Introduction
In the fast-paced world of distribution, efficient use of resources and time is paramount, particularly when operating from a small Distribution Center with limited space and gates. With numerous routes departing daily, it becomes a logistical challenge to load all trucks in the morning before they embark on their routes. The constraints of space, capacity, and gate availability can create bottlenecks, leading to delays and inefficiencies.
To address this issue, Preloading emerges as a powerful solution. By loading some trucks the evening before and parking them outside the warehouse, your organization can streamline morning operations and distribute the workload more evenly. This proactive approach ensures that these preloaded trucks are ready to hit the road at the start of their routes, bypassing the morning rush and reducing congestion at the Distribution Center.
The ultimate goal of Preloading is clear: to increase the number of routes driven from your Distribution Center each day, thereby boosting overall productivity and ensuring timely deliveries.
This guide will walk you through the process, benefits, and best practices of implementing preloading in your operations.
Create a Preloading
Open the Route Overview: Locate the route you want to create a preloading for.
Select "Create Preloading": Click on the three dots in the top right corner and choose "Create Preloading."
Note: if your Route is already assigned to a Contractor, the Contractor will be able to see and execute the Preloading that you will create.
Fill in the Details:
Reference Name (optional): Provide a descriptive name for the preloading.
Gate (optional): Specify the gate where the truck will be parked.
Planned Start Date and Time: Set the desired start time for the preloading. This needs to be a date in the future.
Planned Duration: Estimate the duration of the preloading process in minutes. The duration is pre-filled with the Route's first pickup stop duration.
Instructions (optional): Add any specific instructions or notes for the Preloader.
Click "Create Preloading"
The Preloading task will appear at the top of the route stop list to maintain the execution order.
You can view all created Preloadings and their status in the Preloadings list on the Routes page, where you can also filter and sort on the different columns, and save your preferred Views.
Assign a Vehicle to a Preloading
To assign a Vehicle to a Preloading, you will simply need to assign a vehicle to the related Route, via the Route Details page or the Routes List page. After all, you want to Preload the same vehicle you'll be using for driving the Route.
This step is important as it will inform your Preloader about which vehicle to prepare, and your Driver about which vehicle to use for the Route, to avoid mix ups.
Assign Vehicle:
Select "Assign Vehicle" from the "Assign" dropdown menu.
This opens the "Assign Vehicle" window where you can choose the desired vehicle for the Preloading. Only vehicles that match the requirements of the route will be displayed. For example, if the route is optimized for a truck, only truck options will be available
Update the Preloading View:
The Preloading view will update with the selected vehicle information.
Click on the Preloading in the list view to see the Preloading window with the additional "Requirements" info.
Assign a Preloader to a Preloading
You can only assign a preloader if you are the current contractor of the route.
The Preloaders are chosen from the list of the Drivers defined for your Organization. Click here to learn how to create a new driver.
There are two ways of assigning a preloader:
Via the Preloadings list
Via the Route Details page
Assign a Preloader Via the Preloadings List
Navigate to the Preloading list
Find the desired preloading task
Click Assign Preloader in the column "Preloader"
Select one of the available Preloaders from the list. Their name will then be shown in the Preloader column.
By clicking again on the Preloader, it will be possible to change it, or remove it from the Preloading
Note: the availability you see when assigning the Preloader is relative just to the Routes already assigned to each Driver.
Assign a Preloader via the Route Details Page
Go to the Routes Page
Click on the route to which you want to assign a preloader
From the Route Details Page, click the Assign command
Select Assign Preloader
To check the Preloader assigned to the Preloading, you can navigate to the Preloadings list and check the name in the column "Preloader", or click on the Preloading in the Stops list, and view the name in the details panel.
By going again to the Assign menu, and clicking Reassign Preloader it will be possible to choose another person or to just remove the current Preloader.
Next Steps
The Preloading information from the TMS is sent to the Distribution Center App and the Driver App, allowing distribution center workers to stage the route and drivers to complete the preloading before executing the route.
Staging involves distribution center workers preparing the colli at the designated gate in an order that optimizes loading onto the delivery vehicle based on the delivery sequence.
Staging for Preloading is the same process as staging for pickups, with the key difference being the terminology used in the app.
Preloading Start Time (instead of Pickup Start Time): This indicates the time by which your entire route needs to be staged and ready for loading at the gate.
Preloading Gate (instead of Pickup Stop Gate): This specifies the exact location at the distribution center where your preloaded route will be waiting.
Edit a Preloading
You can only edit a Preloading as long as it is in status Created.
There are two ways to edit a preloading:
via the Preloadings List from the Routes Page
via the Route Details Page
Both actions will have the same result, so you can choose the one that fits your workflow the best.
To edit a preloading via the Preloadings list:
Go to Routes
Click Preloadings
Click the preloading which you want to edit
In the side window, click the Edit icon
Make the necessary changes
Click the Save icon
To edit a preloading via the Route Details Page:
Go to Routes
Open the route with the relevant preloading
Scroll down to Route Stops
Click the Edit icon next to the preloading stop
Make the necessary changes
Click the Save icon
Cancel a Preloading
To cancel a preloading, locate the preloading task in either the Preloadings List or the Route Details Page and click the Delete icon next to it.
What Happens Next:
Status Change: The preloading status will change to Cancelled.
App Notifications: The cancellation will be sent to the Driver App and Distribution Center App to adjust their schedules accordingly.
Preloading Statuses Explained
Created: The initial status after a preloading is created. Preloadings in this status can be edited. It changes to Started when the preloader begins scanning colli.
Started: Indicates that the preloader has begun the task. It changes to Completed when all colli have been scanned or deviations for missing colli have been registered.
Completed: The preloading task has been successfully finished.
Cancelled: The preloading has been cancelled in the TMS.
Good to Know
Handling Deviations During Preloading
The actions recorded by the Preloader in the Driver App (marking missing or damaged colli) are sent to the TMS in real-time. Deviations are displayed with a red warning triangle in the Preloading details.
Detailed descriptions of deviations are available within the Preloading window for further review and action.
What Happens to the Route After the Preloading Is Complete
Route Status After Preloading
After the Preloading is completed, the status of the colli at the Pickup stop will mirror their status during the preloading phase.Pickup Instructions Update
Upon completion of Preloading, the Pickup instructions will automatically update to indicate that preloading is completed, including details about the vehicle used (make, model, license plate).Pickup Duration Update
After the Preloading is completed, the time planned for the pickup stop on the route will be reduced to 1 second, as the time needed for the pickup has already been used during the Preloading
Additional Colli After Preloading
Any colli added to the route after Preloading has started will remain in the status "Awaiting pickup" and will need to be handled during the pickup task.
FAQs
Why do I not see the option to assign a preloader in the Preloadings List?
Only the current contractor of a route can assign a preloader. Verify the contractor information displayed on the Route Info Panel. If it's a different organization, you won't have the option to assign a preloader.
Change Contractor (if necessary): To assign yourself as the contractor, follow these steps:
Click the Assign command on the Route Details Page > Recall Contractor > Confirm.
Click Assign again > Assign Contractor.
Select your organization.
If your organization is the contractor and you still can't assign a preloader, check if you have the right permissions.
If that is not the reason, please submit a support ticket to Team Mover. Your organization will tell you about the process for doing so.
What happens if an Order is added to the Route while the Preloading is Started or Completed?
If the Preloading has not started yet:
The driver can preload the newly added items (collo) as part of the preloading process. The colli are added to Preloading when it starts.
If the Preloading has started:
The newly added collo will not be included in the preloading process.
If the Preloading is completed:
The preloading scope will not be changed. Any newly added collo will need to be picked up at stop 1 (the first pick-up point).
What happens if an Order is removed from the Route while the Preloading is Started or Completed?
If the Preloading has not started yet:
The driver will not see or preload the removed collo, as the system only includes collo in preloading once it has started.
If the Preloading is in progress:
No changes will be made to the preloading of the removed collo. The driver will proceed with loading the items as originally communicated.
The order will be removed from the Route though, and if Prelaoded, the driver will not be asked to deliver it. If necessary, the planner will need to manually instruct removal of the package or arrange for a return stop on the Route.
If the Preloading is completed:
The preloading scope will remain unchanged.
The route itself will also not be altered (i.e., no automatic return stops will be added). If necessary, the planner will need to manually instruct removal of the package or arrange for a return stop on the Route.