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Verifying Gate Pass Access with the Activity Log in Shipper TMS

Table of Contents

    Introduction

    When a driver opens a location-protected attachment — like a gate pass or vehicle release form — Super Dispatch automatically records it in the activity log. This gives shippers a timestamped, verifiable record of exactly when and where the document was accessed, without needing to call the carrier or driver.

    What the Activity Log Records

    Every time a driver opens a location-protected file, both the shipper activity log and the carrier activity log are updated with a "Driver Opened Protected File" entry. This entry includes:

    • The date and time the attachment was opened.
    • Confirmation that the document was opened within proximity of the pickup location.
    • The carrier company name.
    • The vehicles on the order, including year, make, model, and VIN.
    Note: The activity log entry will appear on both the shipper side in Shipper TMS and the carrier side in Carrier TMS. Either party can independently verify whether the document was accessed.

    How to Check the Activity Log

    Step 1 — Open the Order

    In Shipper TMS, navigate to the order you want to verify and open it.

    Step 2 — Go to the Activity Section

    Scroll down to the Activity section on the order detail page. This log shows a full timeline of everything that has happened on the order — from when it was created and assigned, to when the driver viewed it, started inspections, and picked up the vehicles.

    Step 3 — Look for the "Driver Opened Protected File" Entry

    If the driver opened the gate pass or release form, you will see a Driver Opened Protected File entry in the log. Expanding it shows the carrier name, vehicles, and confirmation that the file was opened within proximity of the pickup location.

    If this entry does not exist, the driver did not open the attachment through Super Dispatch.

    What If There Is No Entry?

    A missing "Driver Opened Protected File" entry means the attachment was never opened through Super Dispatch. This does not always mean something went wrong — it depends on whether the pickup location required the driver to present the document.

    Common scenario at auctions: If a carrier tells you they had the gate pass but the activity log shows no entry and the document is still locked, the driver likely did not access the attachment through Super Dispatch. This can happen when the auction releases the vehicle without requiring the driver to physically present the release form. In this case, the feature worked as designed — the attachment stayed locked because the driver never attempted to open it. We recommend contacting the pickup location directly to understand their release process.

    Next Steps

    Learn more about location-protected attachments and how they work across Super Dispatch: