RTOS Gate Appointment

1 · What is the RTOS Gate Appointment?

The RTOS Gate Appointment is the online booking system for truck visits to the terminal. A haulier books a time slot, picks the truck and driver, lists the units (containers, vehicles) the truck will move, and receives a QR gate pass. The driver shows that QR code at the gate on the way in and again on the way out — no paper, no phone calls, no queue-jumping.

One visit = one appointment = one QR code, no matter how many units the truck is carrying (up to the maximum, 4 by default).

Key identifiers

2 · Who uses what

Haulier users only ever see their own company's trucks, drivers, and appointments — the system scopes everything by the company linked to your login.

3 · Getting registered

You cannot book until your trucks and drivers are on file — registration is not self-service:

1. On the booking page, click Registration form (top right). This downloads the RTOS Gate Appointment — Haulier Registration Form (Word document).
2. Complete the form and return it to the RPSL terminal office — company details, trucks (license plate, vehicle type, dates), and drivers (full name, license number, ID no, cellphone number).
3. Once processed, you are issued a portal login for booking gate appointments.

4 · The booking page

Open /gate-appointments. The page is titled Book a Gate Appointment and has two tabs: New booking (create an appointment) and My appointments (every booking you've made).

Top-right links: How to use this opens the in-app guide, and Registration form downloads the haulier registration form. A summary strip shows your current selection: Slot, Truck, Units.

5 · Booking an appointment — step by step

Step 1 — Choose a slot

In the Choose a slot panel, pick a date (slots are generated roughly two weeks ahead), then tap an open time tile. Each tile shows the window start time (e.g. 14:00) and how much room is left — e.g. 27/40 left.

A tile can be greyed out for one of three reasons:

• Past the booking cutoff — bookings close (default 60 minutes) before the slot starts
• Full — all places in that window are taken
• Closed — the terminal has closed that window by hand

If no tiles appear: "No slots open on this date." — pick another day.

Step 2 — Truck and driver

In the Truck and driver panel:

• Truck — pick your truck from the dropdown. Only your company's Active, unexpired, registered trucks are listed.
• Driver — search by name or licence number and tap the right person. Only available drivers from your company are shown; the selected driver's card shows their licence number.

The driver is optional at booking time (they can be confirmed at the gate), but picking them now means the pass shows the driver's name.

Step 3 — Add your units

In the Units panel (you must have chosen a truck and a driver first — otherwise the panel shows "Choose a truck and a driver above first."):

1. Move — choose what the truck is doing, e.g. I-1 Import Pickup (Full Container) or E-2 Export Drop Off (Full Container) (see Appendix A).
2. The lookup field label changes to match the move — Container number (e.g. MSCU1234567) or Chassis number (e.g. 1HGCM82633A004352). Type the number.
3. Tap Check and add. The system checks the unit is eligible for that move before it is added — an ineligible container is caught here, not at the gate.
4. Each added unit appears as a card showing the move (e.g. E-2 · Drop Off), what the truck is expected to carry In and Out, and the yard slot if one is assigned. Press Remove to take a unit back off.
5. Add as many units as the truck is actually carrying on that trip — up to the maximum (4 by default). The same unit cannot be added twice.

Step 4 — Create the appointment

Once a slot, truck, and at least one unit are set, the Create appointment button at the bottom becomes active (the bar shows the summary, e.g. 2026-08-04 · 14:00–15:00 · 2 unit(s)). Tap it. The system reserves your place in the slot (capacity is locked — a slot can never be oversold), validates every unit again, and issues the QR pass. If anything fails you will see a clear message and the slot is not taken.

Step 5 — Confirmation screen

You see Appointment confirmed: the appointment number (e.g. GAPP.26.08.04.00042), an Open the pass button, Book another, and Send the pass to the driver — WhatsApp or Email share buttons.

6 · The QR gate pass

The pass lives at /gate-pass/{token} and is meant for the driver's phone — send it with the WhatsApp or Email button, or have the driver open the link you were given. It shows the appointment number, slot, truck, driver, and a Your moves list — every unit on the visit with its direction and yard slot.

• The driver shows it at the gate twice — on the way in and again on the way out.
• The same link works any time until the visit reaches a terminal status (Completed, Aborted, Cancelled, No Show) — after that the pass is dead and the link shows a short explanation instead (e.g. "This visit is finished. Book again for your next move.").
• Lost the link? Open My appointments, find the booking, tap View pass — it is the same link.
• Only the QR is scanned at the gate. The appointment number alone is not a pass.

7 · My appointments — managing your bookings

Switch to the My appointments tab to see every booking you've made. Each row shows the appointment number, slot date and window, license plate, driver name, the status badge, the unit chips (e.g. E-2 MSCU1234567), a contextual line (Booked…, or the gate in/out and turnaround once the truck has visited, or the reason if cancelled), and View pass / Cancel where applicable.

Filtering, searching, exporting

• Date — show one day's bookings only (leave empty for all dates)
• Search — "Search plate, driver, container…"
• Status — filter by any appointment status
• CSV / Excel — export the filtered list (Appointment, Status, Slot, Truck, Driver, Containers, Booked On, Gate In, Gate Out, Turnaround, Cancellation Reason)

The list pages through your history — use Load More to see older bookings.

8 · Cancelling an appointment

1. In My appointments, press Cancel on a booking that is still Confirmed, Partially Failed, or Draft.
2. The dialog explains: "This frees the slot and the containers on it so they can be rebooked. It cannot be undone."
3. Choose a Reason (e.g. Truck Breakdown, Cargo Not Ready, Duplicate Appointment, Weather, Terminal Request…).
4. Press Cancel appointment (or Keep it to back out).

Cancellation frees the slot's place for someone else to book, releases every unit for rebooking, kills the QR pass — and cannot be undone. Once a truck has actually gated in, you cannot cancel — contact the gate directly if something has gone wrong.

9 · Appointment statuses

10 · At the gate

1. Arrive within your slot window. The window is your slot time with a grace period either side (30 minutes early, 60 minutes late by default). A truck arriving outside the window can only be admitted by an authorised supervisor — an override reason is recorded.
2. The gate operator scans the QR pass. The screen already tells them what your truck is doing — the operator never has to work out the direction or what should be on the trailer; the appointment said so before you arrived.
3. On the way out, the same pass is scanned again. The operator confirms what is actually on the truck (e.g. "Confirm MSCU1234567 is on the truck") before the visit is closed and the turnaround time is recorded.
4. If a move cannot happen at the gate (container not in the yard, damaged, documentation issue…), the visit is Aborted with a recorded reason — your booking history shows it.

11 · Booking rules you should know

These rules are enforced by the system — you will see a clear message if a rule blocks you (see Appendix B for the exact wording).

Eligibility — what can be booked

• Import pickup (I-1/I-2/I-4): the cargo must already be in the yard, paid and released.
• Export drop-off (E-1/E-2/E-4): the shipping line must already have an export booking on the unit.
• A unit already booked on an active appointment cannot be booked again.
• A unit matching more than one move needs a supervisor to check its records.

Slots and capacity

• Slots are 60-minute windows, generated daily for about two weeks ahead (capacity per slot is set by the terminal — default 40 trucks).
• A slot cannot be oversold — the count you see is live.
• Bookings close 60 minutes before the slot starts (terminal-configurable).

Trucks and drivers

• The truck must be registered to your company, Active, and its registration unexpired.
• The driver must be registered to your company and not Suspended/Left.

Units per appointment

• At least 1, at most 4 (terminal-configurable) units per appointment. No duplicate units.

12 · Troubleshooting & FAQ

My container doesn't show as eligible when I add it

The container has to already be paid and released before it can be booked for pickup, or already have an active export booking for a drop-off. Check its status with your shipping agent, or try again once payment clears.

I don't see my truck or driver in the list

Trucks and drivers are added by RTOS staff, not self-service. Download the Registration form (link at the top of the booking page) and submit it to get your fleet and drivers on file.

The Cancel button isn't there for one of my bookings

Only Confirmed, Partially Failed, or Draft bookings can be cancelled. Once a truck has actually gated in, the visit has to run its course — contact the gate directly if something has gone wrong.

Can I book more than one container on the same visit?

Yes — add as many units as your truck is actually carrying that trip under Units before you create the appointment. Each one is checked separately when you tap Check and add.

I lost the QR pass link

Open My appointments, find the booking, and tap View pass again — it's the same link, available any time before the visit is Completed, Aborted, Cancelled, or No Show.

Can I break down the QR by container?

No — one visit, one pass, one QR, even when the visit mixes drop-offs and pick-ups.

My truck arrived late

Up to the late-grace window (default 60 minutes) the gate can still admit you. Beyond that, only an authorised supervisor can override — with a recorded reason.

13 · Appendix A — Move (workflow) quick reference

You never choose "pickup" or "drop off" separately — the move code implies it. The gate reads one line off the appointment, e.g. "Arriving empty. Collecting MSCU1234567 from slot A12." or "Arriving with full MSCU1234567 to drop off for export."

14 · Appendix B — Error messages & resolutions