Appointment scheduling is the practice of assigning specific time windows for trucks to arrive at shipping/receiving facilities. It manages dock capacity, reduces wait times, and ensures efficient flow of freight through loading docks.
Why Appointment Scheduling Matters
Without Appointments
8:00 AM: 5 trucks arrive
Docks: 3 available
Result:
- 3 trucks unloading
- 2 trucks waiting
- Congestion
- Detention charges
- Driver frustration
With Appointments
8:00 AM: 3 trucks (scheduled)
10:00 AM: 2 trucks (scheduled)
Docks: 3 available
Result:
- No waiting
- Efficient flow
- No detention
- Happy drivers
Appointment Scheduling Benefits
For Warehouses/Receivers
| Benefit |
Description |
| Controlled flow |
Predictable volumes |
| Better staffing |
Plan labor to appointments |
| Less congestion |
Yard/dock organized |
| Reduced detention |
Minimize fees |
For Carriers
| Benefit |
Description |
| Reduced wait time |
Know when to arrive |
| Better planning |
Route optimization |
| Driver satisfaction |
Less sitting time |
| Efficient operations |
Predictable schedules |
Appointment Scheduling Process
Basic Workflow
1. Carrier requests appointment
↓
2. Receiver checks availability
↓
3. Slot confirmed
↓
4. Appointment details shared
↓
5. Truck arrives at scheduled time
↓
6. Check-in and dock assignment
↓
7. Load/unload completed
Appointment Details
Appointment Confirmation:
─────────────────────────
Facility: ABC Warehouse
Date: February 15, 2026
Time: 10:00 AM - 12:00 PM
Door: Dock 5
Carrier: XYZ Trucking
PO/BOL: 12345
Type: Receiving
─────────────────────────
Scheduling Methods
First-Come, First-Served
- No appointments
- Trucks arrive anytime
- Queue for next available dock
- Often inefficient
Time-Slot Appointments
- Specific windows
- One truck per slot
- Most common approach
- Balanced workload
Rolling Appointments
- Continuous arrivals
- Staggered check-ins
- Minimizes gaps
- Complex to manage
Appointment Windows
Typical Structures
| Window Size |
Use Case |
| 30 minutes |
Quick unloads, parcel |
| 1 hour |
Standard LTL |
| 2 hours |
Full truckload |
| 4 hours |
Long loads, complex freight |
Example Schedule
Dock 1:
8:00 AM - 10:00 AM: Carrier A
10:00 AM - 12:00 PM: Carrier B
1:00 PM - 3:00 PM: Carrier C
Dock 2:
8:00 AM - 9:30 AM: Carrier D
9:30 AM - 11:00 AM: Carrier E
...
Scheduling Technology
Dock Scheduling Software
- Centralized calendar
- Online booking
- Automated notifications
- Integration with TMS/WMS
Popular Solutions
| Solution |
Features |
| OpenDock |
Carrier self-scheduling |
| Descartes |
Enterprise dock management |
| C3 Solutions |
Cloud-based scheduling |
| BluJay |
End-to-end visibility |
Features to Look For
- Carrier self-service portal
- Email/SMS notifications
- Real-time availability
- Reporting and analytics
- Integration capabilities
Appointment Policies
Common Rules
| Policy |
Example |
| Arrival window |
Arrive within 15 min of appointment |
| Early arrival |
Check in, wait for time slot |
| Late arrival |
May lose slot, reschedule |
| No-show |
Penalty or restricted access |
| Cancellation |
24-hour notice required |
Penalties
Late arrival (>30 min): May lose slot
No-show: $50 fee + reschedule
Late cancellation: $25 fee
Excessive no-shows: Suspended privileges
Optimizing Dock Scheduling
Best Practices
- Accurate unload time estimates
- Buffer between appointments
- Flexible staffing
- Clear communication
- Monitor and adjust
Calculating Appointment Duration
Average unload time: 90 minutes
Buffer: 30 minutes
Appointment window: 2 hours
Allows for:
- Normal variations
- Paperwork completion
- Brief delays
Appointment Scheduling Challenges
Common Issues
| Challenge |
Solution |
| Carrier doesn’t book |
Require appointments |
| Overbooking |
Realistic slot times |
| No-shows |
Penalty policy |
| Emergencies |
Reserve flexibility |
| System downtime |
Manual backup process |
Handling Walk-Ups
Unscheduled truck arrives:
Option 1: Fit into open slot
Option 2: Queue for next available
Option 3: Schedule for later/tomorrow
Option 4: Turn away (last resort)
Metrics for Appointment Scheduling
| Metric |
Target |
| On-time arrivals |
>90% |
| No-show rate |
<5% |
| Dock utilization |
75-85% |
| Average wait time |
<30 min |
| Detention events |
<5% |
Monitoring
Weekly report:
- Appointments scheduled: 100
- Completed on time: 85 (85%)
- Late arrivals: 10 (10%)
- No-shows: 5 (5%)
- Walk-ups handled: 8
- Avg wait time: 22 min