How to Schedule a Load Optimized Voyage Automatically

The Automatic Load Optimization System streamlines cargo allocation by intelligently distributing loads based on vehicle capacity, weight, volume, and destination proximity. The Transport Coordinator selects the voyage start date and time, and the system optimally assigns approved delivery requests to available vehicles, ensuring efficient space utilization and route efficiency. This automation minimizes manual effort while maximizing transport efficiency and cost-effectiveness.

📌 Note:

This feature will only be available if the Company Admin has selected the Enclosed Deliveries or Non-Enclosed Deliveries option during the Company Configuration Setup process.
Enclosed Deliveries is used for transporting packages in a secured, enclosed space (e.g., boxed shipments, fragile goods).

Pre-Defined Labels:

Weight, Width, Height, and Length (These must be filled when requesting a package delivery).

These values are required to optimize vehicle loading capacity.

Custom Labels:

The admin can define additional package-related labels (e.g., temperature control, fragile items)

These labels are optional but will be visible in both delivery requests and vehicle details.

1.1: Permissions and Roles Required:

Transport Coordinator: Manage voyages, create voyages manually or automatically, and receive notifications.

1.2: When to Use Load Optimized Scheduling:

Load Optimized Scheduling is best used when your goal is to maximize vehicle utilization by prioritizing:
- Filling up vehicle capacity (weight, volume, or height)
- Reducing the number of total voyages needed
- Optimizing trips for cost efficiency rather than distance
This mode is ideal when:
- You have many delivery requests to process at once
- Your priority is to minimize empty space in vehicles
- Requests have more flexibility in time or route, but tight space constraints
- You want the system to automatically balance load across available vehicles

1.3: Load Optimized Scheduling Workflow:

Click the “+” (Add Voyage) Button
- You’ll be prompted to choose between Manual Scheduling or Automated Scheduling.
- Select “Schedule Automatically.”
Choose “Load Optimized” as the optimization strategy.
Define the scheduling window (start date + hours).
Select the approved delivery requests you want the optimizer to consider.
The system:
- Groups requests into voyages that fill available vehicles efficiently
- Assigns vehicles based on load compatibility
You review, and approve the voyages.

1.4: Schedule Voyage form-Field Definition:

The first step in the Load Optimized Scheduling flow is to set the exact start date and time for the voyages that will be created.
Unlike Route Optimized Scheduling, Load Optimized Scheduling does not use a scheduling window. Instead, it generates multiple delivery voyages, all set to begin at the same specified start date and time.
What You Configure in This Step
- Voyage Start Date – The exact date on which the system should schedule the voyages
- Voyage Start Time – The time at which all voyages will begin
- Delivery Requests – Select which approved and unallocated delivery requests should be included

📌Important Notes when allocating requests:

Only delivery requests are allowed
Only approved, unallocated requests that fall within the selected window will be shown.

Vehicles that aren’t available during the selected period will be automatically excluded in Step 2.
If you want to re-adjust the timeframe, you can change the start date or scheduling window before proceeding.

1.5: Available Vehicles Table field Definition:

After selecting and allocating requests in Step 1, the Transport Coordinator proceeds to Step 2, where they must select suitable vehicle(s) to serve the voyage.

Only vehicles that meet the following conditions will be shown: .

The vehicle must be available on the dates within the selected voyage start date, based on its configured working days.

If a vehicle is already allocated to a voyage that overlaps with the current voyage’s timing:
- It will still appear in the list, but with a ⚠️ warning symbol (exclamation mark).
- This indicates a potential schedule conflict, not a hard restriction.

➤ How the Coordinator Can Handle This:

Click the edit button for that vehicle vehicle to open an availability adjustment pop-up.
The system will display:
- The estimated end time of the previously assigned voyage.
- A suggestion to update the available time window for the vehicle to fit the new voyage.
The coordinator may then:
- Update the time window for just this voyage.
- Proceed with assigning the vehicle, based on operational flexibility.

📌Important Notes when selecting a vehicle(s):

Vehicle availability is filtered by the voyage start date.

You can use a mix of different vehicles to serve multiple groups of requests — the optimizer will assign them automatically.
Vehicles that don’t match the required service mode or are inactive will be excluded from the list.

1.6: Review and approve voyages tab Field Definition:

After the system finishes processing the selected requests and vehicle availability, Step 3 presents the auto-generated voyages for your final review. At this stage, the Transport Coordinator can:
- View all the voyages that have been created
- Inspect each voyage’s details (requests, vehicle, time, route)
- Make adjustments if necessary
- Approve all or selected voyages for scheduling

This step gives you full control to ensure that the system’s optimized output aligns with operational needs before confirming anything live.

📌Important Notes when selecting a vehicle(s):

Once a voyage is approved, it will be locked in and appear under the Scheduled Voyages tab.
- Can be later edited if needed.
Upon approval, employees (generic users) whose requests were included will receive:
- An email (and optionally an SMS) notification that their request has been scheduled.
It’s a good practice to double-check vehicle capacities and request groupings.

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