HDS Key Retention System - User Guide (v2)

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

Overview

• Drivers first choose whether they are inbound (dropping off) or outbound (collecting) before the arrival form.
• Arrival captures key hanger, parking, pallets, load type and cold-chain info (when 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

Step 1: Pick movement.

• Inbound: Delivering to the warehouse. Shows load type and cold-chain fields.
• Outbound: Collecting stock. Hides load temp; pallets are optional.

Step 2: Complete the form.

1. Enter driver name and transport company.
2. Select the client. If not listed, choose Other and type the client name.
3. Inbound only: enter pallets; choose load type (Dry/Chiller/Freezer). Chiller/Freezer require driver-reported temp.
4. Confirm safety: rear wheels chocked and key removed.
5. 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, Movement (Inbound/Outbound), Client, Key Hanger, Parking Location, time since arrival.

Filter by movement using the dropdown. Rows turn red/pulse after ~30 minutes; 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 deg C, Freezer -22 to -15 deg C. Primary Connect — Chiller 1-5 deg C, Freezer -22 to -18 deg 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.