SOP 21: Using the Dispatch View and Navigation
To access the Dispatch View, monitor upcoming dispatches, and navigate efficiently between projects requiring action.
Use this process when:
- Reviewing projects due for dispatch.
- Checking upcoming sample dispatches.
- Monitoring chef workloads and dispatch schedules.
- Preparing samples for shipment.
- Tracking projects moving through the dispatch process.
Before You Start
You must have:
- Access to HubSpot.
- Access to the Sample Tracker.
- Access to the Dispatch View.
- Relevant project permissions.
Video Walkthrough
🎥 SOP 21 – Dispatch View and Navigation
Process Steps
Step 1: Open the Dispatch View
- Navigate to the Sample Tracker.
- Select the Dispatch View tab.
- Review the projects currently displayed.
The Dispatch View is designed to show projects that are approaching or have been assigned a dispatch date.
Step 2: Review Dispatch Information
Check key fields including:
- Project Number
- Customer
- Product Name
- Chef Lead
- Dispatch Date
- Current Status
Review upcoming dispatch requirements before taking action.
Step 3: Sort and Filter Records
If required:
- Use filters to narrow the list.
- Sort by:
- Dispatch Date
- Chef Lead
- Customer
- Project Status
This helps prioritise urgent dispatches.
Step 4: Open a Project Record
- Click the project name.
- Open the project record.
- Review:
- Notes
- Sample requirements
- Delivery details
- Customer requests
Step 5: Navigate Between Records
Use HubSpot navigation tools to:
- Move between projects.
- Return to the Dispatch View.
- Open multiple records as required.
This allows quick review of several dispatches without repeatedly searching.
Step 6: Confirm Dispatch Readiness
Before dispatch:
Check that:
✓ Chef Lead assigned
✓ Dispatch Date assigned
✓ Product complete
✓ Sample quantity confirmed
✓ Delivery information available
✓ Notes reviewed
Best Practice
Review the Dispatch View daily.
Prioritise:
- Overdue dispatches
- Dispatches due today
- Dispatches due this week
- Future dispatches
Common Mistakes
❌ Not sorting by Dispatch Date.
❌ Opening the wrong project.
❌ Missing important notes.
❌ Assuming a sample is ready without checking status.
❌ Failing to review customer requirements.
Success Criteria
The process is complete when:
✓ Dispatch View has been reviewed.
✓ Relevant projects have been opened.
✓ Dispatch dates have been checked.
✓ Projects ready for dispatch have been identified.
✓ Required actions have been completed.
Related SOPs
- SOP 19 – Allocating a Chef Lead and Dispatch Date
- SOP 20 – Interim Recipe Navigation
- Sample Tracker Overview
- Dispatch Management Process
- Sample Preparation Workflow