How to Choose the Best TMS for Drivers and Dispatchers

by Laksmi Canedo,

Nov 25, 2025

Dispatchers are often pulled in different roles, scheduling deliveries, keeping drivers on track, and managing unexpected changes. Drivers, on the other hand, need clear instructions, optimized routes, and an easy way to communicate with the office.

A good Transport Management System (TMS) makes life easier for both drivers and dispatchers. However, there are so many options in the market. Logistics solutions providers are specialised in different aspects of transport or supply chain management.

Navigating so many options can be overwhelming, especially when your goal is to find a tool that truly serves the day-to-day reality of dispatchers and drivers. To help, this guide highlights what you should focus on and explains how the right TMS can change your operation for the better.

Why Do Drivers and Dispatchers Need a TMS?

At its core, a TMS helps businesses manage the movement of goods efficiently. But the benefits extend far beyond simply tracking deliveries.

For drivers, a TMS provides real-time route guidance, job instructions, and tools to report issues quickly. This reduces confusion, avoids missed deliveries, and saves time on the road.

Dispatchers get a bird’s-eye view of the entire operation. They can see where every driver is, monitor progress, and adjust schedules on the fly. This visibility reduces errors and allows for proactive problem-solving, rather than reacting to delays after the fact.

For both groups, a TMS reduces reliance on paper, manual spreadsheets, and time-consuming phone calls. It streamlines communication, ensures accountability, and ultimately helps your team deliver more efficiently, every day.

For both groups, a TMS reduces reliance on paper, manual spreadsheets, and time-consuming phone calls. It streamlines communication, ensures accountability, and ultimately helps your team deliver more efficiently, every day.

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What Do Drivers and Dispatchers Look for in a TMS?

When choosing a TMS, it’s essential to consider the needs of both drivers and dispatchers.

TMS Features for Drivers

A driver-focused TMS should make the day-to-day simpler and safer. Here are the key features to look for:

Mobile-friendly app: Drivers spend most of their day on the road, so a mobile app is essential. It should display clear job lists, provide step-by-step instructions, and allow easy updates.

Offline support: Coverage isn’t always perfect. A TMS that works offline or in low-signal areas ensures drivers can keep moving without disruptions.

Optimised routes: GPS tracking and intelligent routing reduce travel time, fuel costs, and stress.

Electronic proof of delivery: Drivers should be able to capture signatures, photos, or notes directly in the app, eliminating the need for paper forms.

Real-time notifications: Any changes to jobs or routes should be instantly communicated to drivers.

Safety features: Some TMS platforms include features like vehicle checks, fatigue reminders, or alerts to ensure drivers remain safe on the road.

When these features work together, drivers feel supported, not micromanaged. They know where to go, what to do, and how to communicate problems quickly, which makes their day far more efficient.

Features for Dispatchers

Dispatchers juggle multiple moving parts every day. The right TMS can transform their workflow. Here’s what to look for:

Real-time tracking: Dispatchers should see the location of every driver and every delivery in real-time. This helps them make better decisions and respond faster to issues.

Route optimization: Automated scheduling and optimized routes save fuel, reduce delivery times, and increase capacity without adding more drivers.

Auto Delivery allocation: User-friendly allocation tools allow dispatchers to reassign tasks quickly when priorities shift.

Live ETA updates: Customers and managers can stay informed automatically, reducing calls and complaints.

Exception management: Tools to handle missed deliveries, traffic delays, or other issues help keep operations on track.

Reporting and analytics: Dispatchers can identify trends, measure performance, and find areas to improve efficiency over time.

With these features, dispatchers can spend less time firefighting and more time planning, coaching, and improving the operation.

How Transvirtual Boosts Dispatch and Driver Management

"The benefits of Transvirtual have been better visibility between our depots. We're able to see so much more of our business and take accountability for everything. It's also been a huge cost-saving tool because we can find out what our drivers are doing, how much we're saving on a specific run. Transvirtual has absolutely changed our business completely."