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- Trailer Tracking System
- Who it's for
- Distribution sites
Distribution sites
A distribution site needs to explain how a trailer's yard stay relates to the delivery appointment and the receiving evidence. A truck reaching the gate, a trailer waiting at a bay and a completed delivery are different observations. Yard and dispatch teams use the linked visit, load and stop to coordinate those observations and investigate delays with the transport partner.
How Trailer Tracking System is set up for you
Arrival context
Yard Operator checks the registered trailer against its load and retains the yard observation with arrival paperwork. After departure, save the visit with both actual timestamps and that location evidence.
Appointment review
Dispatcher compares actual stop progress with the planned window. Retain the source of a reported milestone so conflicting gate and partner observations can be investigated.
Visit decision
Yard Supervisor checks the departure evidence and grace period before approval. The completed duration supports a detention discussion with the partner and Finance Reviewer.
Receiving evidence
Evidence Reviewer checks the receiver and signature against the completed delivery stop on the same load. A document from another delivery needs correction before the case can be verified.
A distribution site needs to explain how a trailer's yard stay relates to the delivery appointment and the receiving evidence. A truck reaching the gate, a trailer waiting at a bay and a completed delivery are different observations. Yard and dispatch teams use the linked visit, load and stop to coordinate those observations and investigate delays with the transport partner.
Pilot a delivery lane and the yard team that receives it. Bring an ordinary arrival, a late delivery and a departure close to midnight. Include the appointment window and receiving document for each load so staff can compare the yard stay with the transport outcome.
Rehearse a partner report that disagrees with the recorded stop arrival. Have Dispatcher resolve the observation and Yard Supervisor inspect the visit times independently. Then ask Finance Reviewer to locate the evidence supporting a detention charge. Agree the commercial grace period before using the completed stay in a charge review.
[Review stops and tracking](/trailer-tracking-system/modules/stops-and-tracking) and [plan the first operating cycle](/trailer-tracking-system/get-started).
Features to start with
Load planning and dispatch
Prepare the load and its stops, then allocate eligible drivers and trucks without reusing active commitments.
Stops and tracking
Follow planned stop windows and reported milestones through the load's journey.
Trailer assets and partners
Identify each trailer and the transport partners responsible for its load handoffs.
Roles on the team
- Yard Operator
- Records the identified trailer's yard visit and gathers arrival and departure evidence.
- Yard Supervisor
- Reviews submitted trailer visits and the evidence needed to authorize closure.
- Dispatcher
- Plans loads, coordinates eligible transport resources and maintains stop and tracking information.
- Evidence Reviewer
- Reconciles delivery evidence and operational outcomes against their source records.
- Finance Reviewer
- Reviews load charges and their supporting visit or delivery evidence.
Set up Trailer Tracking System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.