Yard visits and detention

A trailer may arrive during one shift and leave during another. The visit brings its asset identity, load and yard location together so the team can explain what happened during that stay. Yard Operator gathers arrival evidence during the stay, then saves the visit after departure with both actual timestamps and the agreed grace period. Yard Supervisor reviews the submitted visit before authorizing closure.

Detention review needs the actual instants of arrival and departure. Keep the time zone offset with each timestamp, especially when a partner supplies times from another region. The closure calculation uses whole elapsed minutes, subtracts the grace period and floors the result at zero. The resulting duration supports a commercial discussion; Finance Reviewer separately reviews any charge against the load.

• Capture the stay. Identify the registered trailer and linked load on the arrival paperwork. After departure, save the yard visit with both actual timestamps and the observed trailer location. Keep its visit number with that evidence for review.
• Review the submitted case. Yard Supervisor checks the identified trailer, chronological times and grace period before marking the visit Approved or Rejected. Keep the decision reason with the source visit and its revision.
• Reconcile the close. Check the operation receipt and calculated detention against the reviewed visit. A closure request already supported by a receipt needs reconciliation before another attempt. Keep a close note that explains any operational exception.

Configure and test the approval and closure actions with Yard Supervisor during setup. Agree who supplies the grace period and who decides whether the visit evidence is ready for approval. Rehearse the closure action with an arrival after midnight, a departure carrying a different offset and a repeat request. Define the handoff for rejected visits so the Yard Operator knows which observation needs correction.

Treat the yard name and trailer location as working descriptions the next shift can use. Decide which observed parking position belongs on the visit and how staff check the final departure. Explain any relevant position change in the close note. Before release, ask the Yard Supervisor to reconcile the saved result with the approved evidence rather than relying on a completed label alone.

Trailer T-204 arrives at 09:00 and departs at 11:15 in the same time zone. Its agreed grace period is 60 minutes. Yard Operator submits the visit with the linked trailer and load. Yard Supervisor checks the source times and approves the case. The expected detention is 75 minutes.

Now repeat the closure request. The team should find the existing receipt and investigate any inconsistency before proceeding. Next, rehearse a departure earlier than arrival: the case needs correction before closure. Finally, ask Finance Reviewer to locate the completed visit from the load and explain the duration supporting a detention charge.

• Trailer visits awaiting approval — Submitted visits with the times and grace period needed for a decision.
• Trailer visit board — Visit work grouped by its current operating status.
• Completed trailer visits — Closed visits with recorded detention and closure notes.

Follow trailer arrival to closure, then use charges and exception review for the commercial handoff.