Booking and time slot management

Updated 2 days ago by Katarzyna

Who can use this function?

Function available to CargoON users with the Dock Scheduler and with access to the Schedules module.

From the article you will learn how to:

  • add a time slot,
  • add, delete and edit a booking for a carrier,
  • manage a flexible time slot.

The Dock Scheduler module is a system to manage bookings and time slots of your warehouse as well as the schedule of loading and unloading in the warehouse.

The system is based on the automation of warehouse operations and focuses on the optimisation of processes on the shipper's end.

How to add time slots for the carrier?

A time slot lets the carrier reserve the date and time of the vehicle booking.

  1. Click More and then add a time slot.

  1. Fill in the required data - specify the time range, type of operation, TransId of the carrier, an available warehouse the schedule of which you want to share, place of loading and unloading.

  1. You can add several identical time slots at the same time. Simply change the value in the Time slots number field.
Did you know that...
A booking in your warehouse will also be created automatically based on an existing order in the Orders module. If
- in an Order, your warehouse is in an unloading or loading point,
- there is a time slot available in the warehouse within the selected date of the Order.

When both of these conditions are met, in the Time slot column (Orders module), there will appear a symbol indicating the successful addition of the time slot, while the carrier will get an e-mail informing that it has been added

If the route for the same order consists of more than one location being your warehouse at the same time, then the order will automatically create a time slot for each of these warehouses

Work with flexible time slots

When creating a new warehouse, it is now easier to define a default operation time. Set the unit time, which will allow you to operate it flexibly in future planning:

  • individual operation time for a new time slot
  • individual operation time for a booking.

Click More and Warehouse settings. In the Slot Configuration you will see the active configuration. If you want to change the operation time, click on Plan new

See below how the previous settings of the warehouse operation (time units and basic operation time) influence the scope of the created time slot:
- by default, operation time is set to the same value as the Basic operation time,
- if you want to edit this time and adjust it to the carrier's individual needs - the expanded options include the unit of time (slot), in this case: 15 min.

In the form for adding a new time slot, you can find the option to set a specific operation time (in brackets there is information about the default time you set when creating the warehouse).

Similarly, in the pre-booking form, you will find an editable operation time:

In both cases above, the basic unit (slot) is 15 min and the default operation time is 45 min. If you want to be able to manage other units - while creating a warehouse, set the basic unit to suit your needs.
It is important to note that thanks to the flexibility of operation times, scheduling the next loading/unloading can take place every unit time (slot). A booking can be scheduled in such a way that an interval being a multiple of the slot time can appear between operations.

Booking management

  1. Once a pre-booking is made by the carrier or shipper on a given date, it will appear in the schedule.

  1. Click on the three-dot symbol to:
  • Confirm arrival,
  • Refuse loading (provide reason for rejection)
  • Change booking date and place
  • Edit data (details of the driver and vehicle, as well as the shipper's remarks - visible to the carrier, or internal comments - visible to co-workers only).
  • Delete booking (irreversible action)

  1. Click on the chosen booking to view its details.

Add a booking as a shipper

You can also add a booking to your schedule yourself. Simply click on the schedule to select an available date.

Then fill in the add booking form - complete the mandatory fields in the Basic data section and click Save.

If you select a carrier from the list of Contractors or add one from outside the Platform while creating a booking, that carrier will receive an e-mail with information about the created booking.

Edit a booking

It is possible to edit bookings without deleting them.

The Carrier will be informed of any changes you make by a notification on the Platform and via e-mail.

You can edit the booking time manually or use the Drag&Drop functionality described in the last section of this article.
  1. In the Schedules module, in the booking you want to edit, click on the three-dot icon and select Change booking date and place.

  1. In the Edit booking window, you can change the following:
  • dock,
  • operation time,
  • date with the drop-down calendar option,
  • booking time.

  1. Once the changes are made, click Save.

  1. The booking will appear in the Schedule at the newly specified time, both on your end and on the Carrier's end.

If there are no booking times available on the selected date, you will be notified of this directly in the edit window.

If there are no slots available on the selected day, you will be notified of this directly in the edit window.

You can delete a booking or a time window. The carrier will be notified of this by e-mail and on the Platform. Deleting the booking is an irreversible action.

Edit booking time with Drag&Drop functionality

It is possible to edit the booking time by moving it with the mouse in the booking schedule.

  1. Click the left mouse button on the booking for which you wish to change the time. Drag and drop the booking to the desired location. Free spaces are highlighted in green.
    Then click the Move booking button to confirm the operation.

The booking can also be moved to the next page of the schedule:

If you move a booking into a free slot that is shorter than the booking, its time will automatically be shortened.
If you change your mind and decide to go back to the previous operation time, the booking time will not be restored to its original state.

  1. All changes are automatically saved in the drawer with the details and the booking history.

  1. You can extend the booking time within a dock:

It is not possible to move a booking outside the operation time of a warehouse or a dock. It is also not possible with blocked or disabled docks.
You can move a delayed booking but remember that it must end later than the current time. You can change the status of a booking up to and including Pending status.

The carrier can move bookings within a time slot.

Additional remarks in a booking and time slot

  • remarks in a booking
  1. If you want to record important internal information about a booking, you can do so in the Add booking window, under Other data section, in the Internal remarks (not visible for carrier) field. Once you have entered the information, click Save.

This information will only be visible to you and your employees. It can be found in the window with the booking details.

  • remarks in a time slot
  1. If you want to provide additional information to a carrier, you can add it while creating a time slot. Add your remark in the Add time slot form, in the Shipper's remark's (your company) field. Once you have entered the information, click Save.
This information will be visible to the carrier.

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