Appointment Settings Overview

How to Access and Configure Appointment Settings in PortPro

• Click the Settings gear icon located in the top right corner of PortPro.

• Select Tracking & Credentials from the menu.

• In the Maximum Appointment Slots section:

  • Choose the desired times to set the Max PICKUP Slots and Max DROP Slots.

  • Click Enable Slot to activate the maximum slots for each selected hour.

• Once activated, the PortPro system will prevent booking more pickup or drop appointments than the limits set for those specific time windows.

• Click Confirm to save the capacity preference for that time.

• Toggle Set the maximum amount of appointments per time to ensure the automation does not exceed these limits when booking.

• Proceed to Appointment Settings, which provides the following functionalities:

  • Appointment Templates
    Efficiently create, configure, and apply appointment templates to automate booking based on predefined preferences, while retaining the option for manual application.

    • Template Types: Import or Export, Pickup or Return, selected according to appointment type.

    • Booking Delay: Set a delay period (e.g., 1 hour) before the system initiates automated appointment booking.

    • Weekend Booking: Enable to permit appointment scheduling during weekends.

    • Hold Containers: Enable to allow appointment bookings for containers on hold.

    • Missed Appointments: Automatically reschedule appointments that are missed.

• Fallback & Priority
  Configure a fallback appointment and enable automatic rebooking if a higher-priority slot becomes available within a configurable time window of up to 24 hours.

• Time Buckets
  Customize time buckets to align appointment slots with operational preferences and availability patterns.

Important Notes to Remember:

• Selected Timing Preferences configurations will reset if the automation toggle (“Use this template on a background basis”) is turned off and then back on.

• Rule-Based Automation
  Apply custom rules to control when a template is automatically triggered, functioning similarly to charge set functionality.

Toggling Background Mode to Execute the Automation:

• When enabled, this allows the rule to operate in the background without requiring dispatcher intervention.

• Once the criteria defined in the rule are met, the system will automatically execute the template and attempt to secure the appointment. Many dropdown options are available to help fine-tune the automation.

• Fine-Tune Rules:

  • Similar to the Tariffs functionality, logical operators (NOT, AND, OR) can be used to define the conditions under which the booking automation executes based on specific criteria.

  • AND: Ensures all conditions must be true.

  • OR: Allows any one of the conditions to be true.

  • NOT: Excludes a specified condition from being true.

  • Use Add Group to specify more complex scenarios.

  • The Criteria dropdown menus offer various options to cover most standard SOPs and further streamline operations.

Considerations:

• If no rules are specified, the template will apply to all eligible appointments when applied manually.

• For teams with diverse appointment needs, enabling this toggle reduces manual oversight but requires a more thorough initial setup to avoid unintended bookings.

• Background mode is ideal for high-volume customers or standardized workflows; however, it may not be suitable for customers who require case-by-case appointment adjustments.

Examples:

• Customer-specific templates

• Container type templates

• Port-specific templates

• Load Type/Status specific templates

Note:

• In the event of conflicting automated templates, the system selects the more specific rule. If rules are equally specific, the most recently created template takes precedence.

Relative Appointment Timing

• Define appointment booking windows based on shipment milestones.

• Book appointments a day before delivery.

• Schedule returns relative to the container’s ready-to-return status.

• Prioritize the first available appointment.

Manual Adjustments on Dispatcher Screen

• Manual booking remains available from the Dispatch screen by clicking the Load’s Pick Up Apt or Return Apt cells, allowing selection and confirmation of times based on slot availability from the terminal appointment website.

• Auto Appointment provides access to templates, enabling the addition of new templates or selection from pre-existing ones.

• Clicking Auto Appointment takes you to the template screen.

• Click the + Add button (as shown in the image below) to set up appointment templates.

• Easily search and select the appropriate templates.

Best Practices:

• Priority & Fallback:
  Emphasize that fallback appointments are essential for securing some slot even if the priority slot is unavailable, preventing appointment loss.

• Use Relative Timing:
  Simplifies scheduling for recurring lanes or pre-pulls.

• Missed Appointments Automation:
  Enable to minimize disruptions caused by no-shows.

• Booking Delays:
  Set delays based on terminal congestion patterns. For example, a 2-hour delay can optimize booking if slots tend to be released later in the day.

• Time Buckets:
  Adjust to align with peak operational hours and port availability windows. Some terminals release slots inconsistently, so align buckets to known release times.

• Background Mode Consideration:
  Enables unattended automation but requires well-defined rules to avoid unnecessary bookings.

Basic Cases & Actions:
Use these templates proactively in common scenarios to streamline appointment management and improve operational efficiency.

Operational Scenarios & Settings:
Below are three practical operational scenarios to use as reference when setting up booking templates. These can be adjusted to fit specific operational needs.

1. Pre-Pull for Early Morning Delivery (Long-Distance Moves & Time-Sensitive Deliveries)

   Key Situation:

   • Warehouse closes at 4 PM.

   • Trucks must pre-pull containers the day before for early morning deliveries.

   • For delivery locations 200+ miles away, scheduling must allow enough time for haul completion.

2. Appointment Settings Help:

   • Automatically schedules pickups 1 or 2 days before delivery appointments for long-distance moves.

   • Ensures early morning pickup slots to prevent late deliveries.

   • Uses fallback scheduling to secure alternatives if the priority slot is unavailable.

3. How to:

   • Navigate to Settings → Tracking & Appointments → Create Template.

   • Set Appointment Type to Pickup.

   • Set Timing Rule to “Schedule Pickup 1 or 2 days before delivery appointment.”

   • Use Time Buckets to select morning slots only (e.g., 6 AM - 9 AM).

   • Apply branch-specific rules:

     • If pre-pulling from port, set rule for 1 day before.

     • If distance > 200 miles, set rule for 2 days before.

   • Enable Fallback Booking to secure appointment if first choice is unavailable.

   • Update and confirm automation.

4. Key Point:

   • This automation ensures containers are pre-pulled in time for early morning deliveries, even for distant warehouses, avoiding last-minute port rushes.

2. Direct Delivery – Same-Day Port to Delivery Location (Warehouse)

   Key Situation:

   • Same-day port-to-warehouse moves with a strict 4 PM delivery cutoff.

   • Early morning port appointments are needed to ensure unloading before closing.

3. Appointment Settings Help:

   • Automates booking the earliest possible pickup slot.

   • Ensures first-available appointments within morning windows.

   • Prevents missed cutoff times by scheduling pickups early.

4. How to:

   • Navigate to Tracking & Appointments → Create Template.

   • Set Appointment Type to Pickup.

   • Enable First Available Booking to secure earliest available slot.

   • Use Time Buckets to select early morning slots (before 9 AM).

   • Apply terminal-specific rules:

     • Customer: select warehouse name.

     • Pickup Location: select relevant terminal or groups of terminals.

   • Update and confirm automation.

5. Key Point:

   • Ensures same-day direct deliveries are booked at the earliest slot to meet warehouse deadlines.

3. Last Free Day (LFD) Pull to Avoid Storage Fees

   Key Situation:

   • Pickup location (warehouse) has limited storage and requests container pull on Last Free Day (LFD) to avoid fees.

   • Carriers require automatic booking before LFD passes to prevent manual tracking.

4. Appointment Settings Help:

   • Automatically schedules pickups on LFD.

   • Optionally books appointments even if container has a customs hold.

   • Uses fallback booking to secure any available slot if preferred LFD slot is unavailable.

5. How to:

   • Navigate to Tracking & Appointments → Create Template.

   • Set Appointment Type to Pickup.

   • Use Relative Timing to set pickup on Last Free Day.

   • Toggle “Book Even If Container Has a Hold” if required.

   • Enable Fallback Booking.

   • Update and confirm automation.

6. Key Point:

   • Automates LFD pickups to avoid storage fees and ensure smooth operations.