Frequently Asked Questions
Everything you need to know about setting up and using Truck Check In for your yard or warehouse. Can't find what you're looking for? Give us a call.
How It Works
Setup, check-in methods, and getting started
Truck Check In is a cloud-based check-in and queuing system built for truck yards and warehouses. It replaces paper logs and manual tracking with a digital system your entire team can access in real time. Drivers check in by scanning a QR code, using the free mobile app, or being entered manually by staff. Every arrival appears instantly on a display that your team can view from any computer. The system tracks arrivals, departures, load times, and driver contact information — all in one place.
Sign up for a free 14-day trial — no credit card required. Once your account is created, you configure your questions, print your QR code, add your users, and you're live. You can start checking in trucks the same day. Our team is available to walk you through setup at no extra charge.
No special hardware is required. Drivers check in using their own smartphone by scanning a QR code or using the free mobile app. Staff can also enter driver information manually from any computer. All your team needs is access to a browser to access the displays.
Truck Check In offers three ways to log incoming trucks, and all three can be used together at the same location:
- QR Code — Post a printed QR code at your gate. Drivers scan it with their phone and check in from their cab in under a minute. No app required.
- Mobile App — A free app for iOS and Android that saves driver information for repeat visits. One-tap check-in on every return trip.
- Manual Entry — Staff enter driver information directly from the dashboard. Ideal for drivers without a smartphone or when gate staff are logging arrivals themselves.
Print a QR code and post it at your gate, guard shack, or receiving dock. Drivers open their phone camera and point it at the code. The check-in form opens directly in their browser — no app download required. The driver fills in the fields you've configured, taps submit, and they appear on your team's displays immediately.
No. Drivers can check in instantly by scanning a QR code with their phone camera. The check-in form opens directly in their browser — no app download, no account creation, and no login required. For repeat drivers who want an even faster experience, the free Truck Check In mobile app saves their information so future visits are a single tap.
Yes. The Truck Check In mobile app is completely free for drivers on both iOS and Android. Drivers create a profile once, and their information is saved for every future visit. Repeat check-ins become a single tap — no re-entering names, phone numbers, or company details.
Truck Check In can be configured to collect the information your business needs at check-in, including name, company, phone number, email, up to three custom text questions, up to three yes-no questions, and up to 16 reasons with 16 related sub-reasons. These fields can be configured to capture details such as pickup or drop-off information, trailer number or ID, cargo type, and any other important check-in information.
Truck Check In is used by warehouses, distribution centers, and any operation that manages inbound or outbound truck traffic. If trucks arrive at your facility and need to be logged, queued, or directed to a loading area, Truck Check In can streamline that process.
Yes. We provide free onboarding, demos, and training for your team. You can schedule a demo with us anytime, and we offer unlimited support meetings to help you get the most out of Truck Check In.
Truck Check In is designed to work alongside your existing systems and workflows. Using split-screen browser mode and our sidebar display, your team can manage the truck yard queue while working side by side with your existing systems. There are no complex integrations or setup requirements.
Staff Tools
Dashboard, SMS messaging, and reporting
Yes. With one click from the dashboard, staff can send an SMS directly to a driver's phone. Use preset messages like "Proceed to Bay 2" or "Wait in Lot 3," or type a custom message for specific instructions. Messages are sent from the system — your staff's personal phone numbers are never shared with drivers.
SMS works in two directions. Staff can send messages to drivers with instructions, updates, or directions to a specific bay. You can also set up automatic alerts that text a staff member's phone number when a driver checks in for a specific sub-reason — for example, notifying receiving when a delivery driver arrives. All messages are sent through the system, keeping personal phone numbers private on both sides.
Every check-in is timestamped automatically so you can track load times, wait times, hourly statistics, and overall truck volume. Export your data to a CSV file at any time to create your own custom reports and analysis.
Yes. There is no limit on the number of staff users. Gate attendants, dispatchers, dock workers, and managers can all be logged in at the same time. When one person updates a truck's status, the change appears instantly for everyone. Each staff member gets their own login credentials.
Yes. Every processing stage is timestamped automatically, so you can see exactly how long each truck waits and how long each load takes. Reports break this down by hour, day of week, and visit reason — giving you the data you need to identify bottlenecks, optimize dock assignments, and improve turnaround times.
Yes. You can export all of your check-in data to a CSV file at any time. Use it for backups, billing, marketing, compliance, or importing into other business systems.
No. SMS credits never expire as long as your subscription is active. Purchase credits and use them at your own pace — there is no expiration date and no pressure to use them within a specific window.
Account & Billing
Plans, pricing, and account management
Yes. Every new account starts with a free 14-day trial that includes full access to all features, unlimited users, and 100 free SMS messages. No credit card is required to start. Start your free trial →
The free trial includes full access to the entire system — every feature, unlimited users, unlimited check-ins, and 100 free SMS messages. There are no restrictions or limited features during the trial. You get the complete Truck Check In experience for 14 days with no credit card required.
We offer annual and monthly pricing. Both plans include every feature, unlimited check-ins, unlimited users, and free training. View pricing →
No. Every plan includes unlimited check-ins. Whether your yard processes 10 trucks a day or 500, the price stays the same.
No. Every plan includes unlimited staff users at no additional cost. Your gate attendants, dispatchers, dock workers, and managers can all have their own login.
We accept credit cards, checks, and ACH bank transfers. We can also send invoices upon request. We do not accept purchase orders.
Security & Data
Encryption, access controls, and data protection
Yes. All traffic is encrypted using TLS 1.2+. Data is encrypted at rest. Role-based access controls let you restrict who can view, edit, or export data.
Your data is backed up daily and all backups are encrypted.
All data is hosted on SOC 2 compliant infrastructure in the United States. We do not store any data outside of the country.
Truck Check In includes three role-based security levels to control what each team member can access:
- Level 1 — Basic user: view the queue and check in trucks
- Level 3 — Reports user: everything in Level 1 plus access to reports and analytics
- Level 5 — Admin: full access including account settings, user management, and data export
Ready to Improve Your Truck Check-In Process?
If you're still using paper logs or manual processes, it may be time to upgrade.
Request a demo today and see how simple truck check-in can be.
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