Gate Management

Target Users

Security Guard / Gatekeeper using the Gate Management page

I. Overview

The Gate Management page is the tool for warehouse security guards to perform:

• Register vehicles by entering a registration code or scanning the driver's QR/Barcode.
• Confirm vehicle gate entry (Check-in) when the vehicle arrives at the warehouse.
• Confirm vehicle gate exit (Check-out) when the vehicle completes operations and leaves.
• Look up the daily vehicle entry/exit history.

note

All actions are performed on the Gate Operations tab and the History tab of the Gate Management page on the web portal.

Gate Management screen

---

II. Vehicle Check-in Registration

Vehicle registration records the vehicle's arrival at the warehouse and assigns a queue number (STT). There are 2 methods:

Method 1: Scan QR / Barcode

Step	Action
1. Ask the driver	Request the driver to open App Driver → appointment details → display QR code.
2. Scan the code	Use a QR or Barcode scanner on the Gate Management screen.
3. System validates	The system automatically checks the code's validity and timing.
4. Done	If valid → the 'Appointment Details' pop-up appears; vehicle is assigned a queue number.

Method 2: Enter Registration Code Manually

Step	Action
1. Get code from driver	Ask the driver to provide their registration code (dock_appointment_id).
2. Enter the code	Type the code in the 'Registration Code' field on the Gate Operations tab.
3. Click 'Register'	Click the 'Register' button; the system validates the code.
4. Done	If valid → the 'Appointment Details' pop-up appears; vehicle is assigned a queue number.

Check-in Window

Vehicles can only be registered within the allowed time window. Arriving too early or too late relative to the registered slot will be rejected. See the error handling section at Section VI.

---

III. Gate In Management (Check-in)

3.1. Waiting for Gate In List

After successful registration, the vehicle appears in the Waiting for Gate In list with status CHECKING_IN. Information shown on each card:

Information	Description
Grey icon	Vehicle has not yet reached the slot start time.
Red icon	Vehicle has reached or passed the slot start time — needs priority attention.
Registration ID	The dock appointment ID.
Plate number	Registered vehicle plate.
Vehicle type	Type of vehicle.
Time slot	Slot start – end time.
Queue number (STT)	Vehicle's position in the warehouse queue.

Priority Action

Cards with a red icon have reached or passed their scheduled time — process them first. Use the Late filter to quickly find these vehicles.

3.2. Perform Gate In (Vehicle Enters Gate)

Step	Action
1. Verify vehicle	Confirm the physical plate number matches the card information.
2. Click 'Gate In'	Click the 'Gate In' button on the card or in the Appointment Details pop-up.
3. Success	Toast 'Gate In successful!' appears → card disappears from the waiting list.
4. Vehicle enters	Vehicle moves to the 'Waiting for Gate Out' list with status WAITING_FOR_DOCK.

3.3. Filter the Waiting for Gate In List

Filter option	Result shown
All	All vehicles with status CHECKING_IN (default).
Late	Only vehicles whose slot start time ≤ current time (late or on-time vehicles).

---

IV. Gate Out Management (Check-out)

4.1. Waiting for Gate Out List

This list shows all vehicles currently inside the warehouse, including those with statuses:

Status	Meaning
WAITING_FOR_DOCK	Vehicle entered gate; waiting to be assigned a dock.
AT_DOCK	Vehicle is at the dock and operations are in progress.
LEFT_DOCK	Vehicle has left the dock; waiting to exit the gate.

4.2. Perform Gate Out (Vehicle Exits Gate)

Step	Action
1. Verify vehicle	Confirm the physical plate number matches the list.
2. Click 'Gate Out'	Click the 'Gate Out' button on the card or in the Appointment Details pop-up.
3. Success	Toast 'Gate Out successful!' appears → card disappears from the waiting list.
4. Record result	System automatically records: OPERATION_COMPLETED (finished) or OPERATION_FAILED (never reached dock).

Operation Result

• If vehicle left before reaching a dock (WAITING_FOR_DOCK) → system records OPERATION_FAILED.
• If vehicle passed through a dock (AT_DOCK / LEFT_DOCK) → records OPERATION_COMPLETED.

---

V. History Lookup

5.1. History Tab

The History tab shows all vehicles that were registered during the day (including those already checked out or canceled after registration). Information shown:

• Registration ID, status, registration date, time slot.
• Driver phone, plate number, vehicle type.

5.2. View Details in History

Click the Registration ID (link) in the History tab to view the full operations timeline:

Information	Description
Created by	Staff member who created the appointment and timestamp.
Edited by	Staff member who edited it (if applicable).
Canceled by	Role and reason for cancellation (if canceled).
Checked in	Guard who performed check-in, timestamp, and method (QR / code / barcode).
Gate In	Guard who confirmed gate entry and timestamp.
Gate Out	Guard who confirmed gate exit and timestamp.

5.3. Search

Enter a keyword in the 'Search by registration ID, phone, plate number' field and press Enter:

• Search by registration ID, driver phone number, or plate number.
• Case-insensitive; supports partial matching (no need to enter the full value).
• If nothing found → displays 'No matching registrations found'.

5.4. Filter by Status and Date Range

• Filter by status: CHECKING_IN, WAITING_FOR_DOCK, AT_DOCK, LEFT_DOCK, CHECKED_OUT, CANCELED.
• Filter by date range (appointment_date): select start and end date → click Apply.

---

VI. Error Message Handling

6.1. Errors During Vehicle Registration

Error / Message	Cause	Action
Registration not found!	Registration code is incorrect or not in the system.	Ask the driver to check the code in App Driver and provide it again.
Registration has been canceled!	The appointment was canceled by a coordinator.	Inform the driver to contact Transport Coordination for assistance.
Registration has expired!	Vehicle arrived too late; status changed to NO_SHOW.	Contact coordination for exception handling if needed.
Vehicle already registered!	Vehicle was already registered previously.	Find the vehicle in the 'Waiting for Gate In' list by plate number to process gate in.
Check-in window not open yet!	Vehicle arrived too early relative to the allowed window.	Ask the vehicle to wait and return when the check-in window opens.
Check-in date has not arrived!	Today is not the registration date.	Verify the appointment date with the driver.

6.2. Errors During Gate In

Error / Message	Cause	Action
Warning: Appointment has been canceled — vehicle cannot enter!	The appointment was canceled after registration.	Click 'Understood' to dismiss; inform the driver to contact coordination.

---

VII. Operations Summary

Standard workflow during a security guard's shift:

Step	Action	Result	Status after
1	Register vehicle	Vehicle appears in Waiting for Gate In list; queue number assigned.	CHECKING_IN
2	Click 'Gate In'	Toast 'Gate In successful!'; vehicle moves to Waiting for Gate Out.	WAITING_FOR_DOCK
3	Vehicle operates inside	(Dock management handles this)	AT_DOCK → LEFT_DOCK
4	Click 'Gate Out'	Toast 'Gate Out successful!'; vehicle removed from waiting list.	CHECKED_OUT