Driver check-out and the driver log

Summary

A driver counts as on site from the moment they register until the system records their check-out. You almost never need to check a driver out by hand: check-out is recorded automatically when their dock job closes or when their trailer leaves the dock or the yard. Everything is kept in the Driver log, the history of every registration with its photo, its data and its check-in and check-out times.

For the full path, from the gate to departure, read The driver, from gate to departure.

Before you start

For the log: the Visitors module and the Read History Reports permission (Admin and Super Admin by default).
To close jobs: the Write Docks permission, plus a Supervisor, Admin or Super Admin role for Release and Cancel.
For automatic check-out: permission to configure Visitors (Admin and Super Admin by default).

How a driver is checked out

What happens	Where	Effect on the driver and the job
The operator finishes and answers Yes, Release Dock.	My Work	The job becomes Completed and the driver is checked out.
The supervisor clicks Release.	Dock board	Same: job Completed, driver out, dock free.
The supervisor clicks Cancel Job.	Dock board or yard	Job Cancelled and driver out.
Send to Yard without a spot.	Dock board	The job becomes Pending Yard and the driver is checked out right away; the trailer stays.
Send to Yard with a spot.	Dock board	The driver is checked out when the yard worker starts the move (or instantly if the move was recorded as already done).
The trailer leaves the yard (move to exit, Quick Release or matching a yard pickup).	Yard screen	The waiting job is closed and the driver is checked out.
Automatic check-out with drivers included.	Process every 15 minutes	The driver is checked out; their dock job is left untouched (see below).
Manual check-out.	Visitors or the log	The driver is checked out; their dock job is left untouched.

With No, Trailer Stays the driver is not checked out: the job stays in Work Finished until the supervisor releases it or sends the trailer to the yard. Each button is explained in The life cycle of a dock job and the yard side in The yard queue and quick release.

Automatic check-out

Under Admin › Visitor settings, Settings tab, you can turn on automatic check-out: at a cut-off time (for example, 11:00 PM warehouse time), after a maximum number of hours on site, or at each visit type’s own limit. A process checks every 15 minutes. By default it does not include drivers: you have to tick Include drivers.

Important: an automatic check-out is recorded even if the driver’s dock job is still open, and the job is not closed: the dock still shows as busy and the job stays in the operator’s queue. If you include drivers, review the dock board every morning and release or cancel anything left open.

Manual check-out

From Visitors: the driver appears in the visitor log and can be checked out there. If they have active dock jobs, the system warns you and asks you to confirm first. See How Visitors works.
From the log: the Check Out button in the check-out column only appears on registrations of type visit. If the registration has active jobs, This driver still has active dock jobs: … Check out anyway? appears with the list of jobs; accepting records the check-out without closing the jobs.

When the driver counts as on site again

If a supervisor uses Restart Job on a job that was already completed, the driver counts as on site again and their check-out time is cleared. That is right when the job was closed by mistake; if the driver really left, release the job again as soon as the correction is done.

Important: a driver who leaves their trailer in the yard (Yard Drop Off) still counts as on site after parking: their job on the yard’s internal dock stays Assigned until the trailer leaves. If that driver has already gone, check them out from Visitors; do not use Quick Release for this, because it would free the spot while the trailer is still parked.

The Driver log

Under Reports, open Driver log. It lists every driver registration for the active warehouse, newest first, 15 per page. It opens on the last month.

Filters and search

Search — by name, company, phone or visit type, and by the value of the warehouse fields.
Status — All Status, Active, Inactive or Pending.
Visit Type — the types present in the results.
Date Range — on the registration time, in the warehouse’s local time.

Click Apply Filters; Reset clears them.

Important: the Status filter currently does not match how registrations are stored (they only have check-in and check-out), so picking Active, Inactive or Pending returns nothing: leave it on All Status and look at the check-out column instead. Also, search is case-sensitive (“luis” does not find “Luis”), and for warehouse fields (trailer, truck) you must type the full, exact value.

Columns and details

Each row shows the photo, visit type, name, company, phone, one column per warehouse field, the check-in time, the status (the internal check-in or check-out value, exactly as the system stores it) and the check-out time. View details opens the full record: subtype, identifier (trailer and date), language, whether they accepted messages, the additional fields and the associated dock jobs with type, status, dock, customer and operator, from where you can open each job.

Export to Excel

Export to Excel downloads the registrations with the filters you have applied. Use it to reconcile with the gate log or for access audits.

What happens in other modules

Visitors: the driver’s check-out also closes their visit in the visitor log and removes them from the visitor board.
Docks: a manual or automatic check-out does not close the dock job; a check-out that comes from closing the job does free the dock.
KPIs: carrier wait time is measured from the job’s arrival time to its end time, not from the driver’s check-out. See Reading the KPI panel.
Messages: in installations with extended driver notifications, releasing the job or taking the trailer out of the yard sends the driver a text.

Example

Carlos Ruiz registers at 9:05 AM for a pickup for Valley Distributors. Luis Pérez loads his trailer and at 10:20 AM answers Yes, Release Dock: the log shows check-in 9:05 and check-out 10:20. Ana López, on the other hand, who dropped an empty trailer in the yard at 11:00 AM, still has no check-out in the log; the supervisor checks her out from Visitors at 11:10 AM and the trailer stays in its spot, with its job open until someone collects it.

Special cases and limits

Driver of a job created by hand: also appears in the log, as type internal.
Several warehouses: the log belongs to the active warehouse.
Check-out without closing the job: possible, but it leaves the job open; close it afterwards on the board.
What is not possible: editing check-in or check-out times from the log.

Messages you may see

Message	What to do
Are you sure you want to check out this visitor?	Normal confirmation in the log.
This driver still has active dock jobs: … Check out anyway?	Accept only if the driver has actually left; then close the jobs on the board.
Driver successfully checked out.	Nothing: the check-out was recorded.
Could not check out the driver. Please try again.	Reload the page and try again.

Best practices

Close jobs at the dock or in the yard: that is the right way to record check-out.
Do not leave jobs in Work Finished at the end of the shift: the driver will keep counting as on site.
If you turn on automatic check-out for drivers, review the board every morning.
Export the log every month if the gate needs its own record.

Troubleshooting

A driver who has left still has no check-out.

Their job stayed in Work Finished, Assigned, or on the yard’s internal dock. Close it on the board or check them out from Visitors.

The Status filter returns nothing.

That is the limitation described above: use All Status.

I can’t find a driver by name.

Type the name with the same capitalization used at registration, or search by phone. Also check the date range: by default it is the last month.

I don’t see the Driver log under Reports.

It needs the Visitors module and the Read History Reports permission.

Frequently asked questions

Why is there no check-out button for drivers?

Because their check-out depends on the dock job: if it were recorded without closing the job, the dock would stay busy. In the log the button only appears on visit registrations; for a driver, close their job or use Visitors.

How long is the log kept?

Registrations are not deleted. The screen opens on the last month, but you can choose any date range.