By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. View our Privacy Policy for more information.

The Secret to How Manufacturing Companies are Reducing Truck Detention Fees

What is truck detention?

Most shippers and receivers have a window of time to load or unload their trucks when they arrive at a facility. Once that window of time has passed and potentially any grace period, time spent at the facility after that is detention. Since time is money, detention fines are used to counterbalance the delay. Delays can cause the driver to be late to their next stop or even miss a pickup or unloading time entirely, resulting in lost income and potential penalties from that company.

Truck drivers are making money when they’re driving, so it can be very frustrating when they’re stuck sitting at a site waiting. While detention fees help lessen the blow, typically the drivers would have made more money if they could have stayed on schedule.

Hours of Service (HOS)

Jump To

How does truck detention impact your facility?

Jump To

The Solution

Jump To

Improved Communication

Jump To

Searchable and Exportable Reports

Jump To

Hours of Service (HOS)

Detention rates can significantly harm the driver's productivity and compliance with federal regulations. “Hours of service” refers to the amount of time at the maximum that drivers are permitted to be on duty. This specifies their driving time as well as the time indicated for breaks and rest, essentially to ensure that drivers stay awake and alert when they’re on the road. When a driver is stuck waiting at a facility and falls behind schedule, detention eats up the time that was already designated for loading and unloading shipments.

Photo of the Author
Sarah Ganote
September 20, 2022

Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.

How does truck detention impact your facility?

Consistently failing to keep drivers on schedule can be very damaging to your business's reputation. Drivers claim that customer actions such as appointment issues, poor structure, and lack of communication often result in detention. Detention fees can range anywhere from $50-$100 per hour, and can quickly add up over time. While there may be factors outside of the facility's control like severe weather or delayed production, facilities do have control over the quality of their communication. The truth is, that competing in this market demands business agility and innovation. 

Photo of the Author
Sarah Ganote
September 20, 2022

Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.

The Solution

Customers who utilize technology to help them stay well organized and communicate effectively can greatly reduce delays. Not only saving the truck driver from frustration and loss of compensation but also saving the facility from constant fees. 

One piece of technology that can be used to improve communication between drivers and facility employees is a visitor management system. While you may not typically think of truck drivers as “visitors” this system can be highly beneficial in communicating directly with each driver and knowing who is at your facility all while maintaining a record of the interaction.

Visitor management systems are typically integrated with a piece of hardware, although this isn’t the ideal display option for the outdoors. Instead, here at LobbyFox, we offer a QR code display option that can be printed on any material, in any size, and placed anywhere because it operates without electricity or internet. When a driver arrives at your facility they won’t even need to exit their vehicle to check in!

Photo of the Author
Sarah Ganote
September 20, 2022

Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.

Improved Communication

Most drivers have a company tablet or smartphone on them at all times so their employer can communicate with them. Drivers can simply scan the QR code with their device and enter their truck number or any other information the facility needs to collect. From there, the systems admin can use the VMS to text directly with the driver and communicate instructions. 

Some facilities communicate with drivers through a CB radio channel, although this isn’t a terrible option it does require the drivers to listen in on every conversation waiting to hear information that’s relevant to them. Sometimes it can be hard to understand what the person on the other end is saying and details can easily be missed. With a VMS you are only receiving information that is meant directly for you, and it’s documented in print in case the driver needs to refer back to it.

Language barriers and accents can impact communication and create unnecessary confusion and frustration. Using a VMS with multiple languages allows the driver to check in and receive instructions in their preferred language.  This eliminates confusion, substantially increases policy adoption and direction following, increases efficiency, and creates a welcoming environment. 

Photo of the Author
Sarah Ganote
September 20, 2022

Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.

Searchable and Exportable Reports

Every facility has a different way of documenting what happens each day with its shipping and receiving department. Some facilities may use an excel spreadsheet or have a designated liaison who’s in charge of letting drivers know when a spot is available and keeping the process moving. Visitor management systems replace the need for manual documentation. Instead, the system will automatically keep a record of who arrived at your facility, the company they were with, and what time they arrived and left. Cross-reference check-in logs with your billing statements to verify that a driver was on your premises when they said they were. Integrations may be available with your logistics software.

Photo of the Author
Sarah Ganote
September 20, 2022

Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.

Final Thoughts

Truck detention is frustrating for everyone involved and often unavoidable. But if you understand why it happens and how it happens you can find areas for improvement that could make a drastic difference. Communication with truck drivers at your facility needs to be quick and efficient to ensure that they stay on schedule with their route and so that you can avoid driver detention fees. Integrating with a visitor management system can help your reputation, communication, and record keeping.

Contact our team to learn more today!

Photo of the Author
Sarah Ganote
September 20, 2022

Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.

Photo of the Author
Sarah Ganote
September 20, 2022

Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.

Recommended Reading

Lobby Fox offers live demos daily!
Live Demos Daily

LobbyFox visitor management experts are giving live, one-on-one demos every day. Ask whatever's on your mind, and get a better feel for how LobbyFox will transform your lobby in an instant.

Schedule Your Live Demo