅ Mobile apps: Driver-dispatcher messaging, document upload
✅ Satellite systems: Work in remote areas (Omnitracs, PeopleNet)
✅ Automated alerts: Geofencing, status updates

Best Practices:

✅ Use messaging over phone calls
✅ Set clear communication protocols
✅ Leverage automation for routine updates
✅ Reserve calls for urgent issues
✅ Provide customers with proactive updates

"You can't manage what you can't see. Modern tracking and communication systems make invisible fleets visible."

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Tracking and Communication Systems