Choosing the best dispatch software for your private hire business isn’t simply about finding the platform with the longest feature list.
The right system needs to fit the way your operation actually works.
For one company, that might mean managing a large fleet across multiple locations. For another, it could mean handling account customers, simplifying driver communication or reducing the amount of manual work happening in the office.
Whatever the size of your operation, there are a few things worth looking closely at before committing to a dispatch platform.
1. Does the software fit your business?
This is probably the most important question.
A lot of dispatch systems are designed around a standard workflow. That can work well until your business does something slightly differently.
Suddenly your team is changing its processes to suit the software, using spreadsheets alongside the system or finding workarounds for things the platform can’t handle.
When comparing dispatch software for private hire companies, look at how flexible the platform actually is.
Can workflows be changed? Can new functionality be developed? Can the software adapt if your business grows or your requirements change?
Your operation shouldn’t have to fit around the software.
The software should fit around your operation.
2. Is it easy for your team to use?
Dispatch software sits at the centre of the business, so usability matters.
A platform can have hundreds of features, but that doesn’t mean much if your team struggles to find the information they need.
Good dispatch software should make everyday tasks straightforward, including:
- Managing and updating bookings
- Allocating work to drivers
- Viewing driver locations
- Finding customer information
- Managing vehicles and drivers
- Communicating with the fleet
- Accessing previous journey information
The quicker staff can understand the system, the easier it becomes to introduce across the business.
3. Does everything work together?
One of the biggest benefits of modern private hire dispatch software is bringing more of the operation into one place.
Instead of running separate tools for bookings, driver communication, customer bookings and vehicle information, look for a platform that can connect these areas.
For example, an online customer booking should be able to enter the dispatch system without somebody manually entering it again.
A driver should be able to receive that booking through their app.
The office should then be able to see updates as the journey progresses.
The more connected the system is, the less duplicated work your team has to do.
4. What does the Driver App actually offer?
The Driver App is a major part of any dispatch system.
Drivers need quick access to the information required to complete their work without unnecessary calls back to the office.
When comparing the best dispatch software for private hire businesses, look at how closely the Driver App connects with the main platform.
Useful functionality can include job information, journey status updates, navigation, communication with the office and live location updates.
It should feel like part of the dispatch system rather than a separate product bolted onto it.
5. What experience does it give your customers?
The customer side matters too.
People increasingly expect to be able to manage services from their phone without needing to make a call.
A Passenger App or online booking system can give customers another way to book while reducing pressure on office staff.
Look at whether passengers can easily make bookings, view upcoming journeys, receive updates and follow their driver where appropriate.
Most importantly, those bookings should connect directly with your dispatch operation.
6. Can it reduce manual work?
One of the easiest ways to judge dispatch software is to look at what your team is still doing manually.
Are bookings being copied between systems?
Are important documents stored across different folders?
Are drivers constantly calling the office for information?
Are staff maintaining spreadsheets because the main system doesn’t provide what they need?
The best dispatch software should remove unnecessary work rather than create more of it.
Features such as online booking, document management, incident logging and integrated driver communication can all help centralise information and reduce repetitive administration.
7. Can it grow with you?
What your business needs today may be very different from what it needs in three or five years.
You might take on larger contracts, open another location, increase your fleet or introduce completely new services.
Before choosing a dispatch provider, it is worth asking what happens when your requirements change.
Can the platform be expanded?
Can new features be introduced?
Can it support different workflows as your operation becomes more complex?
This is where flexibility can become particularly important.
8. What support is available?
Even the best software needs good support behind it.
Find out who you will actually be dealing with once the system is live.
You should understand how technical issues are handled, how changes are requested and what happens if you need something the existing software doesn’t currently provide.
There is a big difference between buying access to a fixed software product and working with a technology provider that can continue developing the platform around your business.
So, what is the best dispatch software?
There isn’t one answer that works for every private hire company.
The best dispatch software is the one that matches your operation, gives your team the tools they actually need and can continue adapting as the business changes.
That is the approach behind Zasway Dispatch.
Zasway brings bookings, drivers, vehicles and customer management into one connected cloud based platform, alongside dedicated Driver and Passenger Apps.
More importantly, Zasway has its own in house development team.
That means the platform isn’t limited to a completely fixed, out of the box setup. Zasway can work with operators to adapt functionality and workflows around the way their business actually operates.
Because no two private hire companies are exactly the same.
Their software shouldn’t be either.
Looking for dispatch software that can work around your business?
Book a Zasway Dispatch demo and see how the platform could be adapted around your operation.