My units at the depot is the client's own window on your depot. When you switch it on, every contact of a client company (the shipper, tank operator, lessor...
My units (client portal)
My units at the depot is the client's own window on your depot. When you switch it on, every contact of a client company (the shipper, tank operator, lessor or forwarder who owns the equipment) finds it in the client portal menu and sees their own containers and ISO tanks with you: where each one stands, since when, how long it is still free of storage charges, and whether a hold stops it. Optionally they also see their interchange receipts and cleaning certificates, their transport orders, and can book a pick-up slot at your gate themselves. It answers the daily "is my tank in, is it clean, when can I collect it?" calls and e-mails without your customer service team, and it never shows prices or anything of another client.
Where to find it: for the client, in the left menu of the client portal: My units at the depot. For you, the switch is under Warehouse → Settings → Client portal tab → What clients see → Clients see their units.
Who can use it
Switching it on and every portal option: workspace administrators (Warehouse Settings are admin-only).
Seeing it: client contacts (users of type client) who belong to a client company, once Clients see their units is on. Staff do not get this menu entry; anyone else who opens the page is sent to the forbidden page.
Booking a pick-up: only when … book a pick-up slot themselves is on, and then either every contact of the client or only its primary contact (the one marked so on the client's Contacts tab), as set in … who at the client may book. Other contacts still see their units and documents.
Deciding on a client's request (when bookings need your confirmation): staff with Confirm or decline clients' pick-up requests, in Gate appointments.
Where it sits in the operation
The portal adds no data of its own. It reads the same unit records, gate visits, cleaning orders, transport bookings and gate appointments your team works with, filtered to the one company the logged-in contact belongs to. A unit belongs to a client when that client is set as the unit's owner. What the client sees is therefore exactly as current and as correct as your gate and yard records.
Figure 1 Each portal part is a separate switch, and every request is filtered to the contact's own company on the server. Money never crosses the line.
Switch it on
Open Warehouse → Settings and click the Client portal tab.
Under What clients see, switch on Clients see their units. Client contacts now get "My units at the depot" in their menu: their own units only where they are, since when, free time and holds. No prices.
Leave on, or switch off, the parts your clients should not see: … their documents, … their transport orders, … their free time. All three are on by default once the portal is on.
Optional: write a Message to your clients, shown at the top of their page: gate hours, who to call, a holiday closure. Plain text, up to 1000 characters. Leave it empty for none.
Optional, under Pick-up booking: switch on … book a pick-up slot themselves (off by default) and set:
… who at the client may book: Every contact or The primary contact only;
… only after you confirm: off, a client's booking is firm at once; on, it holds the slot as Requested until your team confirms or declines it in Gate appointments;
… remind them the day before: the client's contacts get a notice the day before each firm pick-up they booked, with the unit and the time (on by default);
… up to how many days ahead: how many days of gate slots clients see, starting today (1 to 60, default 14);
… with how much notice: slots that start sooner than this many hours are not offered, so the gate can plan the pick-up (0 to 72, default 2; 0 = any slot not yet over).
Save. Make sure each client's contacts have a portal login and that your units carry the right owner.
What the client sees
The page is titled My units at the depot with one line of help ("Your containers and ISO tanks with us: where they stand, since when, how long they are still free, and any hold.") and the number of Units in. Under your message (if any) come the tabs:
Tab
What it shows
Shown when
On site
The client's units now on one of your sites (in the yard, being cleaned, in repair).
Always
All
Every unit of the client the App knows, including those not on site and those expected.
Always
My documents
Interchange receipts (EIR) of each gate in and gate out of their units, and cleaning certificates (ECD) of finished cleanings, newest first, each with an Open button to print.
… their documents
My pick-ups
Every pick-up the client's contacts booked in the portal: when, unit, site, truck plate, status, and the pick-up slip and cancel buttons while it is still ahead.
… book a pick-up slot (and allowed to book)
My transport
The client's transport orders: booking reference (and their own reference), what (unit, or product and litres), from → to, pick-up time, status. Drafts still being prepared on your side are left out, and no price is shown.
Transport module on and … their transport orders
The unit list columns are Unit number (ISO 6346 formatted), Kind (ISO tank, Container, Reefer, Flexitank, Swap body, Other), Status (Expected, In the yard, Being cleaned, In repair, Not on site with a red On hold badge when a hold is open), Position (site · zone, never the slot), In since, Free time ("Free until date and time", or an orange "Costing for N days" once free time is over), and, when booking is on, a last column with Book a pick-up or the booked slot. Position, In since and Free time show a dash for units not on site. Every list can be searched, printed and exported to Excel.
Book a pick-up (client side)
On the On site tab, click Book a pick-up on the unit. The button is not offered for a unit on hold or not on site.
The form says "Pick up unit from site: choose a free gate slot and tell us which truck comes." Choose the Day (today up to the days-ahead limit) and the Time: only free slots of that site, far enough ahead, are listed, each with the places left. If a day is full: Every slot of this day is full or over.
Optional: the Truck plate ("The driver quotes the unit number at the gate. Leave the plate empty if you do not know it yet."), the Haulier and a Note.
Click Book the pick-up. The row now shows "Pick-up date time" (or "Waiting for confirmation · date time"), with a QR button for the slip and a cancel button.
For a firm booking, open the Pick-up slip: slot, unit, site and a QR code of the unit number. "Show this slip at the gate, on a phone or printed. The gate scans the code or types the unit number. Please arrive within your time slot."
To change the time, cancel (Cancel this pick-up? The slot becomes free for others.) and book again.
Figure 2 A portal booking is an ordinary gate appointment with the unit number as its reference, marked "via portal" on your slot board.
Handle client bookings (depot side)
Each portal booking lands on the slot board in Gate appointments like any other, as an outbound appointment marked via portal, with the note "Booked by the client in the portal" and the client's own note. The unit number is the reference the driver quotes.
Warehouse operators get a notification for every booking, request and cancellation, for example "Client asks to pick up unit on date confirm or decline it in Gate appointments".
With … only after you confirm on, confirm or decline each Requested booking in Gate appointments. The client is notified: "Your pick-up of … on … is confirmed." or "… was declined by the depot please choose another time."
At the gate the driver shows the slip; the gate scans the QR code or types the unit number and gates the unit out as usual.
Controls and exceptions
Every portal request is checked on the server: the contact must be a client user of a client company, the portal must be on, and each unit, slip and booking must belong to that company. Anything else is refused as forbidden.
A unit on hold cannot be booked: the button is hidden and the server answers On hold. Release the hold first (see Units).
One open pick-up per unit: "This unit already has a pick-up booked. Cancel it first to choose another time."
Only a time the form offered is accepted: "Choose one of the offered times at least N hours ahead and within N days." Capacity per slot follows the site's trucks per slot.
Only units in the yard, being cleaned or in repair can be booked. The pick-up slip exists only for firm (Booked) pick-ups.
Staff with Warehouse access can open any pick-up slip; a client only their own.
If a client says the portal is wrong, the gate or yard record is wrong: check the unit's owner, status and last movements, and correct them on the normal screens. The portal follows at once.
For the manager
Fewer status calls and e-mails is the first gain; measure it against your customer service inbox before and after switching on.
Self-service pick-up booking spreads truck arrivals over the gate's slots; watch the share of portal bookings, no-shows and declined requests on the slot board.
Showing free time makes storage charges predictable for the client and shortens dwell: units are collected before "Costing for N days" starts. Make sure the Rates per client and line are right before you switch it on.
Switch documents off if you send EIRs and ECDs another way, and transport off if you do not want clients to see planning status.
Glossary
Client contact
A person of the client company with a client-portal login.
Primary contact
The contact marked as primary on the client's Contacts tab.
Owner
The client a unit belongs to; it decides in whose portal the unit appears.
Free time
Storage days included before charges start; shown as "Free until …".
Costing days
Days on site after free time has ended.
Hold
A customs, line, payment or damage stop; a unit on hold cannot leave or be booked for pick-up.
EIR
Equipment Interchange Receipt of a gate in or gate out.
ECD
European Cleaning Document, the cleaning certificate.
Gate appointment
A truck slot at a site's gate; a portal pick-up is one with direction out.
Pick-up slip
The driver's page with slot, unit, site and a QR code of the unit number.
No-show
A booked slot whose time plus one hour has passed without the truck arriving.
