01 · Finding & Accessing
Facility Directory —
Finding Where to Book
Carriers don't need to call your office to find out if they can book at your facility. The directory gives them a searchable, up-to-date view of the facilities they already have access to — and a clear path to request access to new ones.
Browse Accessible Facilities
Carriers see a list of every facility they are approved to book at, along with location details, operating hours, and their current access status.
Search & Filter
Search by name, city, or zip code. Filter by access status — active, pending, or invite-only. Carriers working across multiple facilities can find what they need quickly.
Visibility Controlled by Facilities
Each facility decides whether they appear in the public directory at all. Invite-only facilities don't show up unless the carrier has been issued a link — so your facility's existence isn't exposed to carriers you haven't invited.
Privacy
Location Details
Before booking, carriers can review operating hours, door types, appointment windows, and any specific instructions the facility wants to surface upfront.
Distribution Center — Chicago
Mon–Fri 06:00–22:00 · 24 Doors
Cross-Dock — Memphis
24/7 · 12 Doors
Cold Storage — Dallas
Mon–Sat 07:00–20:00 · 8 Doors
Fulfillment Hub — Atlanta
Mon–Fri 08:00–18:00 · 16 Doors
02 · Finding & Accessing
Access Requests —
A Clean Path In
When a carrier wants to book at a facility they don't yet have access to, they submit a structured access request — no cold calls, no emails going to the wrong person. Your facility team reviews it and decides whether to approve, deny, or issue an invite link.
01
Carrier Finds the Facility
Either through the directory (if the facility is listed) or via a direct link shared by the facility.
02
Carrier Submits a Request
They fill in their carrier details — company name, MC number, contact info — and submit. No guesswork about who to email or call.
03
Facility Reviews & Decides
Your team sees the request in the Carriers module. Approve it, deny it, or issue an invite link to begin the onboarding properly.
04
Carrier Gets Access
On approval, the carrier can book immediately according to your access policy. The full audit trail of the request is preserved.
Why This Matters
Most facilities either block all new carriers entirely or let anyone in. Access requests give you a structured middle path — you stay in control of who gets in, without making carriers jump through invisible hoops.
Landstar System Inc.
MC-123456 · Submitted 1hr ago
Old Dominion Freight
MC-789012 · Submitted 3hrs ago
Knight-Swift Transport
MC-345678 · Submitted yesterday
03 · Booking
The Booking Wizard —
No Guesswork
The booking wizard walks carriers through each step of creating an appointment — selecting the facility, picking a time window, providing references, and uploading required documents. They only see options that are valid given your facility's rules. No wasted submissions, no back-and-forth to fix missing fields.
01
Select Facility & Location
Choose from facilities the carrier has active access to. Only bookable locations are shown.
02
Pick an Appointment Window
Choose a date and time from the available windows. Capacity constraints are enforced in real time — fully booked slots are not shown.
03
Provide References
Enter load reference numbers, PO numbers, or any identifiers the facility requires. These appear on the appointment and in the arrivals queue.
04
Upload Required Documents
If the facility has documents due at booking, the wizard surfaces them here. The booking cannot be submitted until required documents are attached.
05
Confirm & Submit
Review a summary of the appointment before submitting. On confirmation, the booking lands in the facility's schedule immediately.
Real-Time Capacity Enforcement
Time slots that are already at capacity are not displayed. Carriers cannot accidentally double-book a window your facility can't handle.
Policy-Aware Booking Flow
If your facility uses verified access, the carrier completes identity verification within the wizard — before they reach the time selection step.
Smart
Inline Document Requirements
Required fields and documents are surfaced at the right moment in the flow — not as a separate process the carrier has to remember to complete.
Instant Confirmation
On submission, the carrier receives a confirmation with all appointment details. The appointment is visible in their portal immediately.
Configurable Per Facility
The wizard adapts to your facility's rules. Your team configures what's required — carriers just fill it in.
04 · Booking
Appointment Management —
Full Visibility, Controlled Changes
Once an appointment is booked, carriers can track it, manage it, and communicate about it — all from the portal. What they can change (and when) is governed by the rules your facility sets.
Appointments List & Detail
A full list of all upcoming and past appointments across every facility. Click into any appointment to see its current status, references, documents, and message thread.
Live Status Tracking
Carriers see the same live appointment status your facility team sees — Scheduled, Checked In, In Progress, Work Complete, Closed. They know where things stand without calling the facility.
Live
Reschedule Requests
Carriers can request a reschedule from the portal. Depending on your facility's policy, this either processes automatically or routes to your team for approval. Either way, the change is captured, not lost in an email.
Cancellation Requests
Carriers submit cancellation requests with a required reason. Your team can review and confirm, or your policy can allow self-service cancellations within a defined window.
Filter & Search
Search appointments by reference number, carrier name, facility, or date range. Dispatchers managing dozens of appointments per day can find what they need instantly.
Chicago DC · Inbound
REF-4821 · Today 14:00
Memphis Cross-Dock
REF-4822 · Tomorrow 09:30
Atlanta Hub · Outbound
REF-4823 · Fri 11:00
Chicago DC · Inbound
REF-4820 · Yesterday
What Carriers Can Do (Per Your Policy)
View Status
Upload Documents
Message Facility
Request Reschedule
Request Cancellation
Highlighted = always available. Others depend on your facility's policy settings.
05 · Compliance
Document Uploads —
No More Email Attachments
When your facility requires documents, carriers upload them directly in the portal — tied to the specific appointment. No email attachments, no shared drives, no document lost in someone's inbox three days before arrival.
Surfaced at the Right Time
Documents required at booking appear in the booking wizard. Documents due before arrival are flagged in the appointment detail with a clear deadline. Carriers always know what's needed and when.
Tied to the Appointment
Every uploaded document is attached to its specific appointment. When your gate team or planner reviews the appointment, the documents are right there — no searching for attachments.
Clear Completion Status
Carriers can see at a glance which documents are complete, which are pending, and what's still needed before arrival. No guessing about whether their submission went through.
Self-Service
Missing Documents = Gate Alert
If a carrier checks in without completing their document requirements, it automatically surfaces as an exception in the facility's arrivals queue. Your gate team knows before they reach the dock.
Bill of Lading
Required at booking
Insurance Certificate
Required before arrival
Hazmat Declaration
Required before arrival · Missing
The Carrier Experience
A carrier sees exactly what's needed, uploads it in under a minute, and moves on. No calls to the facility asking "what do you need from us?"
06 · Communication
Messaging —
All in One Place
Every message about an appointment is threaded directly on that appointment. Both the carrier and the facility team can see the full history. Nothing goes to an inbox. Nothing gets lost. And both sides see updates in real time.
Appointment-Level Threads
Every appointment has its own message thread. A carrier with 50 active appointments has 50 separate threads — so a message about REF-4821 never gets mixed up with REF-4822.
Real-Time Delivery
Messages appear on both sides instantly. No polling, no refresh. Facility staff see carrier messages the moment they're sent, and vice versa.
Live
In-App Notifications
Carriers receive in-app notifications when the facility sends a message, updates the appointment, or requests a document. They know when action is needed without logging in to check.
Full History Preserved
Every message thread is archived with the appointment. If there's ever a dispute about what was communicated and when, the record is right there.
Facility · 09:14
Hi — please note Door 03 is temporarily out of service. We're assigning you to Door 07 instead. Apologies for the inconvenience.
You · 09:22
Understood, no problem. Driver is about 15 minutes out. Will let them know.
Facility · 09:24
Perfect. Gate will be expecting him. BOL still required on arrival.
07 · Organisation
Fleet & Driver Roster —
Optional but Powerful
Carriers can optionally maintain a roster of their drivers and assets inside Yardo. This isn't required for booking — but it unlocks faster check-in, pre-filled driver details, and cleaner appointment records for carriers who want to invest in the setup.
Driver Profiles
Add drivers to your carrier account with their name, contact info, and licence details. When booking an appointment, select a driver from your roster rather than re-entering details each time.
OptionalAsset Registry
Maintain a list of your tractors, trailers, and other rolling assets. Assign specific assets to appointments for carriers who need to track which equipment went where and when.
OptionalFaster Check-In
When a driver in your roster uses the driver check-in link, their details pre-populate. Faster for the driver, cleaner data for the facility gate team reviewing the arrival.
EfficiencyFor High-Volume Carriers
Carriers running dozens of appointments per week get the most value from a maintained roster. Driver selection at booking takes seconds instead of minutes, and the facility receives cleaner, pre-verified arrival data.
08 · Organisation
Saved Views —
Your Schedule, Your Way
Dispatchers managing appointments across multiple facilities, carriers, and time horizons can save custom filtered views of the appointments table so they always open to exactly the slice of the schedule they care about most.
Filter and Save Any View
Filter appointments by facility, status, date range, or reference number — then save the combination as a named view. Reopen it in one click next time.
Bookmark Key Workflows
A dispatcher who manages Chicago DC and Memphis separately can have a saved view for each — rather than setting filters manually every time they switch context.
Per-User, Not Shared
Saved views are personal — each dispatcher configures their own. A fleet manager and a dispatcher on the same carrier account can have completely different default views.
Chicago DC — This Week
Status: All · Date: Mon–Fri · Facility: Chicago
Exceptions Needing Action
Status: Exception · All Facilities
Memphis — Upcoming
Status: Scheduled · Facility: Memphis
Docs Incomplete
Docs: Missing · Status: Scheduled
09 · Organisation
Carrier Team Roles —
The Right Access for Everyone
A carrier account isn't just one person. Dispatchers, fleet managers, and finance contacts all have different needs. Yardo gives each carrier team member the access they need — without giving everyone access to everything.
Role
What They Can Do
Best For
Carrier Admin
Full access to all carrier account features — bookings, team management, fleet, documents, and account settings.
Owner / Manager
Dispatcher
Book appointments, manage existing bookings, upload documents, message facilities, and manage the appointment list. Cannot manage team or billing.
Ops Team
Fleet Manager
Manage the driver and asset roster. View appointments to understand asset utilisation. Cannot create or modify bookings directly.
Fleet Ops
Carrier Claim Workflow
When a carrier first registers, they claim their carrier account using their MC number. Yardo verifies the claim and the first user becomes the Carrier Admin — responsible for inviting the rest of their team. This prevents multiple unrelated users from joining the same carrier account by accident.