01 · Overview
Check-In Creates
Operational Data
Most gate check-in processes are manual confirmation steps — a driver hands over a paper, a gate agent types something into a TMS, and maybe a log gets updated. Yardo's driver check-in is different. It's the trigger that generates live arrivals, flags exceptions, and feeds the dock workflow — automatically, the moment it happens.
Situation
Without Yardo
With Yardo Driver Check-In
Driver arrives at gate
Gate agent manually looks up the appointment, cross-references a spreadsheet or TMS
Driver taps their unique link. Arrival appears in the gate queue instantly
Driver has wrong reference
Gate agent discovers the mismatch in person. Truck idles while it gets resolved
An exception is automatically flagged before the truck reaches the booth
Driver arrives early
Gate agent decides on the spot whether to let them in, creating inconsistency
Arrival appears on hold. Gate team sees it and decides — with full appointment context
Dock team visibility
Dock staff find out a truck is ready via radio call from the gate
Dock status board updates the moment the truck is released to dock. No radio needed
Driver experience
Wait in line at the gate booth, repeat details verbally, hope the agent finds the appointment
Tap a link before even reaching the gate. Check-in takes under 30 seconds
02 · Check-In Methods
Deep Link —
One Tap from the Cab
The most seamless check-in experience. The carrier or dispatcher sends the driver a unique secure link tied to their specific appointment. The driver taps it on their phone — from the truck cab, the fuel stop, anywhere — and they're checked in before they even reach the gate.
Unique Per Appointment
Every appointment generates its own secure link. The link is tied specifically to that booking — not a generic facility link — so check-in is pre-matched to the right appointment record.
Secure
Sent by Dispatch
The carrier's dispatch team sends the link to the assigned driver via text, WhatsApp, email — whatever they already use. No new communication tool required on the carrier side.
Works on Any Browser
The link opens a lightweight web page — no app download, no login. Any smartphone with a browser handles it. The driver confirms their name and reference, taps submit, and they're in.
No Install
Can Be Done En Route
Drivers can check in before they arrive — from a rest stop, a fuel station, or the road. The facility sees them in the arrivals queue with an "En Route" status, so the gate team knows they're coming.
Status Updates Back to Driver
After check-in, the driver sees their current status on the same page — which door they've been assigned, whether they're on hold, and when they're cleared to proceed. No calling dispatch to find out what's happening.
Best For
Carriers who have a dispatch team actively managing drivers and can include the link in their existing load tendering or driver communication workflow. Zero friction for the driver. Zero new process for dispatch.
Yardo Driver Check-In
Check In
Confirm your details below to check in for your appointment.
Facility
Chicago DC
Appointment
Today · 14:00
Reference
REF-4821
Your Name
Enter name...
Confirm Check-In
This link is valid for one check-in only.
03 · Check-In Methods
QR Code —
Scan at the Gate
For drivers who didn't receive a link ahead of time, a QR code posted at the gate entrance gives them an equally fast check-in path. Scan, confirm details, done. The QR encodes the same appointment-specific link — so the check-in data is just as clean and matched as a deep link tap.
Posted at the Gate or Entrance
Print the QR code and post it at the gate booth, the entrance kiosk stand, or inside the guard shack. Drivers pull up, scan with their phone camera, and check in while still in the vehicle.
Generates a Unique Link per Scan
Each QR scan creates a unique session so two drivers scanning at the same time don't create conflicting check-ins. The underlying lookup logic matches the driver to their appointment based on reference or name.
Smart
Native Phone Camera — No QR App
Modern iOS and Android phones scan QR codes directly from the camera app. No separate QR scanner app needed. The driver scans and lands on the check-in page in under five seconds.
Configurable Lookup Mode
The check-in page after scanning can be configured by the facility to ask for a reference number, appointment ID, or allow the driver to look up their appointment by carrier name. Your facility controls which search modes are available.
Configurable
Printable QR Codes
Generate and download a print-ready QR code for any location from the facility settings. Laminate it. Replace it if the location policy changes. The link behind the QR updates automatically.
Scan to Check In · Chicago DC
Best For
Facilities with a mix of regular and one-time carriers where pre-sending links isn't always practical. The QR ensures every driver has a fast check-in path regardless of whether dispatch set them up in advance.
04 · Check-In Methods
Kiosk —
Walk Up & Look Up
For facilities that want a dedicated check-in station — at the guard booth, the gatehouse entrance, or the dock office — the kiosk mode turns any screen into a self-service check-in terminal. Drivers walk up, search for their appointment, confirm their details, and check in. No phone required.
Any Screen Becomes a Kiosk
Mount a tablet at the gate or use an existing monitor in the guard booth. Navigate to the kiosk URL for your location — that's the entire setup. No hardware purchase, no software install.
Simple
Configurable Lookup Modes
Your facility controls how drivers search for their appointment on the kiosk. Options include searching by reference number, appointment ID, carrier name, or driver name — or any combination. Each location can have different lookup rules.
Configurable
Appointment Window Enforcement
If a driver tries to check in too far outside their appointment window, the kiosk surfaces a warning. Early arrivals are flagged with a hold, not silently admitted — so your dock schedule isn't disrupted by drivers who show up 3 hours early.
Touchscreen Optimised
Large tap targets, minimal typing, and a clean flow designed to work on a 10" tablet as well as a 24" monitor. Drivers can complete check-in in under a minute even on a shared screen.
Auto-Resets After Each Check-In
After a driver completes check-in, the kiosk returns to the search screen automatically. The next driver can walk straight up without needing a gate agent to reset anything.
Driver Check-In
Chicago Distribution Center
Today
14:22
Enter reference number or carrier name
Upcoming in next 2 hours
Werner Enterprises
REF-4824 · 14:30 · Inbound
Old Dominion Freight
REF-4825 · 15:00 · Outbound
Estes Express Lines
REF-4826 · 15:30 · Inbound
Best For
Facilities with high walk-up traffic, older carrier relationships where pre-sending links isn't standard practice, or any location where a dedicated self-service check-in station reduces gate agent workload.
05 · What Happens Next
What Every Check-In
Creates
A driver tapping a link isn't just confirming attendance. That single action kicks off a chain of operational updates across every relevant screen in Yardo — instantly, without anyone manually entering anything.
Arrival Record Created
A new arrival entry is created and linked to the appointment. The gate team sees the driver's name, carrier, reference, and check-in time in the arrivals queue — immediately, with no manual entry.
Gate QueueAppointment Status Updated
The appointment transitions from "Scheduled" to "Checked In" the moment the driver submits. Planners, gate staff, and dock teams see the status change on their screens without refreshing.
Live UpdateTimestamp Captured
The exact check-in time is recorded against the appointment. This feeds dwell time calculations, on-time arrival analytics, and carrier performance tracking — accurate to the second.
AnalyticsExceptions Auto-Flagged
If anything doesn't match — wrong reference, outside window, duplicate check-in, no matching appointment — an exception is created automatically and surfaced in the gate queue. Gate staff see it before the driver reaches the booth.
CriticalGate Notifications Triggered
Facility users watching arrivals receive a live notification that a driver has checked in. No polling the queue manually — the screen updates and the notification fires simultaneously.
NotificationAnalytics Data Recorded
Every check-in contributes to operational analytics — arrival time vs scheduled time, check-in method used, exception rate. The data builds over time into a clear picture of facility and carrier performance.
ReportingThe Core Difference
Check-in isn't a notification that a driver is here. It's the event that starts the operational clock — from that moment, every screen in Yardo reflects the live state of the yard.
06 · What Happens Next
Exceptions —
Caught Before They Cost You
The most expensive dock problems are discovered too late — at the door, when the truck is already blocking capacity. Yardo surfaces mismatches the moment check-in happens, so your gate team can resolve them before they become delays.
01
No Match Found
A driver checks in with a reference number that doesn't match any scheduled appointment at the facility. Could be a wrong reference, a booking that wasn't entered, or the wrong facility entirely.
02
Duplicate Check-In
A check-in comes in for an appointment that already has an active arrival. Prevents one appointment from being used by two drivers, or flags a driver who is checking in twice.
03
Outside Appointment Window
The driver checks in significantly before or after their scheduled window. The arrival is created but held automatically — the gate team sees the time delta and decides whether to release or ask the driver to wait.
04
Missing Reference
Driver checks in without a reference number on a facility that requires one. The exception flags the gap — gate staff can manually match the driver to their appointment or request they recheck their paperwork.
05
Wrong Facility
A driver uses a check-in link or QR for a different location within the same organisation. Yardo flags the mismatch rather than silently routing them to the wrong dock.
How Gate Teams Resolve Exceptions
Link to Appointment
The gate agent manually matches the arrival to the correct appointment record — useful when the driver has the right load but entered the wrong reference.
Update & Approve
Correct the missing field directly from the exception screen — update the reference, adjust the time, add a note — and release the driver to the queue.
Reject the Arrival
If the driver genuinely shouldn't be there, reject the arrival with a reason. The record is preserved for audit and analytics — so you know it happened.
07 · Communication
Driver SMS —
Reach the Person in the Cab
After a driver checks in, your facility team sometimes needs to reach them directly — to assign a door, flag a hold, request missing information, or notify them of a delay. Two-way driver SMS closes that gap without requiring the driver to be watching an app.
Send from the Arrival
Gate staff send an SMS directly from the arrival record in Yardo. The message goes to the driver's mobile number — tied to either the appointment or the check-in details.
Ops+ Plan
Two-Way Replies
Drivers can reply by text. Replies appear in Yardo attached to the arrival, so the gate team sees the full conversation in context — not scattered across their personal phone.
Common Use Cases
Door assignment instructions, staging area directions, hold notifications ("Please wait in staging — your door is occupied for another 20 minutes"), or requests for a missing reference number.
Consent-Managed
SMS is only sent to drivers who have consented to receive messages. Consent is requested during check-in and can be resent if needed. Yardo handles the consent flow automatically.
Compliant
Abuse Protection Built In
Rate limits prevent bulk messaging. SMS is tied to specific arrival records — not a broadcast tool — so it can't be misused for unsolicited outreach.
W
Werner · REF-4824
+1 312 555 0147
Chicago DC Gate · 14:24
Hi — you're checked in. Please stage in Lot B until Door 03 is clear. Estimated wait: 15 minutes.
Driver · 14:26
Got it, heading to Lot B now. Is there a number to call if I don't hear back?
Chicago DC Gate · 14:28
No need — we'll message you here when Door 03 is ready. Should be around 14:45.
All messages logged against REF-4824
Ops+ Plan Feature
Two-way driver SMS is available on the Ops+ plan. It replaces the gate agent's personal phone as the communication channel — keeping all messages visible, logged, and tied to the right arrival record.
08 · Facility Impact
What Driver Check-In
Does for Your Team
The driver experience is intentionally frictionless — but the real value is what happens on the facility side. Every check-in generates data that your gate team, dock staff, and planners act on immediately.
Gate Team Sees Arrivals Before Trucks Reach the Booth
When drivers check in via link or QR before entering the facility, your gate team has a head start. They can pull up the appointment, confirm documents, and pre-assign a door — all before the driver rolls up to the window.
Exceptions Surfaced Early Enough to Act On
A mismatch caught at check-in can be resolved in minutes. The same mismatch discovered at the dock door backs up the whole operation. Yardo surfaces problems at the earliest possible moment — when they're still cheap to fix.
Dock Team Knows What's Coming
When a truck is released to dock, the dock status board updates instantly. Dock staff preparing for a load know what's arriving, what reference it carries, and how long until it should be at the door — without a radio call from gate.
Every Check-In Feeds Analytics
Arrival time versus scheduled time is captured accurately for every truck. Over time this becomes the data behind carrier performance scores, dwell time benchmarks, and throughput trend analysis — all generated automatically, without any manual logging.
Fewer Radio Calls
Gate-to-dock radio calls to announce arrivals, confirm door assignments, and update work status drop significantly when every screen shows the current state. The dock board and arrivals queue replace most of those calls automatically.
Works with How You Already Operate
Facilities don't need to change their carrier relationships or retrain gate staff on new hardware. Drivers use their existing phones. Gate staff use the arrivals queue. The check-in happens in the background and the data just appears.