The Secret To Improving Logistics Check-In Procedures

Not all logistics departments operate the same. Every entrance, door, and gate at a facility can be different, and the process for managing shipments and receiving products and materials varies between facilities. The success of a facility often depends on the overall efficiency of its logistics department since its responsibilities can often spill over into other departments like customer service, IT, and finance. Not only that, but with constant supply chain disruptions, rising consumer prices, and a massive shortage of truck drivers, logistics workers are constantly battling to stay afloat.

Between managing your business and navigating global challenges, logistics departments are constantly looking for ways to improve their operations to meet the organization's objectives. Recently, the manufacturing industry has turned to integrating new technologies to stay well organized and improve internal and external communication. While all issues can’t be solved with technology, alleviating some of the friction in your process can greatly impact your overall productivity.

Let’s Dive Into That

Visitor Management Systems (VMS) are software typically automated with a kiosk or QR code that tracks visitors' arrival, departure, and movement through a protected area and streamlines all of the processes related to the intake, documentation, and record retention of visitors. In this blog, we explore the features and solutions offered by.

Guard Shack or a Gate? Transmission Has You Covered

It doesn’t matter if you have a guard shack or a gate… Transmission can automate your existing setup. Transmission offers QR code access, instead of a physical piece of hardware, allowing you to organize check-in based on your needs, not the availability of electricity or internet. QR codes can be printed on any material, in any size, and placed anywhere.

Transmission QR codes, link your visitors directly to your check-in kiosk, and put the kiosk on their mobile device so they can check in without exiting their vehicle. Each entry point is uniquely identified by the kiosk, so you’ll always know which door or gate your visitor is at.

Transmission begins the check-in by asking visitors for their preferred language. Language barriers and accents can often be a common pain point for logistics departments to overcome. Especially for facilities that communicate with their drivers via a CB radio, a strong accent can cause misunderstandings that harm job performance. Transmission allows full customization in every step of the process while presenting and collecting exactly the information you need. You may whitelist frequent and returning drivers to expedite their check-in and skip parts that don’t need to be presented at every visit. 

Transmission collects the visitor's cell phone number so they can receive instructions via text messaging. Simple tools like this can make a huge difference in the effectiveness of a facility's communication.

Is a driver in the wrong place? Transmission can prevent a visitor from checking in at the wrong spot and direct your driver to the appropriate area using written words, text messages, videos, or specific coordinates. 

Another tool that comes with Transmission is the ability to serve video content to easily demonstrate the process your driver needs to follow. Studies show that viewers remember 95% of a message when watching a video than when they read a text. This can be extremely useful if your facility layout is hard to navigate or you struggle with driver compliance and direction following. Closed captions, audio, and multiple languages are available on videos to accommodate any driver. Videos can be customized based on the different visitor types so every visitor receives only the information relevant to them and precisely. 

Transmission serves user agreements, collects signatures, supplies the visitor a copy, and supports fully customizable forms for your unique needs. Use a form to collect trailer info, invoice numbers, or any information relevant to the visit you wish to document. Conduct health screenings without ever coming into contact with the visitor. The forms your visitors submit are attached to their visitor profile and are easily accessible from the current visitor dashboard.

The easy-to-use dashboard allows you to communicate with the queue of waiting drivers, see how long they've been waiting, and view the information submitted at check-in. Send a text message to direct a driver to the appropriate location at the correct time. Since most visitor communication is the same, Transmission allows you to template your responses so text communication is simple and fast.

You can even check drivers out directly from the dashboard as they exit the dock. 

Transmission’s robust searchable and exportable visitor reports allow you to find the info you’re looking for easily. Visitor reports also provide a way to verify and audit delivery records or confirm time billed against.

In addition to its other features and solutions, Transmission's Check-In Kiosks offer seamless integration with FactoryTV, providing a convenient way to display visitor arrival notifications on TVs throughout your facility. This integration allows for real-time updates and improved communication, ensuring that everyone in the facility or department is aware of an arriving driver. 

We know the shipping and receiving departments have a lot of moving parts and that no singular piece of technology will overcome the challenges you face. Integrations can eliminate duplicate processes and tedious data entry and prevent your team from falling behind on paperwork. The possibilities are endless, and the Transmission team is dedicated to providing a solution to fit your logistics needs. We’d love to learn more about your current processes, what is or isn’t working, and offer a solution that supports and improves, not changes, what you’re already doing.