Appointment Scheduling

Appointment Scheduling Process

Overview

This workflow coordinates pickup and delivery appointments with shipping and receiving facilities.

Process Steps

1. Appointment Requirements

• Identify loads requiring scheduled appointments
• Review facility requirements and hours of operation
• Check for appointment lead time requirements

2. Initial Scheduling

• Contact facility to request appointment slot
• Provide load details and equipment type
• Confirm available time windows

3. Confirmation and Updates

• Record confirmed appointment in TMS
• Send confirmation to carrier/driver
• Notify customer of scheduled times
• Update load timeline

4. Reschedule Management

• Process reschedule requests from carriers
• Contact facility for alternative slots
• Update all parties on changes
• Document reschedule reasons

5. Appointment Monitoring

• Track arrival against scheduled time
• Manage check-in process coordination
• Handle detention time tracking
• Record actual load/unload completion

Facility Communication

• Call during facility business hours only
• Provide all required reference numbers
• Request confirmation numbers for all appointments
• Verify appointment portal access where applicable

Escalation Rules

• Escalate if no appointment available within load window
• Alert operations for detention exceeding 2 hours
• Escalate missed appointments immediately