# CoolRoute Command pilot proposal A client-ready proposal for turning the HVAC Dispatch demo into a scoped, rebrandable field service dispatch software pilot with clear launch owners, commercial terms, acceptance criteria, and follow-on SEO/AEO expansion. Recommended offer: Field service dispatch software pilot package Investment summary: $24k-$42k setup, $1.2k-$4k/month recurring, $1.5k-$5k/month hosting, support, messaging review, and service-platform handoff work. Target launch window: Weeks 2-6; 1 week job import, 2 weeks board and notification workflow, 2 weeks same-day dispatch pilot. ## Executive Narrative A rebrandable dispatch command center for HVAC teams that need same-day scheduling, technician capacity, ETA messaging, and parts hold visibility. The paid pilot keeps scope tight: prove cleaner dispatch decisions, fewer surprise delays, and better customer communication during peak service windows. while deferring custom integrations, advanced automation, and unsupported workflow expansion until the buyer validates adoption. Buyer outcome: Cleaner dispatch decisions, fewer surprise delays, and better customer communication during peak service windows. Proof points: - Assignment completeness: 95% of active pilot jobs have technician, priority, and route status.. Evidence: Dispatch board and route detail view. - Parts hold visibility: 100% of blocked pilot jobs have part, owner, and resolution note.. Evidence: Parts hold list. - ETA message readiness: 80% of urgent or delayed pilot jobs have a prepared customer message.. Evidence: Message queue and template status. - Recovered dispatch capacity: Reduce same-day coordination loops for urgent and blocked jobs. modeled lift. - Delay prevention: Expose route-impacting blockers before final assignment. modeled lift. ## Prospect Fit - Runs multiple technicians with same-day service pressure. - Dispatchers manually juggle route order, technician skills, and customer ETA updates. - Parts availability changes whether jobs can be completed today. - HVAC company owners and Dispatch managers can validate the pilot without replacing their core system. ## Scope ### Tenant setup Configure service zones, technician roles, priority labels, dispatch stages, subdomain, and brand tokens. Deliverables: - Dispatch command workspace - Unassigned urgent-job queue and assignment workflow - Daily job import template - Service jobs export import map Acceptance: Dispatch board and route panel show technician load and sequence changes. ### Data onboarding Map field-service export, technician capacity, route order, customer risk, and parts hold data. Deliverables: - Jobs, technicians, routes, and parts blockers - Technician capacity, route order, skill match, and status board - Technician roster and skill map - Technician roster import map Acceptance: Message queue data is present; SMS provider not selected. ### Workflow configuration Configure urgent-job escalation, ETA message prep, parts hold route blocks, and daily dispatch review. Deliverables: - Assignment and ETA preparation - Parts hold and customer-risk blockers - ETA message templates - Parts holds import map Acceptance: Parts hold workflow shows ETA, risk, and owner. ### Pilot review Deliver assignment report, ETA readiness summary, parts blocker list, and field-service writeback recommendation. Deliverables: - Dispatch performance and writeback decision - ETA message preparation and dispatch escalation summary - Dispatch escalation report Acceptance: Surface parts holds and customer-risk blockers in the app and export report. ## Timeline - Kickoff (Week 1): Dispatch manager. Buyer action: Dispatch manager: approves the pilot offer, success criteria, and weekly launch decisions. Deliverable: map technician roster, territories, capacity, and priority rules. Exit: Daily job import template and technician skill map are accepted. - Configuration (Weeks 2-3): Implementation lead. Buyer action: Dispatch manager: provides source data, validates import exceptions, and confirms cutover readiness. Deliverable: load sample work orders and configure route risk states. Exit: Dispatcher can assign sample jobs and prepare ETA messages. - Pilot (Weeks 4-5): Dispatcher. Buyer action: Dispatcher: tests the workflow against real records before broader rollout. Deliverable: test ETA messages, delay messages, and parts-hold escalation. Exit: Assignment clarity, ETA readiness, and parts blocker report are accepted. ## Commercial Terms - Recommended tier: Dispatch board pilot. Buyer can provide one dispatch territory, technician schedule data, job status export, and approved customer message templates. - Pilot setup: $24k-$42k. Brand tokens, dispatch roles, territory filters, technician cards, schedule states, and command board shell. - Recurring support: $1.2k-$4k/month. Dispatch launch thread: Business days during pilot; Weekly dispatch review: One 45-minute session per week - Job and technician import: $7k-$13k. Map jobs, technicians, skills, windows, equipment flags, and status fields for one territory. - Route and communication workflow: $8k-$15k. Configure route sequencing, ETA messages, dispatch exceptions, parts holds, and manual system export. - Pilot hosting and dispatch support: $1.2k-$4k/month. Hosting, weekly dispatch review, customer copy tuning, route rule adjustments, and blocker triage. ## Buyer Commitments - Daily job export with customer, address, priority, service type, window, status, and assignment fields. - Technician roster with skills, service zones, availability, and current dispatch policy. - Approved ETA message language and customer communication policy. - Parts hold categories, escalation thresholds, and dispatch owner assigned. - One dispatch workflow kickoff, one technician/territory mapping session, and one notification review. before configuration begins. - Dispatch launch thread with Same or next business day for schedule-blocking issues response during setup. ## Assumptions - Data path: Start with a read-only job and technician import, reconcile service categories, then allow dispatchers to update pilot board status while the source platform remains system of record. - Identity model: Staff email login for pilot dispatch, with SSO and technician mobile auth added after field-service ownership is confirmed. - Session model: Service-zone sessions with dispatcher, technician, and manager role claims. - Domain strategy: Use dispatch.clientdomain.com or service.clientdomain.com for production and keep hvac-dispatch.ideas-realized.com as the sales preview. - Payment milestone: 45 percent due at signature for territory setup, job import mapping, and dispatcher workflow design. ## Out of Scope - No live customer SMS without approved consent language and sender setup. - No field-service-system writeback unless the integration add-on is signed. - Route optimization remains dispatcher-assisted in the base pilot, not autonomous dispatching. - Do not promise autonomous route optimization as part of the base pilot. - Do not send live SMS from the app until consent and sender setup are approved. - Do not commit to FSM writeback before API and field-ownership review. - Deferred module: Native technician mobile app - Deferred module: Payment capture and invoice posting - Deferred module: Full two-way field-service platform sync ## Acceptance Criteria - Daily job import shows all unassigned urgent jobs and technician capacity. - Dispatcher can assign at least 12 jobs and review route/order changes. - ETA messages remain prepare-only unless client approves send workflow. - Parts holds and customer-risk blockers appear in the board and export report. - Reassign same-day job and preserve route context: Dispatch board and route panel show technician load and sequence changes. - Send ETA message draft from comms queue: Message queue data is present; SMS provider not selected. - Hold a job for unavailable parts: Parts hold workflow shows ETA, risk, and owner. - Daily job import shows all unassigned urgent jobs and technician capacity. - Dispatcher can assign at least 12 jobs and review route/order changes. ## Risk Controls - Pilot risk control 1: Implementation lead; Live SMS, autonomous routing, and FSM writeback must stay add-ons until consent, API, and rollback rules are approved. - Pilot risk control 2: Product engineer; No live customer SMS without approved consent language and sender setup. - Pilot risk control 3: Growth lead; No field-service-system writeback unless the integration add-on is signed. - Dispatchers may not trust a board that is stale against the field-service system.: Implementation lead; Set a visible import timestamp and start with short daily refresh cadence. - Live customer messaging requires compliance and sender approval.: Client sponsor; Keep first release in prepare-only mode until the client approves messaging policy. ## SEO/AEO Expansion - HVAC dispatch software: /industries/hvac-dispatch-software - What should HVAC dispatch scheduling software show? (SoftwareApplication) - How can dispatchers manage parts delays without losing the route? (HowTo) - Dispatch overlay vs field-service platform customization - HVAC dispatch board vs shared calendar ## Next Steps - Approve Dispatch board pilot and confirm $24k-$42k setup band. - Send required assets: Technician roster and territories, Sample work orders, Customer message templates. - Schedule One dispatch workflow kickoff, one technician/territory mapping session, and one notification review.. - Choose launch domain: hvac-dispatch.ideas-realized.com preview now, then hvac-dispatch.ideas-realized.com for production. - Use Reassign same-day job and preserve route context as the first go/no-go decision. ## Signature Blocks - Client sponsor: Approves budget, pilot scope, and launch decision. - Buyer operations owner: Provides source data, validates workflow language, and accepts launch criteria. - Ideas Realized implementation lead: Owns configuration, runbook, QA evidence, and post-pilot backlog recommendation.