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Notification rule: When transport is approaching

Get notified when a road transport is close to its ETA.

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Written by Anita Smielowska

The When transport is approaching notification helps you inform teams or stop contacts shortly before a vehicle is expected to arrive.

Use this rule to help warehouses, loading or unloading sites, consignees, and operational teams prepare at the right time.

When to use this notification

Use this notification when you want to:

  • notify recipients shortly before the vehicle is expected to arrive;

  • prepare site teams for loading or unloading;

  • notify stop contacts only about the stop that is relevant to them;

  • reduce manual communication before arrival.

Available for

This notification type is available for Road transports.

It can be created across multiple transports from the Notification rules section, or for a specific road transport from the transport detail view.

How the trigger works

You define the Time to ETA threshold.

The notification is sent when the time to ETA is less than the selected number of minutes. The value must be between 1 and 180 minutes.

The notification rule applies to working road transports and can be narrowed down with additional custom filters.

Recipients

You can add transport-level recipients by email or SMS.

You can also notify stop contacts for this notification type. Stop-level notifications are useful when a consignee, warehouse, or local contact should only receive arrival information for their assigned stop.

Stop-level notifications are only available for transports created by your company.

Please ensure that the contact details for each stop—such as an email address or phone number—are included with the transport message.

How to set it up

  1. Open Notification rules from the side menu.

  2. Select Add notification rule.

  3. Choose Road as the transport mode.

  4. Select When transport is approaching as the notification type.

  5. Enter the Time to ETA value, for example less than 30 minutes.

  6. Add optional custom filters, for example carrier, customer, site, user, or stops.

  7. Add transport-level recipients and, if needed, enable stop contact notifications.

  8. Add a rule name.

  9. Save the rule.

Example

A delivery site wants to prepare unloading teams shortly before trucks arrive.

They create a notification rule with:

  • time to ETA: less than 45 minutes;

  • optional filter: selected delivery site;

  • recipients: warehouse operations team;

  • stop contacts: enabled, if the relevant contacts are available in the transport data.

When a matching transport is approaching, the recipients receive a notification and can prepare for arrival.

Good to know

This notification depends on ETA availability. If ETA cannot be calculated or tracking is unavailable, the notification may not be triggered as expected.

Choose a time window that gives recipients enough time to act, but is close enough to be operationally useful.

Email template

Learn more about other notification types here: Road Notifications

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