Source: https://www.heyganesh.in/work/vehicle-gatein Author: Ganeshkumar, Product Designer Published: 2026-09-04 · Updated: 2026-10-20 User Experience · TMS Platform · Web & Mobile # Every last-minute driver change became a support ticket I redesigned gate-in so the team standing next to the truck could fix it themselves. ![Vehicle gate-in screen on the enterprise web platform](https://www.heyganesh.in/assets/vehicle-gatein/gatein-hero.webp) - **Company:** Taabi Mobility (Logistics and procurement software for enterprises) - **My Role:** Sole Product Designer - **Team:** 1 Engineer, 1 PM & Me - **Timeline:** Sept 2025 95% fewer vehicle-detail change-request tickets 60% faster turnaround in the loading area My role & contributions | Problem discovery | Looked at the physical gate-in process on-site and found who actually did the work | | --- | --- | | End-to-end design | Extended editing window, vehicle details in the indent, web gate-in from the dashboard, inspection sheet on web and mobile | | Delivery | Worked with 1 PM and 1 engineer from problem to release | Context ## Truck details locked the moment it entered the gate The terms on this page - **Indent:** An enterprise’s request for a truck. A transporter accepts it and assigns a vehicle and driver. - **Gate-in:** The truck arrives at the site and is checked in at the gate before loading. - **Gate-out:** The loaded truck is checked out and leaves the site. Both the enterprise and the transporter could edit vehicle details, like the vehicle number and the driver’s phone, until the truck reached the origin. Once it completed gate-in, those details were locked. ![Flow diagram: transporter response splits into accepts (assigns vehicle and driver details, then vehicle reported at origin with details locked) or rejects.](https://www.heyganesh.in/assets/vehicle-gatein/vehicle-detail-flow.webp) Before: details stayed editable only up to the origin, then locked at gate-in. But details often changed at the last moment: ERR_01 Drivers changed shortly before loading ERR_02 SIM-tracking consent failed, so the vehicle couldn’t be tracked ERR_03 Transporters substituted vehicles at the loading location ERR_04 Transporters entered wrong vehicle or driver details Every fix needed our operations team to change it in the backend: 4–6 tickets a day, while loading waited. Research ## We designed for security guards. Logistics teams were doing the work. We had designed gate-in assuming the security team would do it on a phone. On-site, it was often the logistics team, the same people already inspecting the vehicle. So I rethought gate-in as a verification step owned by the enterprise, not a security checkpoint. Editing window ## Details stay editable until the truck leaves I extended the editing window from gate-in to gate-out, so the on-site team can fix driver changes, vehicle swaps, wrong entries and tracking consent before the truck leaves the origin. ![Mobile screens showing the extended editing window: Complete Gate-in with vehicle details, an Edit Vehicle form, and Complete Gate-out with the same details still editable](https://www.heyganesh.in/assets/vehicle-gatein/extended-editing-window.webp) Details now lock only at gate-out. Exception handling moved from our ops team to the people managing the vehicle. Web gate-in ## Gate-in moved to the web, where the team already works Since the logistics team was often doing gate-in themselves, I brought the mobile flow into the web platform. ### Vehicle and gate status inside the indent The redesigned Vehicle Details tab brings assignment, driver, tracking, documents and gate status into one place, next to the shipment timeline. ![After: Indent page's Vehicle Details tab, showing the shipment timeline alongside the redesigned vehicle number, driver, tracking, and status table](https://www.heyganesh.in/assets/vehicle-gatein/vehicle-details-after.webp) ![Before: the old Vehicle Details view](https://www.heyganesh.in/assets/vehicle-gatein/vehicle-details-before.webp) ‹› Before After Vehicle Details tab: before vs after ### Gate-in on every vehicle: dropped The idea A gate-in action on each vehicle, inside the trip and Manage Indent pages. Why we dropped it Too many clicks. You had to open the indent, then find the vehicle, every time. What we did instead One common gate-in on the main dashboard, with the inspection sheet built in. ### One gate-in entry on the dashboard Gate-in and gate-out now start from the main dashboard. No need to open an indent first. ![Vehicle Gate In dashboard entry point, showing the vehicle list with status filters (Reporting Pending, Gate In Pending, Hold, Auto/Manual Gate-In/Out, Rejected) and a selected vehicle's gate-in detail panel with a Complete Vehicle Gate-in button](https://www.heyganesh.in/assets/vehicle-gatein/gatein-dashboard-entry.webp) Gate-in from the web dashboard Inspection ## Unfit trucks are stopped at the gate itself Enterprises asked for a way to inspect vehicles at the gate, so I built a configurable inspection sheet. Questions are set per site, for loading or unloading. The logistics team answers them during gate-in, with remarks and photos. Mandatory questions must be completed before confirming, and the record stays with the vehicle’s movement. ![Vehicle Inspection Configuration: Create Inspection Sheet screen showing the Vehicle Outgoing Sheet questions table with Mandatory Remarks, Image Upload, and Ref. Image Upload toggles per question, plus a Configure Sheet panel for choosing Gate In or Gate Out and the sites it applies to](https://www.heyganesh.in/assets/vehicle-gatein/inspection-setup.webp) Configuring an inspection sheet ![Vehicle Gate In web inspection panel showing tarpaulin and cargo-covering questions with Yes/No answers, optional remarks, a Block action, and uploaded reference/inspection images](https://www.heyganesh.in/assets/vehicle-gatein/inspection-web.webp) Inspection sheet during gate-in (web) ![Mobile Gate-in Inspection flow showing an image upload step, an inspection question answered Yes/No with optional remarks, and the Reject / Keep on Hold / Continue actions](https://www.heyganesh.in/assets/vehicle-gatein/inspection-mobile.webp) Inspection sheet during gate-in (mobile) Outcome Change-request tickets ## 4–6 a day → ~2 a week 95% lower Loading turnaround is 60% faster, and enterprises fix last-minute vehicle changes themselves, at the gate. | | Before | After | | --- | --- | --- | | Fixing vehicle details | A ticket to our ops team | On-site team edits until gate-out | | Change-request tickets | 4–6 a day | 95% fewer | | Where gate-in happens | Mobile, built for security | Web dashboard and mobile | | Loading turnaround | Waited on backend fixes | 60% faster | Learnings ## What it taught me ### The assumed user and the actual user aren’t always the same Gate-in was designed around the security team, but on the ground the logistics team did it, often from a shared device. Now I check who actually does the work early in any workflow redesign. ### Reducing dependency doesn’t mean reducing control The easy fix was fewer checks. Instead, I moved exception handling to the team next to the vehicle, and kept it auditable with inspections, remarks and photos. --- Next case study Spot Bid Approval The lowest bid won automatically. Nobody approved it. [Read case study →](https://www.heyganesh.in/work/spot-bid-approval) Contact Ganeshkumar: ganeshbluesky05@gmail.com · LinkedIn https://www.linkedin.com/in/heyganeshkumar · X https://x.com/heyganesh_in · Resume https://www.heyganesh.in/assets/resume.pdf