Goods vehicle trips and documents
Every truck, tempo or tanker is logged with its driver and crew, load in and out, loading bay and seals. The guard takes the photos you ask for and records the papers it must carry. The papers required depend on the purpose and the load.
PLANSFrom Growth
The problem it solves
- Trucks go into a paper register and nobody can say who drove in or how long they stayed.
- A vehicle leaves loaded and nobody at the gate saw the invoice or the e-way bill.
- When goods go missing, there is no photo of the cargo, the seal or the driver.
- Transporters blame the site for slow turnaround and nobody has the numbers.
How it works
- The guard types the vehicle number or scans the plate. A vehicle that came before, or one a host pre-informed, is found with its transporter and last driver.
- The guard fills in the kind of vehicle, purpose, department and loading bay, and whether it comes in empty or loaded, with the seal number.
- The driver is found by mobile, with licence and photo; the people with the driver are added the same way. The blacklist applies to each of them.
- The guard takes the photos your slots ask for and adds the documents your rules require. Let in stays blocked until they are there, unless you allow it.
- The department is told the vehicle has arrived. At exit the guard records the load going out, exit photos and documents, and checks a gate pass where one is needed.
Everything it does
The trip
- Trip number and vehicle number: typed, read from the plate photo, or pre-informed
- Kind: truck, tempo / mini truck, van, tanker, container, pickup, car, two-wheeler, other
- Transporter (added the first time it is typed), department, loading bay / dock, notes
- Purpose: inbound delivery, outbound dispatch, delivery and dispatch, job work / returnable, service / repair, scrap, other
- Load at entry and at exit (empty or loaded), with goods in and goods out; the four combinations are kept for reports
- Seal number in and out for containers and tankers, when you switch it on
- History by number: trips of this vehicle and its last driver
- Statuses: Registering, Expected, Inside, Gone Out, Cancelled
Driver and people with the driver
- Driver and crew are visitor profiles found by mobile, so the blacklist applies
- Driving licence: not required, number (the default), or number and photo
- Photo of the driver and the people: required to start with; ID of the people with the driver: off
- A person cannot be listed twice on one trip
Photos
- Photo slots you edit; to start with Front, Back and Number Plate are required
- Optional slots to start with: Left, Right, Cabin (2), Loading Bay / Cargo (6), Underchassis (2), Seal (2), Odometer
- Each slot: at entry, exit or both, required or not, how many photos (0 is no limit), a hint for the guard
- Vehicle photos at entry and exit to start with; each gate can differ
- Extra photos with a caption; a Vehicle Photos view grouped by trip, slot and stage
Documents
- Types: Delivery Challan / Slip, Invoice, E-way Bill, Lorry Receipt (LR / Consignment Note), Purchase Order Reference, Weighbridge Slip, Other
- Each type says whether a reference number and a file are needed; the PO reference needs no file
- Document Requirements by stage (entry or exit), load (empty, loaded or either) and purpose
- To start with: challan, invoice and e-way bill for a loaded vehicle coming in; invoice and e-way bill for a loaded vehicle going out
- Block Without Required Documents: on; off lets the vehicle through and lists it under Documents Missing
- The e-way bill number and photo are recorded; the number is not checked on the government portal
Register, alerts and records
- Filters: Expected, Inside Now, Gone Out, Overstays, Documents Missing, Loaded In, Loaded Out, Entry Not Recorded, Today
- Overstay after 8 hours: flagged and told once to the department and the managers (checked every 30 minutes)
- Reporting > Vehicle Turnaround, by transporter and purpose
- After the vehicle went out, only a VMS administrator corrects times, gates, number, load or driver, with a reason
- Photos and documents are deleted after the days you set (never, to start with); Keep Photos / Documents holds them
Who uses it
GuardLets vehicles in and out, takes the photos, records driver, crew, seals and papers.
Stores or department staffPre-inform expected vehicles and are told when one arrives.
Security managerFollows overstays, missing documents and turnaround, and corrects trips with a reason.
VMS administratorSets the photo slots, document rules, docks, departments and transporters.
Where you use it
- Web: Visitors > Goods Vehicles > Vehicles, and Configuration > Goods Vehicles. That holds Goods Settings, Photo Slots, Document Types, Document Requirements, Departments, Loading Bays / Docks, Transporters
- Guard web page and gate screen: Goods vehicles (Vehicle in, Vehicle out, Gate pass)
- The Guard app: the same pages, with Scan plate and the camera (built and in testing, not in the app stores yet)
- Host portal and Host app: Vehicles expected
- Not connected: weighbridges, boom barriers and number-plate cameras; the e-way bill is not checked on the government portal
What you control
Settings
- Vehicle photos: at entry and exit (or none, entry only, exit only); per gate too
- Photo of driver and people required: on
- Driving licence: number
- ID of people with the driver required: off
- Block without required documents: on
- Seal numbers for containers / tankers: off
- Vehicle overstay after: 8 hours (0 is off)
- Delete vehicle photos / documents after: 0 days, never
Notifications
- Goods Vehicle Arrived: to the users of the vehicle's department; app notification and in the app, and email
- Goods Vehicle Overstay: once per trip, to the department and the managers; app notification and in the app, and email
Questions
Is the e-way bill checked against the government portal?
No. Its number and a photo are recorded on the trip, and required where your rules say so. The number is not looked up.Can we let a truck in when a paper is missing?
Yes, if you switch off Block Without Required Documents. The vehicle goes in and shows under Documents Missing for the office.Can stores tell the gate a vehicle is coming?
Yes. Staff with the host portal or the Host app use Vehicles expected. The office can also pre-inform a trip from the back office.Do drivers get a pass?
No separate pass. The driver and the people with them are recorded on the trip, found by mobile next time and checked against the blacklist.Which plan has goods vehicles?
Growth and Scale. Starter does not include goods vehicles.Related features
VEHICLES AND GOODSMaterial gate pass with returnable itemsStaff raise a gate pass for anything leaving the site. Once approved it carries a QR code and a six-digit code; the guard checks the items, lets them out or holds them. Returnable items stay open until they come back.VEHICLES AND GOODSVisitor vehicles and number platesNote each visitor's vehicle with its number and a photo. The Guard app reads the number from the photo of the plate, and the guard can close a visit by typing the vehicle number.GATE, KIOSK AND GUARD TOOLSGuard screen and Guard appOne screen shows the guard who is expected, who is waiting and who is inside. One box takes a pass code, a QR, a mobile number or a name. It runs in a browser on any computer, tablet or phone, and as the Guard app.WATCHLISTVisitor blacklist with manager overridePut a person on the blacklist with the reason, and they are stopped at every gate and at the kiosk. Only reception or a manager can let them in, and only with a written reason. Every attempt is logged with the gate, the guard and the time.SECURITY OPERATIONSIncident register and reportsGuards and the office record anything unsafe or wrong with its type, severity, place, people, vehicle and photos or videos. Each incident has an owner, a follow-up date and a police reference, and ends with a printable report.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.