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Three smart ways to register the waiting times before loading and unloading

Transport tools

Register waiting times smoothly through Geofence (geographic areas)

Some Fleet Management Systems have the ability to create virtual geographic areas on a map. In Vehco's system, this feature is called Geofence. This feature allows companies to create areas of any kind on a map. When a vehicle equipped with Vehco enters or leaves a geofence-area, this is recorded in the system. As you decide on the size of the area, you can calculate how long time it will take for the vehicle from it enters the geographical area until the vehicle leaves the area. Often, such a geographical area is placed just around the loading area of the customer. Obviously, it is then important to know the actual time for the unloading- and loading activities so that you can break out what is the waiting time.

Measuring waiting times using geographical areas is an easy way of working for companies who have not previously registered waiting times at all. This option does not require a change of work tasks for the driver and after setting up the geographical areas, the data is automatically recorded. Problems with this way of measuring waiting times can occur if the loading or unloading activities take longer time than normal, but it is not caused by waiting.

Vehco reduces waiting times through geofencing

 -   Geofence is the easiest way to measure waiting times because everything runs automatically after setting up the different areas on the map. It fits well for smaller companies. - Magnus Gunnergård, Vehco

Refined follow-up of waiting times through Qualified Activities service

The driver can also register waiting times through a screen in the vehicle (e.g. on a fixed screen in the vehicle or on a portable device with like a tablet or mobile phone). When drivers enter a loading area, they can easily use the activities function to record waiting time through pushing a button “Waiting time Start”. The function is used to register many different types of activities, of which waiting time is one of these. When a driver starts to load or unload goods at the customer, the driver will exit the waiting time activity through pushing a button “Waiting times end” and the waiting time is saved in the system. The information is then directly available for the transport management team in the office.

Naturally it requires more discipline by the drivers to register waiting times through a manual procedure such as the qualified activities service, compared with only using Geofencing, but it gives higher precision and better results. This means that the transport manager can trust that the registered waiting time is real waiting time. 

Vehco reduces waiting times through the Activities service

-   We register our waiting times in the Vehco system using the Qualified Activities feature. It's a smooth way of working and it makes it easier for us to bill our customers for unnecessary waiting time. - Mathias Lindedahl, IT-Manger, RL Trans (Finland)

Registration of waiting times by connection to TMS

For mid-sized and larger companies, often a Transportation Management System (TMS) is used to manage the transports. Some Fleet Management Systems (FMS) offer integrations to TMS so that the drivers can access the transport orders digitally in the vehicle. Examples of such services are the Order Management service and the Mission Management service provided by Vehco. Through these services, transport assignments are directly sent out to the drivers from the TMS. Some TMS also offer mobile applications as extensions to the back-office systems. These apps can be used by the drivers in a similar way as those provided by the FMS. Typically, the drivers receive the missions and update the status continuously and finally mark them as completed.

The registration of the waiting times in the Order Management service and in the Mission Management service work in a similar way as in the Qualified Activities service. The big difference is the integration with the TMS. Since the TMS normally is integrated with an ERP (Enterprise Resource Planning System), it is easy to include waiting times directly in the billing of the customer, with all information collected in one place.

-   Using Mission Management to measure waiting times has clear advantages but it is primarily useful for larger companies that have a transport management system connected to an economy system. - Magnus Gunnergård, Product Manager, Vehco

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