Check-In & Check-Out

This is the operator's screen. Everything else in Gate Management exists to make these two actions fast and accurate.

Available to Sysadmin, Admin, Dispatch and Gate roles. The operator first selects which gate they are working; the two actions stay disabled until they do.

Check-In

Recording an arrival, in the order the screen asks for it:

1. Identify the asset — type or scan the container or trailer number. Yard Spot offers a match if the asset is already known, or the option to create it, capturing its type.
2. Carrier — select the carrier, or create one inline. Skip it if your configuration does not require it.
3. Capture form — complete the gate's entry form. Submission is blocked while a required field is outstanding.
4. Seal — record the seal number, and a photo if your process takes one.
5. Destination — assign a yard location, or mark the asset in facility if it is on site without a specific spot. One or the other is required.
6. Submit.

On success Yard Spot appends a gate_in event to the asset timeline, opens a visit, and the asset appears in the on-site list and on the map.

If the submission fails, the entered data is preserved. An operator should never have to re-key a form because the network dropped.

Customer

The customer — the billed party of record — is stamped on the visit at check-in and is not rewritten afterwards, even if the asset's customer changes later. This is deliberate: a stay is billed to whoever owned it at the time, and a later reassignment must not silently re-bill history.

Check-Out

1. Locate the on-site asset by container or trailer number.
2. Capture form — complete the gate's exit form.
3. Seal re-verify — the entry seal is shown; record the exit seal. A mismatch raises a clear warning but does not block the check-out, and is recorded as a seal_discrepancy exception.
4. Submit.

Yard Spot appends a gate_out event, removes the asset from the on-site list and map, and closes the visit — computing its dwell and resolving its billable line items. That closed visit is what Reporting & Billing reads.

Capacity at the Gate

If the assigned location is full, the check-in is soft-blocked: the operator sees the location is at capacity and must acknowledge to proceed. Proceeding is recorded as a capacity_override exception. See Capacity & Occupancy.

Photos

Where your process captures photos — damage, seals, paperwork — they upload directly from the device and attach to the visit. A photo taken before the crossing is submitted is linked once the crossing is recorded, so a slow upload never holds up the gate.

Exceptions

Four situations are recorded rather than prevented, because blocking a truck at the gate is usually the more expensive outcome:

Exception	Raised when
capacity_override	An operator proceeded past a full location.
seal_discrepancy	The exit seal did not match the entry seal.
required_field_override	A required capture field was bypassed.
gate_out_without_gate_in	An asset was checked out with no matching check-in on record.

Each is attached to the asset timeline and to the visit, so exceptions can be reviewed after the fact instead of being argued about at the gatehouse. gate_out_without_gate_in is the one worth watching: a run of them usually means arrivals are bypassing the gate rather than that anything is wrong with the exits.

The Activity Feed

The Gate screen carries a newest-first feed of crossings across the yard — what came through, in which direction, and when. It can be narrowed to a single gate or carrier.

By default it shows the last seven days, which is a shift plus context. It is the operator's answer to "did that truck already come through?" without leaving the screen.