Saturday, 17 October 2026, 12:48 PM
Created by: Konstantin Stojanovski
Warehouse settings is where an administrator decides what the Warehouse App does for your company. You switch on the modules you run (a container depot, a tank terminal, a transport operation, a store of goods and tools), and set the defaults for warnings, invoices, transport, the live yard, gate appointments, EDI, the client portal and the inventory. You also decide how the App looks and what its menu shows. Changes apply to the whole workspace at once. Who may do what is set per role, and this page shows who holds each right.
Where to find it: Settings → Apps → Warehouse. The Warehouse App also has a Settings link in the list of installed Apps (next to Sites and Rates). Each tab has its own address (for example …/warehouse/settings#billing), so a link can open a tab directly.
Administrators only. Role permissions themselves are edited under Settings → Roles (see Give your team access below).
Settings shape every other screen in three ways. Modules decide which parts of the App exist for the workspace. Defaults (warning days, VAT, payment term, fuel surcharge, slot length, seal rule…) are read by the gate, the yard, billing and transport each time they work. Appearance and role permissions decide what each person finally sees in the menu.
The page is one card with tabs: General (modules, the guide and demo data), Yard and safety, Billing, Client portal, Transport and EDI, Inventory, Numbering, Appearance and Permissions. One Save settings button saves every tab at once. It is hidden on Permissions, which is read-only. Each setting is a row with a short line of help under its name and the control on the right.
Under What your company does on the General tab. Switch on what your company does. You can change this at any time; nothing is deleted.
| Module | What it adds to the menu |
|---|---|
| Depot containers and ISO tanks in a yard | Yard check, Services and EDI under Warehouse, Request a service on a unit's card, the Yard check button on a site, and the daily "free time ending" notice. |
| Terminal fixed storage tanks | Storage tanks and Throughput under Warehouse, the Storage tanks tab on sites, and the tank filters (fill, discharge, transfer) on Movements. |
| Transport bookings, trips, trucks and drivers | The Transport menu: Bookings, Trips and Fleet, Expected today on the live yard, and "My transport" in the client portal. |
| Inventory goods, parts and tools: stock counts, pick lists and purchase orders | The Inventory menu: Items, Stock counts, Pick lists, Purchase orders, Jobs, Reports and Scan, and the monthly snapshot. |
Sites, Clients, Live 3D, Scan, Units, Products, Movements and Gate appointments are always there. Rates is shown to everyone whose role has the Rates right (or the whole billing group). A new workspace starts with Depot and Terminal on. If you untick everything, Depot stays on.
| Setting (tab) | What it does | Default |
|---|---|---|
| Test reminders (Yard and safety) | A unit's 2.5-year test, 5-year test or CSC examination, and a driver's ADR or licence date, shows as due soon this many days before. Between 1 and 365. | 30 days |
| Tank alarm margin (Yard and safety) | The high-level alarm for storage tanks fires when the level comes within this many percentage points of the tank's safe fill limit. Between 0 and 20, in steps of 0.5. | 3% |
| Live view refresh (Yard and safety) | How often the live yard (2D and 3D) asks for new movements. Between 2 and 60 seconds. | 5 s |
| Volume unit (Yard and safety) | How tank and cargo volumes are shown: automatic (cubic metres from 100 000 litres), always litres, or always cubic metres. | automatic |
| Confirm before gate out (Yard and safety) | The gate clerk must tick "I checked the release and the seal" before a unit can leave. | off |
| Appointment slot length, Trucks per slot, Gate opening hours (Yard and safety) | How gate appointments are cut: slots of 15, 20, 30, 60 or 120 minutes, 1–50 trucks per slot, from the first to the last slot of the day (the opening time must be before the closing time, or the hours are not changed). | 30 min, 4, 06:00–20:00 |
| No-shows: warn from (Yard and safety) | The 30-day share of booked trucks that never came is shown in orange on Gate appointments, on the badge and per haulier, from this level. 1–100%. | 15% |
| Require VGM on laden gate out (Yard and safety) | A laden unit cannot leave without its verified gross mass (SOLAS). It is sent in the CODECO. | off |
| Seal check at gate out (Yard and safety) | See Gate rules below: Off, Warn when it differs, or Block. | Off |
| Must be filled in at the gate (Yard and safety) | See Gate rules below. | nothing |
| VAT on Warehouse invoices (Billing) | The tax put on the draft invoices made by Bill a month. You can still change it on each invoice. | none |
| Payment term (Billing) | Invoices are due after this many days, counted from the invoice date. 0–365. | 30 days |
| Warn before free time ends (Billing) | A unit counts as "Free time ending" this many days before its free storage days run out. Once a day the team is notified of those units. 1–30. | 2 days |
| Fuel surcharge (Billing) | Added to transport prices worked out from your rates (per load and per km). Not added to an agreed price. 0–100%. | 0% |
| Expense category for purchase orders (Billing) | Used when a received purchase order is recorded as an expense. Leave empty to use the first category. | empty |
| Average truck speed (Transport and EDI) | Turns a trip's distance into driving hours for planning and the driving-time warnings. Between 20 and 120 km/h. | 70 km/h |
| Pre-trip check before the first stop (Transport and EDI) | The driver must send the pre-trip check on the phone before the first arrival of a trip. | off |
| Your EDI id (Transport and EDI, optional) | Your company's id in EDI messages (the sender), up to 35 characters. A partner can be given another one. | empty |
| E-mail the monthly inventory snapshot to (Inventory, optional) | On the 1st of every month these team members get last month's stock list as a spreadsheet file (CSV). Leave empty to send nothing. | empty |
| Beep on a scan / Vibrate on a scan (Inventory) | Feedback on the phone when the scanner reads a code. Two separate switches. | both on |
The Appearance tab has two parts, Look and Menu.
| Setting | What it does | Default |
|---|---|---|
| iOS 26 forms | Large, rounded fields and buttons in every Warehouse form and record card (unit, tank, order, trip…); on a phone they open as a sheet from the bottom. Accent colour and density only apply while this is on. | on |
| Accent colour | The colour of the main buttons and of the field being filled: blue, green, orange, purple, red, teal or graphite. Each keeps white text readable. | blue |
| Density | Compact makes fields smaller so more fits on a small screen. | comfortable |
| Unit numbers | How container and tank numbers are written (see Unit numbers). | EXFU 508606-0 |
| Rows per list | How many rows the Warehouse lists show before the next page: 10, 25, 50, 100, or the same number as the rest of NIZU. Everyone can still change it on the list. | same as NIZU |
| Service orders / Bookings / Trips open on | The list, the board, or what each person used last on their own device. | the list |
| Short gate form | Haulier, seal, remarks and photos fold under More details in the gate in / gate out form, so the gate sees the unit, plate, driver, booking reference and condition first. They open by themselves when the unit is marked damaged. | off |
| 3D quality | Low switches off shadows and smoothing in Live 3D for older tablets and very large yards. | high |
| Warehouse opens on (Menu) | The page the Warehouse menu opens: Sites, Live 3D, Scan, Units or Movements. | Sites |
| Hide from the menu (Menu) | Menu entries nobody in your company uses. The pages still open from a link. Any entry can be hidden except Sites and Items. Hiding Scan removes it from both the Warehouse and the Inventory menu. This applies to everyone, administrators included. | none |
The Permissions tab lists every Warehouse permission, grouped as on the role, with the roles that hold it (and a count, or "No role yet"). A role that holds a whole group is listed under every right in it. To change them, open the roles with Edit the roles.
Or use the Guide on the General tab: it walks through the same choices step by step.
Permissions are set per role, under Settings → People & access → Roles, in the Warehouse section. First comes View sites, the live yard, units, tanks and movements. Then come four groups. Tick a whole group ("all of the permissions below") to give everything in it. The finer rights under it are then ticked and locked. Or tick only the rights a person needs. Any Warehouse permission lets a person see the App.
| Group (as named on the role) | Rights you can give one by one |
|---|---|
| Gate in and out, move units, fill and empty tanks | Gate in and gate out · Move units in the yard · Place and release holds (customs, line, payment, damage) · Book and cancel gate appointments · Confirm or decline clients’ pick-up requests · Fill, empty and transfer tanks, take readings · Service orders: request, estimate, complete · Bookings, trips and their events · Move stock, pick lists and jobs · Stock counts · Purchase orders · Send and resend EDI messages, release orders |
| Add and edit units, tanks and products | Add and edit units · Add and edit tanks · Add and edit products · Add and edit drivers, trucks and trailers · Add and edit inventory items and folders |
| Add sites and edit their yard plan | Add and edit sites, zones and the yard plan · EDI partners and their connections |
| Set rates and make draft invoices (also needs the invoice permission) | Rates · Make estimates and proposals from Warehouse work (also needs the right to manage estimates or proposals) · Draft invoices for clients (also needs full access to invoices) · Turn purchase orders into expenses · See prices, revenue and margins (dashboard, trips, bookings, service orders) |
Money on screens. Trip revenue, cost and margin show only to people with See prices, revenue and margins (or the whole billing group). Booking prices are also shown to people who plan transport, and service order prices to people who work on service orders, because they set them. Everyone else sees a dash. The column stays, so lists keep their layout. Inventory values (Value of one, stock value, Value used on jobs) are not behind this right. Everyone who can open the Inventory sees them.
Does not see. Under the four groups, tick the areas a role should never see: Warehouse clients (the clients page and the Warehouse tabs on a client), Transport (bookings, trips, fleet), Inventory (items, counts, pick lists, purchase orders, jobs), EDI (messages, partners, releases), or Prices and billing (rates, Bill a month, estimates from work). That area leaves the menu, the dashboard and the client page for that role, and its pages are closed to it. This is useful for a store clerk who only needs Inventory, or a driver planner who never needs the yard prices. It also holds for Marvin and for AI assistants connected through MCP: they cannot show or change that area for this role. It takes nothing else away: the role keeps its rights everywhere else. Administrators are never kept out.
Cannot delete. Tick it on a role that should edit but never delete: sites, units, tanks, products, rates, the fleet, inventory items, folders and EDI partners keep their delete buttons out of that role's sight, and a delete is refused ("Your role may not delete in Warehouse. Ask an administrator."). Everything else the role may do stays.
Cannot use bulk actions. Tick it on a role that should work one row at a time: the selection button disappears from its lists, and a bulk request is refused ("Your role may not use bulk actions in Warehouse. Ask an administrator."). Single edits and deletes stay as the role's other rights allow.
The same rights apply to Marvin and to AI assistants connected through MCP: a person who may not gate out cannot have an assistant do it for them.
Administrators can always do everything.
Seal check at gate out. In the Yard and safety tab, choose what happens when the seal typed at gate out is not the one recorded at gate in: nothing (Off), a warning that stays on screen while the unit still goes out (Warn when it differs), or a block until the same seal is typed (Block: the same seal must be typed). Spaces, dashes and capitals do not matter. Moves made by an AI assistant, the guide or EDI are not checked.
Must be filled in at the gate. In the Yard and safety tab, pick what the gate clerk may not skip: truck plate, driver, booking reference, seal, or at least one photo. The gate screen then marks those fields as required and will not save a gate in or out without them. Moves made by an AI assistant, by the guide or by EDI are not held to it.
Together with Confirm before gate out and Require VGM on laden gate out, these four rules make up the gate's release discipline. Start with Warn for the seal and the plate as required. Tighten to Block once the gate is used to it.
Unit numbers. In Appearance, choose how container and tank numbers are written on every screen, document, notification and message: the ISO 6346 way, with a space after the owner code and a dash before the check digit (EXFU 508606-0, the default), or as one string (EXFU5086060) if that is what your clients and systems use. Typing and scanning accept either way.
Numbering. The Numbering tab sets the letters in front of service order, purchase order, transport booking, trip and interchange receipt (EIR) numbers, up to 8 characters (letters, digits, / . _ -). Each row shows an example of the result as you type. Leave a field empty for the default (SO-, PO-, BK-, TR-, EIR-). Every screen and list shows the new letters at once; invoices and documents already sent keep the number they went out with.
Clients see their units. In the Client portal tab, switch it on to give client contacts a page “My units at the depot” in their menu. It shows only their own company's units: where they stand (site and area), since when, how long they are still free, and any hold. A “My documents” tab gives them their own interchange receipts (EIR, without the gate photos) and cleaning certificates (ECD) to open and print. With the Transport module on, a “My transport” tab adds their own transport orders (not the ones still being prepared). No prices and nothing of other clients. Under it, three switches decide what else clients see: … their documents, … their transport orders and … their free time. Switch off what they should not see (a document then no longer opens for them either). Message to your clients puts a few lines of your own at the top of their page (gate hours, a phone number, a closure) as plain text, up to 1000 characters. Leave it empty for none.
Pick-up booking. A fourth switch, … book a pick-up slot themselves, is off by default. It lets clients book a pick-up themselves. Next to each of their units in the yard they choose a day, a free gate slot and their truck (or leave the plate empty and quote the unit number). It becomes an ordinary gate booking on the slot board, marked as booked by the client (“via portal”). A unit on hold cannot be booked. Once booked, the unit shows its pick-up time and the client can cancel it (one pick-up per unit at a time). A “My pick-ups” tab keeps the whole list (coming and past, with status, slip and cancel). Your yard team gets a notification for every booking and cancellation. Choose who in Settings → Notifications, event “A client booked or cancelled a pick-up slot”.
If you have built your own client menu (Settings → Left menu → client), add “My units at the depot” to it there.
The App sends nine notifications. Seven go to the team:
These go to administrators and to everyone whose role has the whole operate group or one of the rights for tank work, service orders or moving stock. Two go to the client's own contacts: the answer to a pick-up request (confirmed or declined) and the reminder the day before a pick-up. You can change who receives each one in the workspace's notification settings (Settings → Notifications).
Marvin can read a container or ISO tank number, the truck plate and visible damage from a photo sent with a caption such as "in" or "gate out". This is switched on separately, under Settings → AI → Warehouse: read gate photos, and needs a model that can see images.