Guide for: Administrator

The topics that matter for this role, in the order you'll usually need them.

• What YARDtwin doesFollow one truck from booking to departure, learn the handful of words the rest of this guide uses, and see who does what.
• Sign in and outSign in with your Organisation ID, use Google, Microsoft or your company's single sign-on, reset a forgotten password, and understand automatic sign-out.
• Find your way aroundThe menu, the site switcher, search, and the controls along the top of every screen.
• RolesWhat each YARDtwin role is for, in plain words, and which page it opens on.
• Your profile and passwordChange your name and phone number, change your password, link a Microsoft account, and turn on two-step sign-in. The shift PIN is no longer set here.
• NotificationsRead, clear and filter the alerts YARDtwin sends you, from the bell at the top of the screen or the full Notifications page.
• Plans and the free trialWhat Standard, Professional and Enterprise include, how the 30-day trial works, and what the fair-use line of truck movements means.
• Get helpAsk the built-in assistant, search the help articles and this manual, report a bug, or contact YARDtwin support.
• Read the dashboardSee how the site is doing at a glance, change the period, filter by carrier or dock, drill into a KPI and act on today's risks.
• Build a reportPick a dataset, choose fields, group and filter, then run, save, export or e-mail the report on a schedule. Also covers the Analytics overview.
• Review exceptionsOne list of everything that went wrong at the site (holds, late cancellations, no-shows, customs, temperature excursions and disputes) with a suggested root cause.
• Monitor carrier service levelsSee each carrier's on-time, no-show, paperwork and dwell performance against its targets, coloured red, amber or green, and change the targets.
• Read shift reportsSee who worked each gate and warehouse shift and everything they did, in a report YARDtwin writes automatically when the shift ends.
• Check yard healthFind trucks that the live yard map may be showing wrongly, such as ones frozen mid-move or left over from visits that never closed, and clear them.
• Read the scheduling boardSee a day's or a week's bookings dock by dock, find a truck, filter by status and export the list.
• Book an appointmentReserve a dock and a time slot for a carrier's truck from the scheduling board.
• Change, move or cancel a bookingEdit a booking's time, dock or truck, drag it on the board, move it through its statuses, cancel it, and decide on approvals and re-slot proposals.
• Pick a slot with Smart SlotsHow the booking form recommends the best free slots, what the Off, Smart and Strict modes do, and how breaks and labour capacity show up.
• Set up a standing bookingBook the same slot every week or every few days in one go, approve carriers' requests for a standing slot, and end a series.
• Approve or reject carrier change requestsReview the changes carriers ask for on their bookings (a new slot, dock, date, pallet count or ETA) and apply or decline them.
• Plan a cross-dockBuild outbound loads from pallets received on inbound trucks and from warehouse stock, link loads to the deliveries they wait for, and follow them on the Cross-Dock board.
• See a booking's timelineFollow one truck's visit from booking to departure, stage by stage, with every recorded action, and print it as an audit record.
• Combine deliveries onto one truckPut several inbound deliveries on one truck so they come in one slot at one dock and move together, while each delivery keeps its own goods receipt.
• Start your gate shiftOpen the gate screens on the gatehouse tablet; YARDtwin opens your shift at the site's gate for you.
• Work the arrivals listSee which trucks are due, which are late and which are already at the gate, and open one to check it in.
• Check a truck inFind the driver's booking, verify the driver and the paperwork, authorise entry and tell the driver where to go.
• Problems at the gateRefuse entry with a reason, handle a seal that doesn't match, and deal with missing paperwork or the wrong truck.
• A truck with no bookingRegister an unbooked truck at the gate in one step, so it's on the yard record before it comes in; the planner sorts out the booking afterwards.
• Clear a truck to leaveCheck the outbound seal and photos, have the driver sign, confirm with your password and release the truck from site.
• Hand over and end your shiftReview what's on site, leave a note for the next gate operator, and end your shift.
• SealsSee every seal checked or applied at your site, and record a seal check outside the check-in and departure screens.
• InspectionsRun a pass/fail checklist on a vehicle, trailer or piece of site equipment, with photos and corrective actions, and see which assets are overdue.
• The classic gate screenThe older single-screen gate, used by sites that aren't on the Gate v2 tablet screens.
• Read the yard mapThe live map of your site: every truck on site, every dock's status, and the yard's key numbers at a glance.
• Move a truck on the mapDrag a truck to where it really is, correct its status, add a vehicle by hand, or rebuild the map from the gate.
• TrailersEvery trailer as an asset: where it is, its state, how long it has been on site, and its history across visits.
• Do a yard checkWalk the yard, record every trailer where you find it, and reconcile what's missing, unexpected or in the wrong spot.
• Do your move tasksThe yard jockey's phone screen: see your moves, accept them, start and complete each one, or raise an exception.
• Plan yard tasksCreate trailer moves and inspections for the yard jockeys, assign them, and follow them to completion.
• Detention and demurrageTrack each truck's free time on site, the detention and demurrage it runs up, and invoice, waive or dispute the charges.
• Start your dock shiftChoose the docks you cover on this shift, then open the dock board.
• Work the dock boardSee every truck booked on your docks, call the next trailer in, and start or monitor the work.
• Check the seal and start a trailerConfirm the seal and the trailer temperature at the dock, then start the unloading or loading clock.
• Monitor a load at the dockWatch the clock, scan pallets, log temperatures and record damage while a trailer is unloaded or loaded.
• Complete a load or put it on holdClose out a trailer with the final pallet count and outbound seal, or flag a problem for QA as you finish.
• Clear a hold in the QA queueReview open warehouse holds with their notes and photos, and clear each one with a recorded reason.
• End your dock shiftReview your shift's numbers, write a handover note and close the shift.
• Track batches on the storage floorRecord where each batch sits on the floor, move it, put it on QA hold, and find it again later.
• Manage carriersAdd the hauliers that deliver to and collect from your site, invite them to the carrier portal, check their scorecard and vetting, and set how their bookings are treated.
• Keep a driver rosterRegister the drivers who come to your site, keep their details up to date, track licence and ADR expiry and PPE, record certificates, verify phone numbers, and block, deactivate or reactivate a driver when needed.
• Let suppliers book by linkShare a booking link with a supplier or haulier who has no portal login, and see what they do to request a slot and check its status.
• Check in at the gate kioskA touch-screen terminal at the gate where drivers check themselves in, unplanned trucks register, and visitors sign in. How it works for the driver, and how to set it up.
• Set up and review compliance checklistsBuild the checklists gate staff complete at check-in and check-out, and review every completed check.
• Manage booking documentsFind, view, upload and verify the paperwork attached to bookings, such as CMRs, PODs and packing lists.
• Review the audit logSearch, filter and export the record of who did what, and when, across YARDtwin.
• Sign electronicallyHow YARDtwin's electronic signatures work, from the departure sign-off to the signed record and its hash chain.
• Track life-sciences consignmentsClassify GxP consignments and keep an unbroken, hash-chained record of who has custody at the yard.
• Keep qualifications up to dateRecord carrier accreditations, vehicle and container qualifications and device calibrations, and see what the gate will do when one lapses.
• Monitor the cold chainSee how long each temperature-sensitive consignment has been out of controlled storage, and give QA dispositions to temperature excursions.
• Create your company's accountSign up for a 30-day free trial, confirm your e-mail address and get your Organisation ID.
• Work through the Getting Started checklistSix set-up steps that take a new account from empty to its first booking, and what each one needs.
• Invite and manage usersInvite colleagues, give them the right role, limit them to some sites, disable or remove an account, and reset a password.
• Set your site's details and hoursName the site, set its time zone, opening hours, breaks and closed days, and register your own equipment for inspections.
• Draw your yard in the Layout BuilderPlace docks, gates, parking, staging areas and roads on a plan of your yard, then publish it to the live yard map.
• Find your way around Site AdminWhat each Site Admin tab is for, plus the Profile tab's security settings — two-step sign-in, the organisation's sign-in policy, YARDtwin support access, the admin IP allowlist, data export, the organisation-wide AI switch and AI document reading per site.
• Set up yard operationsDocks and dock groups, material types and their staging buffers, seal and weighbridge checks, suppliers, yard checks and dock rules.
• Set up the warehouse docksWhere pallets are scanned, what evidence the dock records, how quality holds work, batch and shelf-life capture, and the departure checklist.
• Set up the gate, induction and shiftsWhat the gate checks at check-in and departure, the site induction drivers and visitors take, automatic sign-out and shift schedules.
• Set booking rulesHow Smart Slots recommends slots, when bookings may be made, how long a slot lasts, which bookings need approval, and what the booking form asks.
• Plan by labour capacityRoll out Smart Slots labour planning in stages, set up its master data, and read the labour dashboard.
• Connect your systemsConnect a WMS, TMS or ERP by webhook, set up the SAP EWM connection, and register cameras, gate devices, kiosks and weighbridges.
• Create API keysGive your own systems, such as a BI tool or ERP, scoped access to the YARDtwin API, and revoke it when needed.
• Set up single sign-on (SSO)Let your team sign in with your company's identity provider through SAML 2.0.
• Switch features on and offApply capability packs, switch optional modules such as detention or life sciences on, and set the site's automation rules.
• Choose a plan and paySee your plan and usage, upgrade by card or ask for an invoice, and manage your payment details.
• Test safely in a sandboxCreate a separate test copy of your account, for trying out settings or for an integrator to build against.
• Run several sitesAdd sites to your account, copy a site's set-up to another, track each site's roll-out, and see a whole group of companies from headquarters.
• Schedule e-mailed reportsSend an SLA scorecard, an exceptions digest or your own report to anyone by e-mail, every day, week or month.
• Handle privacy requests about your recordsExport, or erase, what your organisation holds about a person who made a confirmed data-protection request.
• Get GxP release notices by e-mailHave YARDtwin e-mail your QA and validation leads when a release may affect your validated use of the system, with its Part 11 and Annex 11 impact.
• Plan the site's set-upAnswer seven questions about the site, see which capability packs and settings fit it, apply them as one audited change set that can be reverted, then run and sign the validation scenarios of the applied blueprint.
• Set stage targets and alertsDecide how long each stage of a visit may take — configured, by rule, or learned from your site's own history — and get an alert when a truck or a dropped trailer runs long.
• Who can see whatEvery menu item, and which roles see it in their menu.
• Menu mapEvery item in the left-hand menu, in order, with the page it opens.
• Booking statusesEvery status a booking can have, in the order a truck goes through them, what each one means and what can come next.
• GlossaryThe words YARDtwin and this guide use, in plain language, from audit log to yard tractor.
• Keyboard shortcutsThe keys that work everywhere, such as Ctrl + K to search, and the ones for the scheduling board, layout builder, yard map, gate and dialogs.
• TroubleshootingCommon problems and messages, from sign-in and missing menu items to booking clashes, gate refusals, dock holds and uploads, and what to do about each.
• What's newThe latest changes to YARDtwin, month by month.