Gate Check-In and Yard Management on Yardor

Check trucks in and out at the gate by scanning their visit code, handle walk-ins from the poster code, and manage yard spots, on-site trailers and move tasks.

The Check-ins page in your warehouse console is now also your gate desk. A driver with a booking carries a visit code — a QR code on their check-in page and in their confirmation email, plus a 6-digit short code. You scan the code, confirm the visit, and the truck is on site. Trucks without a booking use the poster code at your entrance. Inside the yard, the Yard page shows every spot, every trailer on site, move tasks and a live status board.

Check in a booked truck#

1. Open Check-ins and scan the driver’s QR code. If the code will not scan, type the 6-digit short code, the visit number (ET-…), or the appointment number instead — all four open the same visit.
2. Check the visit summary against the truck in front of you: carrier, driver, tractor, trailer or container, and the booked time and dock.
3. Take the gate photos the page asks for. Photos are evidence of the truck’s condition on arrival. If a photo truly cannot be taken, a supervisor can waive it with a reason — the waiver is recorded.
4. Pick where the truck goes — a dock door or a yard spot — and confirm check-in. The appointment moves to checked in and the trailer appears on the on-site list in that spot.
5. If a driver lost their code, find the visit by plate or trailer number on the same page and issue a fresh code. The old code stops working the moment the new one is issued.

Check out and supervisor release#

1. Scan the same visit code again (or open the visit by its ET number) and start check-out.
2. Confirm the equipment number and seal number match what is leaving. A mismatch stops the check-out — it cannot be overridden, because the wrong trailer may be leaving.
3. If everything matches but the dock work is not finished yet, Yardor warns you instead of blocking. A supervisor can release the truck with their name and a reason; the release is written into the visit timeline.
4. After check-out the visit code no longer works. Scanning it again simply shows that the truck has already left, with its on-site duration.

Walk-ins: the poster code and the pending queue#

1. Print your facility poster from the Check-ins page and put it at the entrance. A driver without a booking scans it, fills in their details on their phone, and gets their own visit code. Their visit waits in the pending queue — it does not take a spot and is not on site yet.
2. If a poster is lost or photographed by strangers, rotate it from the same card: the old poster stops working at once and a new version is printed.
3. Work the pending queue on the Check-ins page: open a visit, complete anything missing, then confirm it into a spot, link it to a same-day booking the driver already has, or create a same-day order for it. To refuse a visit, pick a reason — the driver sees it in plain words on their visit page.
4. When a driver has no phone at all, use “Record a walk-in” on the same page and type the details yourself. It lands in exactly the same place as the poster path — checked in, in a spot, with a same-day order.

Yard spots and zones#

1. Manage spots on the Docks page, in the “Yard and spots” section next to your dock doors. Add a spot with a code (like A-01) and a zone — zones are simply the areas of your yard, such as A, B or “by the fence”.
2. Rename a spot, move it to another zone, switch it between a parking spot and a waiting spot, or deactivate it. A spot with a trailer on it cannot change type or be deactivated — move the trailer first. Dock doors are never edited here; they keep their own settings.

On-site list, move tasks and the yard board#

1. The Yard page lists everything on site: where each trailer is, how long it has been here, and whether it is loaded. Trailers here longer than a day are flagged — a flag is only a reminder, it never blocks the truck from leaving.
2. To move a trailer, create a move task from the on-site list: pick the trailer, pick the target spot or dock, and optionally assign a team member. The member opens the task on their phone, taps Start, scans the trailer number when they pick it up (a wrong trailer is refused), and taps Drop at the target. If something goes wrong mid-move, they report an exception with a reason and resume when it is fixed.
3. The yard board at the top of the same page shows docks, spots by zone, on-site counts, overdue trailers, the pending queue and today’s expected arrivals in one view. It refreshes on its own about once a minute.

Free plan yard limits#

The free plan covers the full gate and yard flow with starter limits: up to 3 zones, 20 yard spots, and 100 move tasks a month. Two things are never blocked by a limit: checking a truck out, and finishing a move task that already exists. The on-site count works differently — when more than 25 vehicles are on site, Yardor still lets the check-in through, but a supervisor has to confirm it and the extra check-in is recorded. Limits only stop you from creating new spots, new zones, or new move tasks; your Settings usage page always shows where you stand, and upgrading raises the numbers without moving any of your data.

Yardor features used in this article#

• Warehouse side → Check-ins → Gate desk (scan / short code / ET number / appointment number, photo, placement, check-out and supervisor release)
• Warehouse side → Check-ins → Pending queue (confirm / link booking / create same-day order / reject with a reason) and “Record a walk-in”
• Warehouse side → Check-ins → Facility poster (print and rotate)
• Warehouse side → Docks → Yard and spots (spot codes, zones, activate / deactivate)
• Warehouse side → Yard (status board, on-site list, move tasks — members work them on their phones)
• Warehouse side → Settings → Usage (yard limits and where you stand)
• Driver side → Check-in page and visit page (visit QR, short code, walk-in form, visit status — no account needed)