ROLO Operations System
Lesson 9: ROLO Internal App (Operations OS Dashboard + Workflow Automation)
This lesson defines how ROLO evolves from using Xcelerator → operating through a centralized internal system. This becomes the command center for dispatch, recruiting, onboarding, operations, and performance.
ROLO Rule
If your operation lives inside multiple tools, you don’t control it. The ROLO App becomes the single source of truth.
Business Goal
Build a lightweight internal system that:
- Aggregates data from Xcelerator
- Tracks operations in real-time
- Manages workflows (dispatch, recruiting, onboarding)
- Automates repetitive tasks
- Gives leadership full visibility
Core App Modules
1. Operations Dashboard
- Open orders
- Unassigned orders
- At-risk deliveries
- Active drivers
- Route status
2. Dispatch Control Panel
- Manual assignment tracking
- Auto-dispatch suggestions
- Exception queue
- Reassignment controls
3. Driver Performance
- KPI tracking
- Scorecards
- Historical performance
4. Recruiting Pipeline
- Applicants
- Screening status
- Interview tracking
- Hiring decisions
5. Onboarding Tracker
- Document completion
- Training progress
- System access
- Activation status
6. Task & Workflow Manager
- Daily dispatch tasks
- Follow-ups
- Approvals
- Recurring tasks
Key User Stories
- Dispatcher can instantly see all unassigned orders
- Manager can see which drivers are underperforming
- Recruiter can track every candidate stage
- Operations lead can see daily service health in one screen
Required Data Fields
Orders
- Order ID
- Status
- Driver
- Pickup / Delivery times
- Service type
Drivers
- Name
- Status
- Vehicle
- Performance metrics
Tasks
- Task name
- Owner
- Status
- Due time
Workflow Logic
Dispatch Flow
- Order enters system
- Status = Unassigned
- Auto-dispatch suggests driver
- Dispatcher confirms or overrides
- Status updates to Assigned
Recruiting Flow
- Applicant enters pipeline
- Status = Applied
- Screened → Interview → Offer → Hired
Notifications
- Unassigned order alerts
- At-risk delivery alerts
- Missing POD alerts
- Overdue tasks
Permissions
- Dispatchers: operations + dispatch only
- Managers: full visibility
- Recruiters: recruiting + onboarding only
Reporting
- Daily operations summary
- Driver performance reports
- Dispatch efficiency
- Hiring pipeline conversion
Build Approach
Phase 1 (Fast Build)
- Google Sheets + dashboards
- Manual data import
Phase 2 (Automation)
- Zapier / Make integrations
- Automated data sync
Phase 3 (Full App)
- Custom frontend (Retool / Glide / Bubble)
- Database backend
Edge Cases
- Orders without drivers
- Drivers without GPS
- Late deliveries
- Duplicate tasks
Future Enhancements
- Mobile app for dispatch
- AI-based dispatch suggestions
- Predictive delay alerts
Lesson 9 Completion Standard
ROLO has a centralized internal system design that organizes operations, automates workflows, and provides full visibility across dispatch, drivers, and performance.