Handling freight and order with monitoring as a client

Updated 6 hours ago by Ania

Who can use this function?

This function is available to users of the CargoON product line and forwarders (TFF - Trans for Forwarders).

From this article you will learn:

  • how to create a freight offer with a monitoring requirement
  • how to create an order with a monitoring requirement
  • how transport task handling works

Visibility Monitoring is a product that allows you to track transports in real time. It allows you to monitor the location of vehicles and the status of orders using GPS systems. With up-to-date information, you gain safety, control, and you can quickly respond to unforeseen events on the road if needed.

The entire process of managing Monitoring begins during creating a freight offer or during creating an order.

Creating a freight offer with a monitoring requirement

  1. On the Platform, select the Create freight option.
  2. Complete the freight form. Mandatory fields are marked with an asterisk.

  • Expand the Show other requirements option.
  • In the Vehicle details section, select the GPS monitoring option. To enable it, select Required if technically possible (move the slider to make the field green).
  1. After completing the form, click Publish freight.
Selecting the monitoring option in the offer means that the client requires monitoring. If there is a technical possibility on the carrier's side to provide a GPS signal, monitoring will be automatically enabled.

Consent to monitoring appears at the time of accepting the freight offer or accepting the terms of the order.

  1. The added offer will be visible on the Platform, and the requirement for monitoring will be displayed in the vehicle information column.
  • Additionally, in the Shipment tracking: required if technically possible with offer details, in the Vehicle requirements section, you will see the note Shipment tracking: required if technically possible.
  1. You can track the status of your offer in the Freights module, in the Added tab. 
  2. The Choose carrier status means that you have received a response to your offer. You can accept it, reject it or end negotiations.
  • Once the offer is accepted, the freight will go to the Accepted tab.

  1. After accepting the freight, go to handling the order.

Creating a new order

Creating a new order on the Platform (without accepting the freight offer) - check the details.

Handling the order after accepting the freight

After accepting the freight offer on the Platform, an order has been created. In the menu, select the Orders module, then select the Sent/Active tab (depending on the product line). In the list, you will find the order, which may have one of the following statuses:

  1. In preparation. In the details window you can select the following option:

1. Add request conditions - here you can fill in all the required information regarding the order.

  • Then click Send order.

2. Ask for entry execution data. This status means that before sending the order conditions, you can ask the contractor to provide some necessary information, e.g. vehicle registration number.

  • Mark entry execution data you expect from the contractor by moving the slider.
  • Then click Send request.

  1. In the Orders module, in the Active/Sent tab (depending on the product line), an order with the status Awaiting entry execution data will appear on the list. All information will be available in the order details window in the Changes history tab.
  1. After the contractor completes and sends the entry execution data, the order status will change to Provide order conditions.
  1. Add request conditions, complete the form and send it to the contractor.
  1. The order status will change to Awaiting confirmation.

  1. If your contractor accepts and completes the order conditions, the status will change to Awaiting operation details. This status will appear if the offer includes a time range for operations longer than 3 hours. This results in the necessity to precisely indicate the date and time of these operations from the available time frames within the specified range.
Providing the date and time is recommended so that the system can calculate the prediction of the arrival time, i.e. an indicator informing whether the vehicle will arrive at the unloading location on time.

  • Select Complete operations details.

  • In the window, specify the date and time of loading and unloading. Save the changes.

  1. After completing the data, the next status Awaiting required data for transport will appear. It indicates that the order is missing information such as vehicle and driver details (this status will appear if the data was not provided in the previous steps). 
  • Your contractor should provide this information, but if you have already received such details from the Carrier, you can complete it yourself.
  1. If all data in the order has been completed, a new status will appear: Waiting to start.

Transport task handling by the client

  1. In the Transports in realization module, select the New tab. The list may include tasks for which the relevant data need to be completed (if they have not been completed earlier in the order module).
Completing the data in the order is described above - check the details.
Based on the provided vehicle details, we will verify in the partner systems whether GPS monitoring is technically possible.

  1. After verification, a window may appear with information about the possibility of monitoring the transport. Click on the Consent to GPS option.

  • Decide whether you want monitoring to be turned on.

  1. The task will be moved to the Active tab, where real-time updates on the current status of the task appear until the transport is completed.
  2. The task status will change to Waiting to start, meaning that the time for signal activation has not yet passed.
  3. The order status changes to Awaiting confirmation of arrival for loading - at the specified time before loading.

  • Click on the selected transport on the list to see detailed information. 
  • During the transport, messages/information appear in the following tabs: Information, Map, Operations, History.
  1. Another task status, Awaiting confirmation of loading, appears if based on GPS data we determine that the vehicle will enter the loading zone or based on manual confirmation. 
  • The Platform will show information on how much time the driver spent in the loading location (waiting to enter - waiting in line, loading, waiting for documents).
  1. Another task status, En route, appears if the vehicle leaves the loading site based on the GPS signal or based on manual confirmation in the order. 
  • The Platform will display information about the current location of the vehicle and the route the driver has already covered.

  1. During the transport, an Alert may appear on the task list informing about an event requiring attention.
  • In the task details window, go to the Requires attention section to check the information.
  • Additionally, a notification (bell icon) may appear on the Platform informing about the event.
  • After reviewing and verifying a message, you can Archive it so that it does not appear on the main page. To do it, click X.

  1. The status Awaiting confirmation of arrival for unloading may also appear - it will appear when the vehicle is close to the unloading location (there is no possibility of manual confirmation).

  1. Another task status, Awaiting confirmation of unloading, will appear if, based on GPS data, the vehicle enters the unloading zone or based on manual confirmation in the order. 
  • The Platform will show information on how much time the driver spent unloading (waiting to enter - waiting in line, unloading, waiting for documents).
  1. In the Completed tab, you will find transport tasks that have been completed. Additionally, the list includes the following information:
  • The Completion status shows whether the driver arrived on time or how late they were.
  • Claims regarding the task being reported (if any).
  • Automatic comments summarizing events that the system recognized during the transport.
  • Monitoring sources - specifies the devices used for tracking the transport.
  • In the task details window, you can check the entire history of events that occurred during the transport along with the details.
  1. The Archive tab will show all orders completed and confirmed by the shipper.

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