How to Build Ad Hoc and Scheduled Delivery Workflows Using the Fleetbase API

Introduction: Why Ad Hoc and Scheduled Workflows Matter in Logistics

Modern logistics operations must balance the unpredictability of on-demand (ad hoc) requests with the reliability of scheduled deliveries. Whether serving e-commerce, food delivery, or field service, the ability to support both workflows is critical for operational flexibility and customer satisfaction. Fleetbase's API, combined with Fleet-Ops, provides a robust foundation to implement both delivery models efficiently.

Fleet-Ops Order Config Overview

At the core of every workflow in Fleet-Ops is the Order Config. An order config defines the lifecycle, data fields, proof of delivery (POD) requirements, and activity steps for each order type. This lets you run multiple service types—such as same-day parcels, document delivery, or returns—from a single Fleet-Ops instance, each with its own workflow and requirements.^[1]

• Order configs are managed at Fleet-Ops → Operations → Order Config.
• Each config has a unique key and namespace, which are used by the API to identify the workflow and service type.

Ad Hoc Delivery Workflow with Fleetbase API

Ad hoc (on-demand) delivery is ideal for Uber-like experiences, where orders are created and dispatched to nearby drivers instantly. In Fleetbase, ad hoc orders are broadcast to drivers within a configurable radius of the pickup point. Drivers can accept or decline jobs in the Navigator app, enabling rapid response to real-time demand.^[2]

• Create ad hoc orders by setting adhoc: true and specifying adhoc_distance (driver broadcast radius in meters).
• No manual dispatch or driver assignment is required; the system handles broadcasting and driver acceptance automatically.

Example: Creating an Ad Hoc Order

POST /v1/orders
{
  "adhoc": true,
  "adhoc_distance": 3000,
  "order_config_key": "parcel_delivery",
  ...
}

Scheduled Delivery Workflow with Fleetbase API

Scheduled deliveries allow operators to plan, optimize, and assign orders ahead of time. This workflow is common for next-day, recurring, or route-based services. In Fleetbase, scheduled orders are created and then scheduled using the /v1/orders/:id/schedule endpoint.^[2]

• Create the order as usual, then update its schedule using the scheduling endpoint.
• Scheduled orders can be assigned, dispatched, and started according to your defined order config workflow.

Example: Scheduling an Order

PATCH /v1/orders/:id/schedule
{
  "scheduled_at": "2024-07-01T10:00:00Z"
}

Key API Endpoints and Parameters for Each Workflow

Best Practices for Managing Mixed Delivery Operations

• Define clear order configs for each workflow (e.g., "on-demand delivery", "scheduled route").
• Use service and serviceType parameters with /v1/service-quotes to price and select the correct workflow.^[3]
• Monitor driver acceptance and job status in real time using Fleet-Ops live map and driver tracking.
• Leverage proof of delivery endpoints to ensure compliance and customer satisfaction.

Monitoring, Proof of Delivery, and Real-Time Driver Tracking

Fleet-Ops provides comprehensive monitoring tools for both ad hoc and scheduled workflows:

• Proof of Delivery: Access order POD records via /v1/orders/:id/proofs.^[2]
• Real-Time Driver Tracking: Subscribe to driver location updates through the Fleetbase SocketCluster instance, following the accepted driver channel.^[5]
• Live Map: View all active orders, driver locations, and route overlays in the Fleet-Ops console.^[4]

Conclusion: Choosing and Combining Workflows for Your Logistics Needs

With Fleetbase and Fleet-Ops, you can build flexible, scalable delivery operations that support both ad hoc and scheduled workflows. By leveraging order configs, the right API endpoints, and real-time monitoring, your team can optimize for speed, reliability, and customer experience.

Ready to get started? Explore the Fleetbase API documentation to build delivery workflows tailored to your business.