¶ System settings - Workflow
The Workflow tab covers:
- Arrival and departure registration
- End-user settings
- Time limits for creating and editing reservations
- Cross-dock operations and reservation numbering
¶ Workflow (1)
Register arrival of the vehicle at the company gate
Enables arrival tracking - staff can record in the overview that a vehicle has arrived at the gatehouse. Without this toggle, arrivals are not tracked in the system.
Mark reservations with same vehicle number plate
When staff record a vehicle arrival or departure at the gate on a reservation, the system automatically sets the same status on the other reservations with the same vehicle number plate on the same day at the same branch office. The same time as on the original reservation is used, and it is filled in only on reservations that do not have an arrival/departure yet. Handling times (start and end of loading/unloading) are not copied. The option can be overridden per branch office (From system configuration / No / Yes).
Register departure of the vehicle from the company gate
Enables departure tracking - staff can record that a vehicle has left the site. Allows measuring the total time the vehicle spent on site.
Register delivery (delivery of goods to the customer)
Enables the delivery step in the reservation flow. Allows recording confirmation of goods handover to the customer as a separate workflow state.
Automatically set reservation as processing with gate arrival
When a vehicle arrival is recorded, the system automatically sets the handling start time (loading/unloading) to the current time. Removes the need to manually enter the start of handling.
Automatically set reservation as finished with gate departure
When a vehicle departure is recorded, the system automatically sets the handling end time. Prevents situations where staff forget to close handling manually.
Set gate departure time automaticaly when processing finished
When handling is completed, the system automatically records the departure time as well. Suitable for operations where a vehicle leaves immediately after loading or unloading is finished.
Automatically set gate arrival/departure on reservations with same vehicle number plate
Recording a vehicle arrival or departure is automatically applied to other reservations sharing the same vehicle number plate within a configured time window. When enabled, two options appear that define the window: Automatically set gate arrival/departure X hours in past and Automatically set gate arrival/departure X hours in future (0–24 hours). Saves staff time when vehicles have multiple stops.
Allow option "Requested action was not competed"
Adds an option in the action dialog to mark that a planned operation (loading, unloading) did not take place. Allows recording unexecuted actions without having to delete or cancel the reservation.
Show comment dialog after rejecting reservation
When rejecting a reservation, the system displays a form where staff can enter the reason for rejection. The reason is saved on the reservation and is visible to the carrier and in the change history.
Register deviation of processed units
Activates a field for entering the actual quantity processed compared to the planned amount. Allows tracking whether the correct number of units (pallets, boxes, etc.) was loaded or unloaded.
Register damaged units
Adds a field to the workflow for recording the number of damaged units during loading or unloading. Used for claims documentation and logistics discrepancy tracking.
Show button "Send SMS and mark as processing"
Adds a button to the reservation actions that sends an SMS to the carrier and marks the reservation as in progress in a single click. Speeds up gatehouse operations.
Show button "Send SMS and mark as carrier arrived"
Adds a button to the reservation actions that sends an SMS and records the carrier's arrival in a single click. Suitable for operations where an SMS is sent as standard procedure on every arrival.
Reservation Locking
Determines whether the system locks a reservation being edited against simultaneous edits by another user. Disabled = multiple users can edit the same reservation at the same time. Read only = once one user opens a reservation for editing, others see it as read-only and are informed who is currently editing it. Blocking the carrier after the gate process starts (vehicle arrival/departure) happens automatically regardless of this setting.
¶ Workflow - EndUser (2)
Display button "Change note"
Displays a button in the carrier portal for changing the reservation note. Allows the carrier to add or correct information without contacting the dispatcher.
Display button "Change vehicle number plate"
Displays a button for changing the vehicle licence plate. Useful when the vehicle changes at the last minute and the carrier needs to update the plate themselves.
Diplay Button "Change telephone number"
Displays a button for updating the driver's contact phone number. Ensures the dispatcher always has the current number for SMS notifications or calls.
Display button "Change Driver Name"
Displays a button for changing the driver's name. Allows updating the reservation when the driver is replaced, without requiring administrator involvement.
Display approval information dialog
After the carrier creates a reservation, an information dialog is automatically displayed on the reservation overview page with the text configured in the Dialog content field. The dialog only appears for carriers whose company does not have automatic approval enabled — i.e. those whose reservations require manual approval. Suitable for communicating site entry conditions or other instructions to the carrier.
Dialog content
Text shown in the information dialog after the carrier creates a reservation. Supports multilingual input - click the globe icon to add a translation for each language enabled in the system.
¶ Creating a reservation (3)
Rules for when a reservation can be booked for. Limits are measured from the current time. Below each enabled rule, an impact line shows the result of the setting even before saving.
Minimum lead time
How far in advance a reservation must be created. When enabled, choose a mode: Fixed lead time - the reservation must start no earlier than the set number of hours (1–48) from the current time, or From tomorrow - today is closed all day.
Example (fixed lead time 6 hours): It is 01:50 PM now → the earliest bookable time is 07:50 PM.
Example (fixed lead time 6 hours): It is 01:50 PM now → the earliest bookable time is 07:50 PM.
Maximum lead time
How far ahead reservations can be made. The At most row sets the value and unit - 1–48 hours or 1–30 days. The minimum lead time must be shorter than the maximum lead time, otherwise the settings cannot be saved.
Example (at most 3 days): It is 9/24 01:50 PM now → the latest bookable time is 9/27 01:50 PM.
Example (at most 3 days): It is 9/24 01:50 PM now → the latest bookable time is 9/27 01:50 PM.
For a detailed description of the rules including examples, branch office settings and the minimum lead time extension on roles, see the guide Reservation time limits.
¶ Editing a reservation (4)
Rule for until when an existing reservation can be changed. The limit is measured from the reservation's planned start.
Editing cut-off
Applies to end users only
Until when an end user may change a reservation. When enabled, choose the direction Before the planned start or After the planned start and a shared Offset of 1–48 hours. Dispatchers and administrators are not affected by the cut-off.
Example (before the planned start, offset 2 hours): A reservation at 01:50 PM → it can be changed until 11:50 AM.
Until when an end user may change a reservation. When enabled, choose the direction Before the planned start or After the planned start and a shared Offset of 1–48 hours. Dispatchers and administrators are not affected by the cut-off.
Example (before the planned start, offset 2 hours): A reservation at 01:50 PM → it can be changed until 11:50 AM.
More in the guide Reservation time limits.
¶ Cross-dock (5)
Cross-dock flag will be available on
Determines whether and where a reservation can be flagged as cross-dock. Options: Deactivated, On reservation, On reservation (advanced) and On reservation (only resources). For details, see the Cross-dock module.
Restrict Cross-dock reservations to Cross-dock resources/gates only
Cross-dock reservations can only be created on resources (docks) that are designated as cross-dock gates. Prevents cross-dock shipments from being incorrectly assigned to standard docks.
Copy attachments from Reservation to Order
Files attached to the inbound reservation are automatically copied to the linked outbound order. Ensures that documentation (CMR, delivery notes) is available on both sides of the cross-dock operation.
Enable adding an attachment to a delivery in a reservation
Allows uploading files directly to individual deliveries within a cross-dock reservation, not only to the reservation as a whole. Suitable for per-shipment documentation.
Finalize crossdock after carrier departed
Once the departure of the carrier on the outbound reservation is recorded, the cross-dock operation is automatically closed. Prevents unintended retrospective changes after the vehicle has physically left.
Display dialog for partial loading/unloading
When processing a cross-dock operation, displays a dialog that allows recording that only part of the shipment was loaded or unloaded. Supports partial delivery scenarios.
¶ Reservation number (6)
Reservation number assignment mode
Determines when a sequential number is assigned to a reservation. On reservation create = the number is assigned immediately when saved. On reservation approval = the number is assigned only once the reservation is approved.
Reservation number format
Template used to generate reservation numbers. YY000000 = two-digit year + six-digit sequential number (e.g. 26000001). Choosing Custom shows additional fields: Initial value, Regex validation (a regular expression the number must match) and the multilingual text Reservation number is not valid, shown when the number does not match the expression.
Reservation time placement
Determines which time is pre-filled when a user clicks into the calendar in the reservations overview. Free slot = the time the user clicked is used. Gate opening or end of other reservation = starting from the clicked point, the system finds the first free time on the dock (dock opening or the end of the previous reservation); an end user then cannot change the time. Snap time of reservation to last preceding = the start of the new reservation snaps to the end of the last approved reservation in the time window the user clicked.
Automatically mark the reservation as "carrier not arrived"
After a configured time has elapsed past the planned reservation start, the system automatically marks the reservation as "carrier not arrived". When enabled, the options Mark after (from −1 to +24 hours relative to the planned start) and Mark from (the date from which the rule applies) appear. Eliminates the need to manually monitor and close expired reservations.
The Display urgent delivery option in action dialog option has moved to the Forms → Reservation actions dialog tab.