Driver Check-In & Check-Out Resource Guide

Make sure drivers can physically check in and understand exactly what to expect when they arrive.

• Download and print the Driver Check-In QR banner

• Create and share a Driver Check-In Guide
  • Help drivers understand the check-in process by using a simple, facility-specific guide. 
    • Use the Driver Check-In Guide template to outline the steps drivers will follow
    • Include QR code instructions and required check-in details
    • Print and post the guide at the gate or share it digitally with carriers
    • Note: The QR code shown in examples is for demonstration purposes only. Always use the QR code generated from your own warehouse settings.
      
      

• Post signage at the gate and other high-traffic entry points

• Provide a tablet or device for drivers who cannot scan the QR code
  

Goal: Remove friction at arrival and prevent gate congestion.

Align gate and warehouse staff on the new Driver Check-In flow and designate clear ownership.

• Assign an Internal Site Champion to serve as the point person for setup, questions, and ongoing improvements

• Walk staff through the driver self check-in experience

• Ensure staff knows where and how to communicate with drivers through the platform

• Review how appointment statuses update after check-in

• Confirm how staff should assist drivers when needed

• Reference the Driver Check-In Setup Guide to validate setup and ensure all configurations are in place

Goal: Ensure staff confidence, consistent execution, and clear ownership.

Validate everything works as expected.

• Complete a test driver check-in using the QR code or tablet

• Confirm the appointment status updates correctly in the system

• Verify staff can see and act on arrival information

Goal: Catch issues early and avoid day-one friction.

Introduce Driver Check-In to drivers and carriers.

• Share updated carrier instructions

• Reinforce QR code usage with signage and simple guides
  

Goal: Set clear expectations and drive early adoption.

Gate Management improves with iteration.

• Review check-in usage and arrival data regularly

• Gather feedback from staff and drivers

• Adjust required fields, instructions, or signage as needed

Goal: Improve adoption, speed up gate flow, and reduce congestion.

Once check-in is running smoothly, enable Driver Check-Out to capture departure data, complete the gate record, and unlock dwell time visibility across your operation.

Configure the Check-Out Form

• Navigate to the Check-Out section under Gate & Yard and enable the form for drivers
  Path: Warehouse → Fields & Forms → Gate & Yard → Check-Out → Manage
• Toggle the Driver form on using the Form Enabled switch in the top right
• Add or remove fields based on your operational needs. The fields below are common examples to help you get started, but are not required:
  • Seal # — captures the trailer seal at departure to verify load integrity and support claims or disputes
  • Total Pallets Out — records the final pallet count after refused or damaged pallets are accounted for
  • Damage Description — allows drivers to note any damage identified at departure

Note: Keep the form simple to start. Begin with only required fields, then introduce optional fields as your team becomes more comfortable with the workflow.

Update Carrier Instructions

• Add clear check-out guidance to your carrier instructions so drivers know what to expect at departure before they arrive
  Path: Warehouse → Warehouse Info → Instructions to Carriers → Warehouse General Instructions

Set Up Check-Out at the Gate

• Each warehouse has a unique self check-out QR code. Download and print the Check-Out Banner to post at your facility exit so drivers can scan and check out easily
  Path: Warehouse → Settings → Gate Management → Check-Out → Check-Out Banner (Portrait) → Print or Download
• For drivers who cannot scan, set up a tablet at the exit with the Warehouse Check-Out URL open
• Set the Check-Out Identifier (default is Phone Number) to ensure drivers are matched to the correct appointment at departure
  Path: Warehouse → Settings → Gate Management → Check-Out Identifier

Train Your Internal Team

• Walk staff through the driver self check-out experience
• Ensure staff knows how to monitor check-out status for active appointments
• Align on what to do if a driver leaves without completing check-out

Test Before Going Live

• Complete a test driver check-out using the QR code or tablet
• Confirm the appointment status updates correctly in the system
• Verify dwell time populates in Insights for the test appointment

Dwell Time Reporting

• With both check-in and check-out enabled, Opendock automatically calculates dwell time for every appointment
• When a driver checks out, the appointment is automatically completed and the asset is departed from the YMS
• Review dwell time data in Insights to identify patterns, flag outliers, and hold carriers accountable for extended stays

Goal

Capture accurate departure data, support claims documentation, and gain end-to-end visibility into how long every truck spends at your facility.

One of the world’s leading EV battery manufacturers rolled out Driver Check-In across their facilities.

Results they achieved:

• 93% driver adoption

• 5–10 minutes saved per truck check-in

• Reduced gate congestion and manual check-ins

What They Did to Drive Adoption

• Started with simple load types and check-in questions

• Focused on collecting critical data without overcomplicating the process

• Customized signage and driver instructions per facility

• Educated drivers on QR code usage

• Adapted their setup over time as needs evolved

While there was initial resistance from one-off carriers, most drivers found the process easier after just a few check-ins.

For teams that want a deeper understanding of the full driver journey, including dwell time tracking and long-term optimization, we’ve created a step-by-step guide that walks through the entire Driver Check-In process from arrival to departure.

This resource is especially helpful for:

• Operations leaders

• Process improvement teams

• Facilities scaling Driver Check-In across multiple sites

Read the Step-By-Step Guide to Driver Check-In with Opendock