DynaTrail Dispatch Administrator Guide
This guide provides system administrators with instructions for configuring and managing the DynaTrail Dispatch platform.
Inside this guide, you will learn how to configure company settings, manage users, customize operational workflows, and maintain system settings for your organization.
Topics in this guide include:
• Company setup and configuration
• User account management
• Permission and role configuration
• System settings and customization
• Administrative tools and system management
This guide is intended for company administrators responsible for managing the DynaTrail Dispatch system within their organization.
- Getting Started
- Start Here – New Account Setup
- Company Information Setup
- Carrier Confirmation Defaults
- Billing Defaults
- Driver Settlement Defaults (Carriers Only)
- QuickBooks Integration
- Subscription Information
- Adding Your First Users
- User Profile Settings
- Account & Subscription Management
Getting Started
Start here to activate your administrator account, log in, and complete the initial setup steps before using DynaTrail Dispatch.
Start Here – New Account Setup
Welcome to DynaTrail Dispatch
Before your team begins using DynaTrail Dispatch, the system administrator must complete several initial configuration steps. This guide walks you through the required setup process to prepare your account for daily operations.
Follow the steps below in order.
Step 1 — Activate Your Administrator Account
When your company account is created by a DynaTrail employee, the system automatically sends an activation email to your designated administrator.
The email will contain a secure link allowing you to create your password.
- Open the activation email from DynaTrail Dispatch
- Click the Create Password link
- Enter your new password
- Confirm your password
Step 2 — Log Into The System
After creating your password:
- Go to the DynaTrail login page
- Enter your administrator email address
- Enter the password you just created
- Click Login
Step 3 — Open Company Profile Settings
The next step is to configure your company settings.
- Click Settings
- Select Company Profile
The Company Profile section contains several tabs where you will configure important system defaults.
Company Information Setup
Before using DynaTrail Dispatch for daily operations, administrators must complete their company profile information.
The Company Information tab contains the core details used throughout the system for invoices, confirmations, and other communications.
Opening Company Profile Settings
To access the Company Profile section:
- Click Settings from the main navigation menu
- Select Company Profile
This will open the Company Profile settings page where several configuration tabs are available.
Company Information Tab
The Company Information tab allows administrators to enter the basic details of their organization.
This information will appear throughout the system and on documents generated by DynaTrail Dispatch.
Administrators should complete the following fields.
Business Contact Email
This email address represents the primary contact for the company.
It may be displayed on documents when sending system notifications, invoices, and other communications.
Company Website
Enter the website address for your company.
This may appear on invoices and customer communications generated by the system.
Business Number
Enter your registered business number or tax identification number.
This information may appear on invoices and other official documents.
Uploading Your Company Logo
Your company logo can be uploaded within the Company Information section.
Once uploaded, the logo will automatically appear on:
- Carrier confirmations
- Customer invoices
- Other system-generated documents
To upload your logo:
- Click Upload Logo
- Select your company logo file
- Click Save Changes
Saving Your Company Information
After entering your company details:
- Review the information for accuracy
- Click Update
Your company information will now be used throughout the DynaTrail Dispatch system.
Carrier Confirmation Defaults
Carrier confirmations are automatically generated by DynaTrail Dispatch when a load is dispatched to a carrier.
The Carrier Confirmation Defaults tab allows administrators to configure the email address and default message that will be used when sending carrier confirmations.
These settings ensure confirmations are sent with consistent messaging and proper contact information.
Opening Carrier Confirmation Defaults
To configure your carrier confirmation settings:
- Click Settings from the main navigation menu
- Select Company Profile
- Click the Carrier Confirmation Defaults tab
This section controls how carrier confirmations are sent from your system.
Carrier Confirmation Email Address
This email address will appear as the sender when carrier confirmations are sent from DynaTrail Dispatch.
Carriers will use this email as the contact for confirmation-related communication.
Default Carrier Confirmation Email Message
This message will automatically appear in the email body when carrier confirmations are sent.
You can use this section to include a standard message that will accompany every confirmation.
Many companies use this space to provide instructions to carriers or important dispatch notes.
Carrier Confirmation Footer Notes
This section is commonly used for:
- Terms and conditions
- Payment terms
- Required documentation instructions
- Contact information for dispatch
Saving Carrier Confirmation Settings
After configuring your confirmation settings:
- Review your email address and message content
- Click Update
All future carrier confirmations will now use these default settings.
Billing Defaults
The Billing Defaults tab allows administrators to configure how invoices and billing communications are handled within DynaTrail Dispatch.
These settings control the default email addresses, invoice messages, fuel surcharge configuration, and numbering used when billing trips.
Configuring these defaults ensures invoices and billing communications are sent with consistent formatting and company information.
Opening Billing Defaults
To access the Billing Defaults section:
- Click Settings from the main navigation menu
- Select Company Profile
- Click the Billing Defaults tab
This section contains several configuration options that affect how invoices and billing communications are generated.
Billing Email Address
This email address will appear as the sender when invoices and billing communications are sent from the system.
Customers receiving invoices will see this email as the contact for billing questions.
Send Copies to Billing Email
Administrators can choose whether a copy of each invoice email should also be sent to the billing email address.
This is commonly used to keep an internal record of invoices that were delivered to customers.
Block Trips From Being Billed
This option allows administrators to configure whether new trips are blocked from billing by default.
When enabled, trips must be manually approved before invoices can be generated.
This setting is useful for companies that require an accounting review before invoices are sent.
Fuel Surcharge (FSC)
DynaTrail Dispatch allows companies to automatically apply a fuel surcharge to invoices.
If your company uses fuel surcharge billing, this section allows you to configure the rate.
Default Billing Currency
This setting determines the currency used when generating invoices.
All invoices will default to the selected currency unless manually changed on a specific trip.
Starting Trip Number
Administrators can define the starting trip number used by the system.
This allows companies transitioning from another dispatch system to continue their existing trip numbering sequence.
POD Email Default Message
This message will appear in the email when sending Proof of Delivery (POD) documents to customers.
You can use this space to provide a standard message when delivering completed shipment documentation.
Invoice Email Default Message
This message will appear in the email when invoices are sent to customers.
It allows companies to include a standard billing message with every invoice.
Invoice Notes
Invoice notes appear directly on the invoice document itself.
Companies often use this section to include payment terms or other important billing information.
Saving Billing Defaults
After configuring your billing settings:
- Review the information for accuracy
- Click Update
All future invoices and billing communications will now use these default settings.
Driver Settlement Defaults (Carriers Only)
The Driver Settlement Defaults tab allows carrier companies to configure how driver settlements and payroll calculations are handled within DynaTrail Dispatch.
These settings define the default currency used for settlements, the payroll cutoff period, and how exchange rates are applied when converting between currencies.
Opening Driver Settlement Defaults
To access the Driver Settlement Defaults section:
- Click Settings from the main navigation menu
- Select Company Profile
- Click the Driver Settlement Defaults tab
This section contains configuration options used when calculating driver settlements and payroll.
Driver Settlement Currency
This setting determines the default currency used when calculating driver settlements.
All settlement calculations will use this currency.
Payroll Cutoff Date
The payroll cutoff date determines which trips are included in the current payroll period.
Trips completed before the cutoff date will be included in the current settlement cycle.
Trips completed after the cutoff date will be included in the next payroll cycle.
Exchange Rate Handling
If your company operates across multiple currencies, DynaTrail Dispatch allows you to control how exchange rates are applied when calculating driver settlements.
Administrators can choose to allow the system to automatically apply exchange rates or manually set a specific rate.
Automatic Exchange Rate
When automatic exchange rates are enabled, the system will automatically apply the current exchange rate when converting between currencies.
It will use the current exchange rate based on the date of the item being converted.
Manual Exchange Rate
If manual exchange rates are used, administrators can specify a fixed exchange rate when calculating settlements.
This allows companies to use their own internal exchange rate policies.
Saving Driver Settlement Settings
After configuring your settlement settings:
- Review the configuration options
- Click Update
All driver settlements will now use these default settings.
QuickBooks Integration
DynaTrail Dispatch allows companies to integrate their system with QuickBooks Online to simplify accounting and reduce manual data entry.
Once connected, invoices and financial transactions generated in DynaTrail can automatically be recorded in your QuickBooks account.
This integration helps ensure your accounting records remain accurate and synchronized with your dispatch operations.
Opening QuickBooks Integration Settings
To access the QuickBooks integration settings:
- Click Settings from the main navigation menu
- Select Company Profile
- Click the QuickBooks Defaults tab
This section allows administrators to connect their QuickBooks account and configure how financial data will be posted.
Connecting to QuickBooks
To enable QuickBooks integration:
- Click Connect to QuickBooks
- Log into your QuickBooks Online account
- Authorize DynaTrail Dispatch to access your QuickBooks data
Once connected, DynaTrail will be able to create invoices inside QuickBooks using the products and services you configure.
Products and Services Setup
DynaTrail Dispatch posts invoice line items to QuickBooks Products and Services.
Each billing category in DynaTrail should be mapped to a corresponding Product or Service item in QuickBooks.
These items determine how revenue is categorized in your accounting reports.
If you have not yet created the required products and services in QuickBooks, follow the official QuickBooks setup guide below.
QuickBooks Setup Guide:
How to set up Products and Services in QuickBooks Online
Mapping Products and Services
Once your QuickBooks products and services are created, you can configure DynaTrail to use them when generating invoices.
Common examples include:
- Freight Charges
- Fuel Surcharge (FSC)
- Detention
- Layover
- Accessorial Charges
- Customs or Brokerage Fees
Carrier Accounts – Driver Settlement Items
Carrier companies may also configure products or services used when recording driver-related transactions.
This ensures driver settlements and additional charge types are properly categorized inside QuickBooks.
Saving QuickBooks Integration Settings
After completing the QuickBooks configuration:
- Verify that the QuickBooks connection is active
- Confirm the correct products and services are configured
- Click Update
DynaTrail Dispatch will now be able to synchronize invoices and billing transactions with your QuickBooks account.
Subscription Information
Once your company is ready to activate billing, you can select the subscription plan that matches your company's size.
DynaTrail Dispatch offers flexible plans based on the number of trucks or licenses required for your operation.
Selecting a Subscription Plan
To choose a plan:
- Open Settings
- Select Company Profile
- Click the Subscription Information tab
In this section, you will see a list of available subscription plans.
Each plan includes:
- The number of trucks or licenses included
- The monthly subscription price
- The plan description
When you find the plan that matches your company size, click Purchase Subscription.
Completing Your Subscription Payment
After clicking Purchase Subscription, a secure checkout window will open.
This payment window is powered by Stripe, a trusted global payment provider.
Inside the checkout window, you will enter:
- Email address
- Credit card number
- Expiration date
- CVC security code
- Billing country and postal code
Once the payment information is entered, click Subscribe.
After Subscribing
Once your payment is successfully processed:
- Stripe will confirm your subscription
- You will automatically be returned to the Subscription Information page inside DynaTrail
- Your selected subscription plan will now be active
Your system will now be fully unlocked and ready for daily operations.
Trial Period Reminder
New accounts begin with a 30-day trial period.
You may subscribe at any time during the trial.
If no subscription is selected before the trial ends, system access may be deactivated until a plan is activated.
Adding Your First Users
After completing your company setup and activating your subscription, the next step is to add the members of your team to the system.
Each person who will be working inside DynaTrail Dispatch should have their own user account.
DynaTrail is designed so that only one computer can be logged into a user account at a time. This prevents multiple people from working from the same login simultaneously. Creating individual user accounts ensures that each team member has their own access to the system and can work independently.
Individual user accounts also allow each employee to maintain their own:
- User profile information
- Customizable email signature used when sending confirmations and communications
- Activity history within the system
For these reasons, we strongly recommend creating a separate login for every employee who will use the system.
Opening the Users Page
To begin adding your team members:
- Click Settings in the left navigation menu
- Select Users
This will open the User Management screen.
The screen is divided into two main sections:
- User List on the left side
- User Creation Panel on the right side
The user creation panel is where new accounts are added.
Creating a New User
To create a new user account:
- Enter the user’s First Name
- Enter the user’s Last Name
- Enter the user’s Email Address
The email address entered here will be used for the user’s system login.
After entering the information, click Create.
Password Setup Email
Once a new user is created, the system will automatically send a password setup email to the email address entered for that user.
The user will need to:
- Open the email from DynaTrail Dispatch
- Click the Create Password link
- Enter their new password
- Confirm the password
After completing this process, the user will be able to log into the system using their email address and newly created password.
Assigning User Permissions
Below the user information fields you will see the permissions table.
This section controls what parts of the system the user can access.
Each module includes the following permission options:
Administrators should only enable the permissions required for the user’s role.
For example:
- Dispatchers typically need access to Dispatch Boards and Order Entry
- Accounting staff typically require access to Billing and Reports
Creating Additional Users
Repeat the same process to add additional team members.
Each employee should have their own login credentials so they can work independently inside the system.
Providing separate accounts ensures:
- Only one workstation is logged into a user account at a time
- System activity can be accurately tracked by user
- Each employee can configure their own profile and email signature
This helps maintain proper accountability and organization within the system.
User Profile Settings
Each user in DynaTrail Dispatch has their own User Profile where they can configure personal settings and preferences.
These settings allow users to customize how emails are sent and how information is displayed within the system.
User profile settings include:
- Personal contact email overrides
- Custom email signature
- Optional screen column visibility
These settings apply only to the individual user account and do not affect other users in the system.
Opening Your User Profile
To access your profile settings:
- Click the User Profile icon in the left navigation menu
- The My Profile page will open
From here, you can configure your personal communication settings and display preferences.
Contact Email Overrides
The profile includes three optional email fields:
Invoice Email
This email address will be used when sending invoices from the system.
If this field is left blank, the system will use the default invoice email configured in Company Profile settings.
Carrier Confirmation Email
This email address will be used when sending carrier confirmations.
If left blank, the system will use the default carrier confirmation email configured at the company level.
Reports Email
This email address will be used when sending reports generated from the system.
If this field is not filled in, the system will use the default reports email configured by the company.
Email Signature
Each user can configure their own email signature.
This signature will automatically be included when sending communications such as:
- Carrier confirmations
- Customer communications
- System-generated emails
The signature editor supports standard formatting such as:
- Text formatting
- Links
- Images
- Company logos
Many companies include information such as:
- User name
- Job title
- Company name
- Phone number
- Company contact information
This ensures that all outbound communication includes consistent professional contact details.
Optional Column Display Settings
Users can also configure which columns appear on certain system screens.
These settings allow users to customize the information visible in dispatch boards and other operational views.
Examples include optional columns for:
- Purchase Order numbers
- Delivery PO numbers
- Carrier information
- Equipment type
- PARS/PAPS information
- Trip documents
Each section allows users to toggle columns on or off depending on their workflow preferences.
These display settings apply only to the current user and will not affect other users.
Dispatch and Board Display Options
The profile also includes optional column settings for several system areas, including:
- Daily Work Log
- Carrier Dispatch Boards
- Billing Board
- Tracing Screen
- Highway Dispatch Boards
Users can enable or disable columns within each section to tailor their workspace.
This helps ensure each user sees the information most relevant to their role.
Saving Your Profile Changes
After making any updates to your profile settings:
- Review the changes carefully
- Click Update User Profile
Your changes will take effect immediately.
Account & Subscription Management
This section explains how administrators manage the company subscription for DynaTrail Dispatch.
Here you will learn how to view your current subscription, understand the available plan tiers, change your subscription level, update payment details, download invoices, and understand what happens if your truck usage exceeds your current plan.
Viewing Your Current Subscription
The Subscription Information tab allows administrators to view the active DynaTrail Dispatch subscription assigned to their company.
This page provides a quick overview of your current plan, billing period, and the number of trucks currently counted toward your subscription tier.
Opening the Subscription Information Page
- Click Settings
- Select Company Profile
- Click Subscription Information
Current Subscription Information
The Current Subscription Information panel displays the key details of your active subscription:
Start Date
The date your current billing period began.
End Date
The date your current billing period ends (your subscription renews on this date unless changed or cancelled).
Plan
Your current subscription tier, based on the number of trucks or broker seats included.
Usage
The number of trucks or broker seats currently active in your account (used to determine whether you're within the limits of your current tier).
Price
The monthly cost of your active plan.
Currency
Billing currency is automatically determined when the account is created based on the company's country.
Why This Information Matters
Reviewing this page helps administrators:
- Confirm which subscription tier is active
- Track how many trucksor broker seats are being counted
- Verify renewal dates and billing cycle timing
- Confirm the monthly subscription cost
If your company begins dispatching more trucks or adds more brokers, you may need to upgrade to a higher subscription tier.
Understanding Subscription Plans
Understanding Subscription Plans
The Subscription Plans section displays the available subscription tiers for DynaTrail Dispatch and allows administrators to change the company's subscription plan when needed.
Subscription plans are based on the number of trucks your company manages within the system. Each plan tier supports a specific range of trucks and includes a monthly subscription cost.
Opening the Subscription Plans Section
To view the available subscription plans:
- Click Settings from the main navigation menu
- Select Company Profile
- Click the Subscription Information tab
On this page you will see two main areas:
- Current Subscription Information on the left
- Subscription Plans on the right
Subscription Plans Table
The Subscription Plans table lists the available subscription tiers your company can choose from.
Each row in the table represents a different subscription plan.
Plan Type
The Plan Type column shows the range of trucks/broker seats included in that subscription tier.
Examples include:
- 1–5 Trucks / 1 Broker Seat
- 6–10 Trucks / 2 Broker Seats
- 11–15 Trucks / 3 Broker Seats
Choose a plan that covers the number of trucks/broker seats your company actively dispatches.
Price
The Price column shows the monthly cost of each subscription tier. The price increases as the number of supported trucks/broker seats increases.
Description
The Description column explains what the plan includes.
Example: 1–5 truck license for DynaTrail Dispatch
Action
The Action column contains the buttons used to manage your subscription.
- Update Subscription – used to move your company to a different subscription tier.
- Update Payment – used to change the payment method associated with your subscription.
Choosing the Correct Plan
Select a subscription tier that includes the number of trucks your company actively dispatches.
For example:
- A company managing 3 trucks should use the 1–5 Trucks plan.
- A company managing 8 trucks should use the 6–10 Trucks plan.
- A company with 2 Brokers should use the 2 Broker Seat plan
Changing Your Subscription Plan (Carrier)
Administrators can change the company subscription plan at any time from the Subscription Information tab.
This is most commonly done when a company needs to upgrade to a larger plan to support more trucks, or downgrade to a smaller plan after reducing fleet size.
Where to Change Your Plan
To change your company subscription plan:
- Click Settings from the main navigation menu
- Select Company Profile
- Click the Subscription Information tab
In the Subscription Plans table, each plan tier includes an Update Subscription button.
Upgrading Your Plan
If your company adds trucks and needs a higher subscription tier, you can upgrade immediately.
To upgrade:
- In the Subscription Plans table, find the plan tier you want to upgrade to
- Click Update Subscription on that plan
- Complete the checkout process in the Stripe payment window
After payment is completed, you will be returned to the Subscription Information page and the new plan will be active.
Downgrading Your Plan
If your company reduces the number of trucks being managed, you can downgrade to a smaller subscription tier.
To downgrade:
- In the Subscription Plans table, find the plan you want to downgrade to
- Click Update Subscription on that plan
- Confirm the change
Your subscription will remain on the current tier for the remainder of the month, and the new lower price will begin on the 1st of the next month.
Changing Your Subscription Plan (Brokers)
Administrators can change the company broker seat subscription at any time from the Subscription Information tab.
This is typically done when a company needs to add additional broker seats for new staff members, or reduce seats if the number of active brokers decreases.
Where to Change Your Subscription
To change the broker seat subscription:
- Click Settings from the main navigation menu
- Select Company Profile
- Click the Subscription Information tab
The Subscription Plans table will display the available broker seat tiers.
Broker Seat Subscription Plans
Each plan tier represents the number of broker seats available in your account.
Examples include:
- 1 Seat Broker
- 2 Seat Broker
- 3 Seat Broker
- 4 Seat Broker
The number of seats determines how many brokers can actively use the system at the same time.
Upgrading Your Broker Seat Plan
If your company adds new brokers or dispatch staff, you may need to upgrade to a larger seat plan.
To upgrade:
- Locate the plan that matches the number of broker seats you need
- Click Update Subscription for that plan
- Complete the payment process in the Stripe checkout window
After the payment is completed, the new seat plan will become active immediately.
Downgrading Your Broker Seat Plan
If your company reduces the number of active brokers, you can move to a smaller subscription tier.
To downgrade:
- Select the lower seat plan you want to move to
- Click Update Subscription
- Confirm the subscription change
Your current subscription will remain active for the remainder of the month, and the lower plan price will take effect on the next monthly billing cycle.
Updating Your Payment Method
DynaTrail Dispatch uses Stripe for secure subscription billing. If you need to change the credit card used for your subscription, you can update the payment method directly from the Subscription Information page.
Once updated, all future subscription charges will be billed to the new payment method.
Opening the Subscription Information Page
To access subscription billing settings:
- Click Settings
- Select Company Profile
- Click the Subscription Information tab
Updating Your Payment Method
To update the credit card used for subscription billing:
- Locate the Update Payment button in the Subscription Plans section
- Click Update Payment
- A secure Stripe billing page will open in your browser
- Select an existing payment method or choose Add payment method
- Enter the new credit card details
- Click Update to save the payment method
After the update is completed, you will automatically be returned to the DynaTrail Dispatch application.
What You Will See in Stripe
When the Stripe billing page opens, you may see the following options:
- Select an existing saved card
- Add a new payment method
- Enter card number, expiry date, and security code
- Confirm the update using the Update button
Stripe may also display a Return to DynaTrail Dispatch link after the payment method is updated.
After Updating Your Payment Method
Once the update is completed:
- Your subscription remains active
- The new payment method will be used for future billing
- Your next monthly charge will automatically use the updated card
Viewing & Downloading Past Subscription Invoices
The Subscription History window lets administrators view past subscription charges and download a PDF copy of each invoice for your records.
Open Subscription History
- Go to Settings → Company Profile → Subscription Information.
- Click Subscription History (top-right of the page).
A window will open showing your subscription invoice history.
Understanding the Subscription History Table
Each row in the Subscription History table represents a subscription charge. The table includes:
- Start Date — The start date of the billing period for that charge.
- Plan Type — The subscription tier that was billed (example: 1-5 Trucks or 2 Broker Seats).
- Status — The payment status for that invoice.
- Amount — The total amount charged for the invoice.
- Download — A button to download the invoice PDF.
Download an Invoice PDF
- Open Subscription History.
- Find the invoice row you want to download.
- Click Download Invoice.
Your browser will download a PDF invoice file. You can save it, print it, or forward it to your accounting team.
What You’ll See in the Downloaded Invoice
The downloaded PDF invoice will include key billing details such as:
- Invoice number
- Date of issue and date due
- Bill-to company contact details
- Amount due
- Plan description (example: 1-5 Trucks or 2 Broker Seats) and the billing period (example: Mar 1 – Mar 31)
- Subtotal, tax, and total (if applicable)
- A Pay online link (when available)