Gate Management: Customer Onboarding Guide

Welcome to Gate Management by Opendock! This guide is designed to help your team roll out the solution successfully and ensure drivers consistently check in using QR codes or tablets.

What to Expect

Gate Management is a powerful tool—but it requires a small shift in your current process. It's not plug-and-play. Success depends on setting expectations with drivers and making check-in via QR code or tablet a standard operating procedure.
 

Step-by-Step Checklist for Getting Started

1. Prepare Your Check-In Setup

Think about your current check-in process and how Opendock's Gate Management/Check-in can help make it better

Start by downloading the QR Code and customizing your check-in template

• What instructions do you want to pass on to drivers as they arrive?
• What do they need to know before scanning the QR Code
• Where are you going to display the QR code? And how big does this sign need to be?

2. Customize Your Check-In Form

Go to Warehouse > Fields & Forms > Gate and Yard > Check-in

Enable the Form and start adding or creating the fields you want the driver to fill outRemember: Phone Number and Appointment Confirmation Number or Reference Number are required by default. 

What else would you like drivers to inform you about?Here are some examples

• License Plate?
• Name?
• BOL Upload?
• ID?

Try to keep this informational but simple and easy so drivers are not stuck with too many things to fill out - which can cause friction

3. Set Warehouse Instructions

Make it clear to carriers what drivers need to do upon arrival - that way, you won't have so many drivers arriving with the incorrect paperwork, or lacking information required to check-in. If they know in advance what they are required to do and to have, chances are you check-in flow will be a lot smoother

Suggested Instructions:

[Warehouse Name] uses Opendock self check-in. Drivers are REQUIRED to scan a QR code or use the TABLET at the check-in area to check themselves in. Drivers MUST have the Confirmation Number of the Appointment to check-in. MAKE SURE TO PASS ALONG THIS INFORMATION TO CARRIER/DRIVER when scheduling. Non-compliant drivers WILL NOT BE RECEIVED.

4. Update Your Appointment Notifications

Overcommunicate on what's expected for check-in. You can do that by adding a custom text to email notifications for Appointment Scheduled, Appointment Requested, Appointment Confirmed. Use the same text added to the Warehouse Instructions 

Testing the Flow

A. Simulate a Check-In with a Scheduled Appointment

• Use your test appointment and try checking in using the QR code or tablet
• Note how the appointment status updates in Opendock
• Ensure drivers are prompted for the confirmation number
• Use the arrival notification or the appointment to text 2way-sms

B. Simulate a Check-In without an Appointment

• Try the process for unexpected drivers
• Practice linking them to an existing appointment or creating a new one
• You can reject the arrival if needed and send a text message via Opendock

Tips for Success

• Have 1-2 people internally trained on assisting drivers with check-in until they get the hang of it
• Create a flow for who and when to communicate with drivers. Example: After check-in, someone keeping an eye on the arrival notifications will be in charge of checking the check-in information and and sending a follow up message to drivers to let them know what to do next (dock/door assignment for example)

• Print the QR Code sign and put it up in multiple places, use 2-way-SMS to eliminate the risk of having drivers out of their trucks and walking around the yard

Need Help?

If you have questions or want help troubleshooting your setup, reach out to your Account Manager or the Opendock support team anytime.

Let’s move more with less.

The Opendock Team