HDS Key Retention System - User Guide (v2)

This guide explains each page in plain, non-technical language.

Overview

• Drivers sign in and confirm safety checks.
• Site records key hanger, parking, pallets and temperature (for chilled/frozen).
• Warehouse staff measure temperatures; out-of-range alerts go to managers.

Home Page

Starting point with buttons for Arrival, Departure, Active Drivers and Temperature Check.

Tip: bookmark this page on the kiosk/tablet.

Arrival

1. Enter driver name and transport company.
2. Select the Client. If not listed, choose “Other” and type the client name.
3. Enter number of pallets.
4. Choose load type: Dry (no temp), Chiller or Freezer (enter temp).
5. Confirm safety: rear wheels chocked, key removed.
6. Select key hanger and parking location, then Submit.

Departure

1. Select driver.
2. Confirm if you are taking the key.
3. Submit to free the hanger and record departure.

Active Drivers

Shows who is currently onsite: Name, Client, Key Hanger, Parking Location, time since arrival.

Rows turn red/pulse after ~30 minutes as a visual reminder. The page refreshes automatically.

Temperature Check (Warehouse)

1. Select an active driver. Their reported client, load type and temp appear.
2. Enter your measured temperature and notes, then Save.
3. Out-of-range temps automatically notify managers by email.

Ranges: Default – Chiller 0–5 °C, Freezer -22 to -15 °C. Primary Connect – Chiller 1–5 °C, Freezer -22 to -18 °C.

Admin (Managers)

• Clients: official list for the Arrival dropdown.
• Key Hangers: add and manage availability.
• Parking Locations: add/rename locations.
• Manager Emails: who gets alerts (enable/disable).
• Notification Template: edit alert subject/message.
• Drivers: export/import, view history.
  Action: “Link unlisted client names to Clients (create if needed)” – converts typed client names into official Clients and links them, avoiding duplicates by name.