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DispatchTrack Integration Guide

Sync Rentopian orders with DispatchTrack for automated delivery routing and import driver assignments back into Rentopian.

Hrant Minasyan avatar
Written by Hrant Minasyan
Updated over 2 months ago

Overview

The DispatchTrack integration allows you to seamlessly sync delivery and pickup orders between Rentopian and DispatchTrack. This integration automatically sends your orders to DispatchTrack for scheduling and routing, and imports driver assignments back into Rentopian.

How to Connect DispatchTrack

Prerequisites

  • A DispatchTrack account with API access enabled

  • Your DispatchTrack API Client ID and Client Secret

Connection Steps

  1. Navigate to Settings → Company Details → Third Party Integrations

  2. Locate the DispatchTrack section

  3. Enter your credentials:

    • Client ID: Your DispatchTrack API Client ID

    • Client Secret: Your DispatchTrack API Client Secret

  4. Click the "Connect with DispatchTrack" button

  5. The system will authenticate and store your connection. You'll see a success message when connected.

Disconnecting

To disconnect, simply click the "Disconnect from DispatchTrack" button in the Integrations page. This will remove all stored credentials and stop all syncing.

How the Integration Works

Authentication

The integration uses OAuth2 authentication with client credentials grant type. Your access tokens are automatically stored and refreshed when they expire, so you don't need to manage tokens manually.

When Orders Are Sent to DispatchTrack

Orders are automatically sent to DispatchTrack in the following scenarios:

  • When a new order is created (and has logistics enabled and filled in)

  • When an existing order is updated (and has logistics enabled and filled in)

Order Requirements

For an order to be sent to DispatchTrack, it must meet these criteria:

  • Order type must be Order (not Quote or Template)

  • Order must have Logistics enabled and filled in

  • Order must have at least one of the following:

    • Delivery address (or venue address for venue deliveries)

    • Pickup address

What Happens on Update

When an order is updated, the system will:

  1. Delete the previous DispatchTrack record for that order

  2. Create new records with the updated information

This ensures DispatchTrack always has the most current information.

What Data Is Sent to DispatchTrack

For each delivery or pickup service, the following information is sent:

Order Information

  • Order Number: Your Rentopian order number with a suffix (e.g., ORD-1000_1 for delivery, ORD-1000_2 for pickup)

  • Service Type: "Delivery" or "Pickup"

  • Order Total Amount: Total invoice amount

Customer Information

  • Customer ID: Internal customer ID

  • First Name and Last Name: (or Company Name if no first name)

  • Email Address: Customer email

  • Primary Phone: Main contact number

  • Secondary Phone: Alternate contact number

  • Complete Address:

    • Address Line 1

    • Address Line 2

    • City

    • State

    • ZIP Code

    • Latitude and Longitude (GPS coordinates)

Product/Item Information

For each product in the order:

  • Line Sequence: Item position in the order

  • SKU Number: Product SKU or inventory ID

  • Description: Product name (includes variant name if applicable)

  • Quantity: Number of items

  • Weight: Product weight (if available)

  • Barcode: Product barcode (if available)

  • Physical Item Flag: Always set to true

Delivery/Pickup Details

  • Delivery/Pickup Date: Scheduled date (YYYY-MM-DD format)

  • Time Window Start: Start time for delivery/pickup window

  • Time Window End: End time for delivery/pickup window

  • Delivery Charge: Cost for delivery or pickup service

  • Notes:

    • Logistics notes (general order notes)

    • Delivery-specific notes (for deliveries)

    • Pickup-specific notes (for pickups)

Multiple Deliveries/Pickups

If an order has multiple delivery or pickup locations, the system will create separate service orders in DispatchTrack. Each location will get its own service order with a unique suffix (e.g., ORD-1000_3, ORD-1000_4, etc.).

When Data Is Pulled from DispatchTrack

Scheduled Export

The system runs a daily automated job that:

  • Checks for orders with delivery/pickup dates within the next 2 days

  • Only processes orders that were previously imported to DispatchTrack

  • Exports driver assignment information from DispatchTrack

What Gets Exported

The system pulls the following information from DispatchTrack:

  • Service Orders: Orders that have been assigned to drivers in DispatchTrack

  • Driver Information: Driver name assigned to each service order

  • Service Type: Whether it's a Delivery or Pickup assignment

What Happens When Data Is Pulled

Driver Assignment Sync

When the export job runs, it:

  1. Finds orders in DispatchTrack that have drivers assigned

  2. Matches driver names from DispatchTrack to drivers in Rentopian (by full name match)

  3. Creates or updates driver delivery/pickup assignments in Rentopian

  4. Marks these assignments as coming from DispatchTrack

  5. Stores the DispatchTrack order number for reference

Important Notes

  • Driver names must match exactly between DispatchTrack and Rentopian (first name + last name)

  • If a driver doesn't exist in Rentopian, the assignment will be skipped

  • If an assignment already exists in Rentopian, it will be updated

  • Only orders with status "Created" or "Rented Out" are processed

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