Do You Trust Your Employees? Why Trust Alone Isn’t Enough

Trust is the foundation of any successful organisation. You trust your employees to handle sensitive data, manage operations, and represent your company’s values. But trust alone is not a security strategy.

Recently, we learned of a troubling incident: an employee at one of our client companies was sharing his TrakIT credentials with a competitor. This unauthorised access exposed highly confidential operational data — information that should never have left the organisation.

This case highlights a critical truth: even well‑intentioned businesses can be vulnerable when access controls rely solely on usernames and passwords.

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The Hidden Risk of Shared Credentials

• Passwords are fragile. They can be guessed, stolen, or shared.
• Human behaviour is unpredictable. Even trusted employees may act carelessly or maliciously.
• Data exposure is costly. In logistics, confidential information about shipments, clients, and workflows is a competitive advantage. Losing control of that data can damage trust, reputation, and revenue.

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The Solution: Two‑Factor Authentication (TFA)

The good news is that this risk is preventable. TrakIT supports Two‑Factor Authentication (TFA), giving you an extra layer of protection beyond passwords.

With TFA enabled:

• Users must verify their identity using a second factor (such as a mobile app or code).
• Even if credentials are shared or stolen, unauthorised access is blocked.
• Administrators gain peace of mind knowing sensitive data is safeguarded.

Activating TFA is simple: you can enable it for each user directly in the User Management module.

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Protect What Matters Most

TrakIT is the backbone of your operations. It holds client data, shipment details, and workflow intelligence that competitors would love to see. Don’t let that information fall into the wrong hands.

Ensure your employees have the right permissions and roles to access only what they need to.

By combining trust with technology safeguards, you ensure that your business remains resilient, secure, and client‑focused.

Enable Two‑Factor Authentication in TrakIT - because trust should be supported by protection.

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Closing Thought

Trust your employees. But protect your business.

Simplified Entity Management in Advanced Reports

With the latest TrakIT update, users can now include multiple entities under a single Advanced Report subscription. Previously, separate subscriptions were required for each customer or transporter—leading to unnecessary complexity and overhead.

The new enhancement introduces an 'Entity Type Subscription' field within the Advanced Report Subscription setup. Once selected, users are presented with a list of relevant entities and can choose one or more to include in the report - streamlining configuration and reducing subscription clutter.

Steps to enable multiple entities:

1. Navigate to the Advanced Report.
2. Switch to the Subscriptions tab.
3. Click Modify and then select an Entity Type Subscription.
4. Select one or more entities and click Save.

Important Points to remember:

• Remove any specific entity filters from the subscription filters or main filters.
• Remove any specific entity recipient emails from the Recipients section.
• When previewing a report with multiple entities, you will be asked to select a single entity.
• When the report is queued for sending, a separate report for each entity is queued and sent separately.
• When delivering by email, each entity's email address is appended to the 'To' recipient emails.
• It is recommended to have other fixed recipients as 'Cc' recipients.

If you have any questions, concerns or need assistance in setting up entities in advanced reports, please contact TrakIT Support.

Guidelines for TrakIT Support Communication

As the TrakIT Support team, we strive to provide timely and effective support to all our users. To ensure that every request is tracked, prioritised, and resolved efficiently, we kindly request you to follow the guidelines below for all support-related communication.

1. Email is the primary mode for all support requests

For all support inquiries, including general issues, clarifications, or assistance, please email us at support@trakit.in. This ensures that every request is properly tracked, prioritised, and followed up on in a timely manner.

2. WhatsApp is not a formal support channel

Please note that due to the informal nature of WhatsApp, it is challenging to maintain proper records of issue history, priority levels, or resolution statuses. Follow-ups and escalations can easily be lost within long chat threads, which hinders our ability to manage support effectively.

Furthermore, using WhatsApp for support introduces data privacy and security risks. As an informal communication channel, it cannot be centrally audited or controlled. For these reasons, we do not recommend using WhatsApp for formal support inquiries.

The designated WhatsApp group is to be used exclusively for critical incidents or issues that require immediate attention. We kindly request that you refrain from sending one-on-one messages or non-urgent queries to the group.

3. TrakIT Chat Support

For urgent assistance, please use our TrakIT Chat Support, available Monday to Friday from 10:00 AM to 6:30 PM (IST). This channel is designed for immediate support when quick attention is required.

4. TrakIT Help Portal

​We encourage you to explore the TrakIT Help Portal, a comprehensive self-service resource offering detailed knowledge and guidance on the overall system. It's a convenient way to find answers and learn about various features.

5. Refresher Training

If you require refresher training or wish to better understand any specific area of the TrakIT application, please feel free to request a session by emailing us at support@trakit.in.

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Our Commitment

By following these communication guidelines, we can ensure faster responses, accurate tracking, and a smoother support experience for everyone. We sincerely appreciate your understanding and cooperation.

Create a Shipment with Multiple Job Types

We would like to share an important update regarding the "Job Type" selection when creating a new job (shipment) in our upcoming release.

The current single-selection dropdown for "Job Type" will be replaced with multiple selection checkboxes. This enhancement will enable greater flexibility in defining and associating multiple job types with a single job, eliminating the need to combine multiple job types into one name and reducing logical duplicates. This change will give us better control over our "Job Type" naming conventions and usage. The Job Type selection will look as shown below:

Additionally, you will now be able to deselect Job Types from the "Workflow Definition > Services/Job Types" section if you no longer wish to use them for the workflow. Please note that deselecting a Job Type will not affect existing jobs, but it will restrict its use in any new jobs created for that workflow going forward.

As this is a major change, we will be taking care of all dependencies of the existing data. We will inform you once this is rolled out. While we endeavour to cover all use cases, if you notice any discrepancies or issues with the Job Type field, please let us know immediately.

For any questions or concerns, please contact TrakIT Support.

Transform Your Exported Reports into Insightful Pivot Views

 

In logistics and supply chain management, data is generated at every step — from shipment creation to delivery confirmation. The challenge is not collecting data, but making sense of it quickly. That’s where TrakIT’s export feature, combined with Excel’s Pivot Table capability, becomes a game-changer.

When you export a report from TrakIT, you receive a structured dataset, ready for in-depth analysis. By using custom-made, pre-designed Excel report templates having multi-dimensional Pivot Views, you can instantly turn that raw data into an interactive, visual summary that reveals trends, patterns, and opportunities. And when you need advanced, customised representations, our expert data modelling team can fulfil any of your multi-dimensional analysis requirements.

What is a Pivot View?

A Pivot View in Excel is more than just a summary table. It’s an interactive analytical dashboard that lets you:

• Slice your data by different dimensions (e.g., customer, route, month)
• Dice into specific details without writing a single formula
• Filter for quick scenario analysis
• Aggregate numbers instantly for high-level summaries

Think of it as the fastest way to turn a flat Excel export into a decision-making tool.

Why Pivot Tables are Perfect for Multi-Dimensional Logistics Analysis

In the logistics world, there’s rarely just one way to view performance. You may need to see the data:

• By Region → Service Type → Month to check seasonal demand
• By Customer → Route → Transit Time to identify bottlenecks
• By Depot → Shipment Type → Carrier to evaluate operational efficiency
• By Port Clerk → Shipment Allocated vs. Customs Released vs. Pending Release to measure clearance performance and identify process delays

With Pivot Tables, you can:

• Group & Summarise – For example, total shipments by region and month.
• Drill Down – Double-click to see the shipment details behind any summary figure.
• Filter Dynamically – Use slicers for quick “what-if” scenarios.
• Cross-Tabulate – Compare multiple dimensions side-by-side, such as cost vs transit time per route.

Why This Matters for TrakIT Users

Time is critical in logistics. The faster you can interpret data, the quicker you can act. With Pivot Views:

• Managers can track performance by multiple KPIs in one place.
• Operations Teams can identify recurring issues in specific lanes or carriers.
• Port Clerks can monitor and improve clearance efficiency by comparing shipments allocated, released by customs, and pending release status.
• Finance Teams can reconcile costs by customer or shipment type.

When your reporting needs go beyond standard exports, our expert data modelling team can design and deliver tailored multi-dimensional data views — or create pre-designed Excel templates — ensuring your analysis is fast, consistent, and perfectly aligned with your operational goals.

TrakIT gives you the data. Excel’s Pivot View turns it into actionable insights. With our custom-made pre-designed Excel templates and data modelling expertise, any of your multi-dimensional data representation needs — from operational insight to clearance tracking — can be delivered ready-to-use. 

The result? Faster insights, zero setup hassle, and decision-ready analytics that empower smarter, quicker decisions.

Connect with TrakIT Support now to set up your Pivot Table Templates.

Company-Based Service & Job Type Assignment

 A new feature has been introduced in TrakIT to allow services & job types to be assigned based on specific companies defined in the system.

With this update, services & job types can now be managed at the company level, enabling better control over which services & job types are available to which companies.

Key Details:

• All existing services & job types have been automatically enabled for all existing companies in the system to maintain continuity.
• Going forward, services & job types can be selectively enabled or disabled per company as needed.

Need Changes?

For any modifications to service or job type assignments, please contact TrakIT Support or your System Administrator.

Document Links in Query Reports

With the latest update of TrakIT, it is now possible to include hyperlinks in reports that allow users to download documents directly. The source of these documents can be work orders, finance documents, or any other relevant documents.

The document is rendered as a link that can be clicked on Excel or HTML reports. In CSV or text reports, the URL is included.

As an example, a report listing out all Invoices or Bills could also include a link for the Invoice or Bill document.

Please connect with TrakIT Support if you need to include document links in your report.

Changes to the Tax Layout

Based on user feedback, the layout of taxes on account line items has been changed. This applies to Invoices, Quotations and Bills.

Previously, an invoice would display taxes as a separate column for each applicable tax. For example, if there were 2 taxes applicable for different line items, these would be shown in two columns.

With the new layout, the tax columns have been re-organised, as shown below.

The Tax Name, Tax Amount and Total+Tax columns are not fixed to display the relevant content based on the tax type. If a line item has more than one tax, it will be shown as separate lines within the same column.

For any questions or concerns, please contact TrakIT Support.

Phantom Event/Data Issue

Issue Summary

On Thursday, the 27th of March, at 14:50 UTC, an update was rolled out to all TrakIT installations. This update caused an issue when work orders were reset. The problem caused some events and data fields in the work order to be replicated in other work orders where the same fields were empty. The issue was rectified, after which the extra events and data fields with incorrect values were cleared. No data was lost, and no other modules were affected.

The majority of TrakIT installations were not affected. Only those installations where one or more work orders were reset during this time were affected. If your installation was affected, our support team has been working with you to restore the affected data.

We want to sincerely apologize for this issue. We understand that this may have disrupted your workflow or affected your experience, and we deeply regret any inconvenience this may have caused.

Issue Details

An update was made to a stored procedure that resets a work order. This procedure is called when a work order is reset manually or when the workflow and/or services are changed. It can also be called with an action after an event or data field is changed. 

The Reset procedure performs five steps:

1. All events & data are copied into a temporary table.
2. Extra events & data are removed from the work order. In case of a workflow change, all events & data fields are removed.
3. Events & data that are missing are added to the work order. In case of workflow change, all events & data fields are added as per the workflow set-up based on the services selected, job type, and customer selection.
4. In case of workflow change, restore the temporary table into the event & data fields that match the code of the original fields.
5. Reset KPIs to match the workflow definition.

In step 4, an issue was identified that was preventing the restoration of events and data fields after the change of the workflow. The update issued on Thursday attempted to fix this issue. While the issue was fixed, events and data were also restored on other unrelated work orders on empty matching fields. It is important to note that only empty events and data fields were populated. No existing events or data were overwritten at any time.

Upon discovery of the issue, the cause was identified and fixed at about 09:30 UTC on the 28th of March. Subsequently, affected events & data rows were identified and cleared using available backups as a reference.

Root Cause

While the update to the stored procedure was tested extensively on work orders by changing workflows in test scenarios, the test cases only tested the work orders on which the updates were performed and failed to notice the full impact of the modified procedure.

Recurrence Prevention

Updates to stored procedures that involve bulk updates or insertions shall be verified against expected row counts. Expected run times shall also be measured and verified when testing stored procedures. A more careful impact analysis shall be performed on such updates.

Please be rest assured that we take this matter seriously. We work diligently to identify and resolve such problems, and we will implement measures to ensure that similar issues are prevented in the future.

We truly value your trust and patience as we strive to improve. If you have any concerns, questions, or feedback, please do not hesitate to reach out to us at support@trakit.in. Your insights are invaluable to us and help us serve you better.

Thank you for your understanding and continued support.

New Event/Data Filters for Advanced Report

With the latest update of TrakIT a new 'Event/Data Values' filter has been introduced for Advanced Reports. Previously, it was only possible to select either completed or not completed events/data fields as filters. Any other condition had to be added as a custom filter by the TrakIT Support team.

The new filter 'Event/Data Values' has replaced the previous 'Completed Event/Data' and 'Not Completed Event/Data' filters.

You can select one or more event/data codes. For example: DEL, ETA. If any of the event/data fields match the condition, the work order will be included in the report.

The values of the event/data field can be compared with a list of available options explained below:

• not empty/TBA - Value must be not empty or "TBA" (To Be Advised)
• NA - Value must be "NA"
• TBA - Value must be "TBA"
• empty - Value must be empty
• a date this month - Value must be a date that falls in the current month
• a date this quarter - Value must be a date that falls in the current quarter
• a date this year - Value must be a date that falls in the current year
• a date from - Value must be a date that falls on or after the specified date
• a date up to - Value must be a date that falls on or before the specified date
• a date between - Value must be a date that falls in between the specified dates (both dates inclusive)
• a date within last - Value must be a date within the last specified number of days
• a date within next - Value must be a date within the next specified number of days
• a partial match - Value must be a partial match for the specified text
• starting with - Value must begin with the specified text
• ending with - Value must end with the specified text
• an exact match - Value must be exactly the same as the specified text
• not containing - Value must not contain the specified text
• from list - Value must be exactly one of the items in the specified list of items (comma or semi-colon separated)
• a number >= - Value must be a number equal to or greater than the specified number
• a number <= - Value must be a number equal to or less than the specified number
• a number in range - Value must be a number in range of the specified numbers (both inclusive)

Please note that all text comparisons are case-insensitive. "ABC" is the same as "abc".

The 'Negate Condition' checkbox inverts the condition set for the filter. For example. If you have set the 'Ending with' filter, negating it becomes 'Not ending with'.

By default, the event/data filters only look for events and data in open work orders. To search within closed work orders, select the 'Include closed WO' checkbox. Note that this can cause the report generation to take a lot longer than it normally would. Do not use this option unless you really need it.

For any questions or clarification, please contact TrakIT Support.

Make Advance or Partial Payments or Receipts

With the latest update of TrakIT, you can now register advance payments from vendors and register future bills against the payment. Similarly, you can receive advance payments from customers and register future invoices with the payment receipt.

Registering a Payment

On the Finance > Receipts & Payments page, select the Payments tab. Enter the details for the payment that was made to the Vendor.

Once the payment is created, you can register zero or more existing bills against it. You can even approve the payment without allocating any bills. 

The payment detail page now has a new button: Finalise. The payment can be finalised only when the allocation of bills equals the payment amount. Once the payment is finalised, no further changes can be made.

Registering a Receipt

The procedure for registering receipts is the same as for payments. Once the receipt has been created, you can approve it with or without allocating invoices to the receipt.

After approval, you can generate the voucher or receipt copy to send to the customer. Future invoices from the customer can then be allocated to this Receipt.

Once the Receipt has been allocated to invoices and the outstanding is zero, the Receipt can be finalised.

For any questions or concerns, please contact TrakIT Support.

Introducing Tags

The latest update introduces the ability to define "tags" for various elements such as Workflow, Advanced and Query Reports, Entities, and Assets. This new feature provides users with the flexibility to categorize and organize these components based on their specific needs.

By assigning tags, you can create a more structured and efficient system, making it easier to manage and retrieve relevant data. Whether you're dealing with complex workflows or numerous assets, tags allow you to tailor the organization to fit your workflow, improving overall productivity and clarity.

Adding New Tags

To add one or more tags, simply type the tag name and press enter. Tags are not case-sensitive. So, "Internal" is the same as "internal". You must use the correct capitalisation when defining a tag for the first time.

Adding Existing Tags

If you've used a tag before, it will appear in the list of selections when you type a few characters.

Filtering on Tags

You can search by tags on the main page for the reports, entities or assets.

We hope you tags help you to organise your reports, entities and assets better and more efficiently.

Depot, Geography & Location Terminology Updates

Depots have traditionally represented various physical points such as warehouses, ports, terminals, and airports, where consignments are picked up or delivered. To better reflect the diverse range of these physical points, we are renaming Depots to Locations. This change is purely terminological, with no impact on functionality. You can still assign GPS coordinates for precise locations if needed.

In line with this update, the Depot Type master data field will be renamed to Geo Data. This field will now accommodate any type of geographical location when added to the workflow data. You can select this Geo Data type using the drop-down menu present when editing the field. Additionally, the Custom Filter field remains available for TrakIT Support to further refine selections.

The previous Location field, which allowed place lookups using Google, will now be renamed to Google Places.

GPS Location of Assets and Users is now renamed to Position.

We apologize for any inconvenience this change may cause, but we believe it better aligns with the evolving data requirements in TrakIT.

Here is a summary of the renamed fields:

Old Field	New Field
Depot	Location
Geographical Location	Geo Data
Location	Google Place
Asset/User GPS Location	Position

For any questions or concerns, please contact TrakIT Support.

Connect TrakIT with Power BI, Tableau, Google Data Studio and other Dashboarding tools

With the recent update of TrakIT, you can now use your TrakIT installation as a real-time data source for Dashboarding software such as Power BI, Tableau, Google Data Studio and many more.

Configuring the Data Source

TrakIT does not allow direct connections to its database. However, TrakIT can expose any information via a web API endpoint that can be used to retrieve information from specifically designed query reports.

The API endpoint must be in the following syntax:

https://trakit.[yourcompany.com]/api/public/queryreport?APIKey=[YourKey]&RepID=[ReportID]&AsFile=true

Replace the highlighted parts above with the correct information. Please connect with the TrakIT Support team to obtain your API Key and Report ID. The "AsFile" parameter allows you to directly get the report in the designed format (xlsx, csv or txt). If set to false, the API responds with Json format data.

Please note that the above endpoint is accessible from the web to anyone who has the URL and hence must be kept strictly confidential.

Embedding the Dashboard in TrakIT

If the dashboard software you use has the capabilities for embedded dashboards, please let us know the embedded Url for your dashboard and we can include the dashboard in any internal dashboard page in TrakIT.

For any questions or concerns, please contact TrakIT Support.

MS Teams, Google Space & Telegram Messaging

With the latest update, you can now send automated messages and notifications to MS Teams Channels, Google Spaces and Telegram Channels. These channels can be internal or external. For TrakIT to send messages to these channels, you need to create these channels first and obtain the webhook URLs or Chat IDs as necessary. 

Once the webhook URLs have been obtained, go to Admin > Integrations > Messaging and create a new Message Channel. Once created, these channels will be available as a selection under "Send Message" when creating actions for Events or Data in workflows.

Here are the steps to do so:

MS-Teams

1) In the New Teams client, select Teams and navigate to the channel where you want to add an Incoming Webhook.

2) Select More options ••• on the right side of the channel name and select 'Manage Channel'

3) Click 'Edit' under Connectors

4) Search for Incoming Webhook and select Add.

5) Select Add again on the popup.

6) Provide a name for the webhook (Example: TrakIT Notifications) and upload an image if necessary. If you would like to add the TrakIT logo, download it from here: https://trakit.in/img/trakit-logo.png

7) Copy and save the unique webhook URL present in the dialog. The URL maps to the channel and you can use it to send information to Teams.

8) Under Admin > Integrations > Messaging, add a new MS-Teams integration and add the Url here.

For more guidance, take a look here: Create an Incoming Webhook - Teams | Microsoft Learn

Google Spaces

1) In a browser, open Google Chat. 

2) Go to the space where you want to add a webhook.

3) Next to the space title, click the expand more arrow, and then click Apps & integrations.

4) Click Add webhooks.

5) Enter the title of the webhook (Example: TrakIT Notifications)

6) In the Avatar URL field, enter: https://trakit.in/img/trakit-logo.png and save it.

7) To copy the webhook URL, click the three dots on the right, and then click the Copy link.

8) Under Admin > Integrations > Messaging, add a new Google Space integration and add the Url here.

Telegram

1) Create the channel or group where you want TrakIT to post messages.

2) Search for and add the bot @TrakIT_Telegram_bot to the channel or group

3) Go to the properties of the channel or group and note its ID (example: @trakitmessages)

4) Under Admin > Integrations > Messaging, add a new Telegram integration and set the Chat ID as obtained in step 3.

Please note that the TrakIT Telegram Bot does not respond to messages. It will only provide notifications.

For any questions or guidance, please connect with TrakIT Support.

New HR Module

As TrakIT continues to evolve, incorporating more features and functions, we are excited to announce the addition of a new module that further establishes TrakIT as the premier one-stop solution for logistics workflow ERP systems.

In the coming weeks, we will introduce a comprehensive Human Resources (HR) module. This module will be accessible through a new "HR" menu option under the main menu. Designed to streamline the management of all personnel, the HR module will cater to employees, contractors, interns, and any other individuals working within your organization.

The initial rollout will include two key components:

1. Employee Master Page: This page will serve as a central repository for all employee information, allowing you to efficiently manage and access personnel records.
2. Attendance Module: This feature will enable you to log daily attendance for all employees, providing an easy-to-use interface for tracking and reporting attendance data.

We are eager to hear your feedback and constructive criticism as we continue to enhance TrakIT to better meet your needs. Your input is invaluable in helping us refine and improve our offerings.

As always, if you have any questions or concerns, please do not hesitate to reach out to TrakIT Support. We are here to assist you.

Internal Posting

Many companies using TrakIT have internal and independent profit centres. Until now, there was no way to allocate income and expense accounts internally in TrakIT.

With the latest update, we have introduced a new page called "Internal Posting" under the Finance menu. Income and Expense accounts in jobs can now be allocated internally. Internal Posts function similarly to Invoices and Bills, except there are no external entities involved. Additionally, the net total of accounts allocated to the posting must be zero.

Here are some key points about how Internal Posts (IPosts) work:

• You can allocate Income and Expense accounts (not disbursements).
• You cannot allocate accounts that are already allocated to an invoice or bill.
• You cannot allocate accounts to bills or invoices if they are already allocated to an IPost.
• IPosts can be approved only when the sum of Income and Expense accounts is exactly zero.
• IPosts can be approved only if all allocated accounts are approved (or don't require approval).
• Accounts linked to IPosts can never have taxes.
• Sequence numbers for the IPost will be generated upon approval.
• Permissions for IPosts can be defined in the Role Management section by SysAdmins.
• Once synced to Finance systems, the FinRef field will be populated.

IPosts do not affect the profitability of a job, and they do not affect billing or invoicing. 

For any questions, concerns, or guidance, please contact TrakIT Support.

Enable Time-based OTP for Two Factor Authentication

TrakIT now supports time-based one-time passwords (TOTP) that can be generated by most Two-Factor Authentication apps.

To enable TOTP authentication for any user, modify the user's profile and select "TOTP".

Once enabled, TrakIT will ask the user to register their preferred authenticator app upon the next login.

The user can use any TOTP-based authenticator app like Google Authenticator, Microsoft Authenticator, Authy, Duo and many others. 

Once registered, the user will be asked for an OTP every time they successfully log in.

TOTP authentication is superior to SMS-based TFA, as it is more secure and doesn't require data or a network connection.

For any questions or concerns, or if you're facing any difficulty with setting up your TOTP based TFA, please contact TrakIT Support.

Update Events from QR Codes

It is a challenging task to get drivers to update pickups, deliveries and other events using the TrakIT Mobile app as they may not be well-versed in how the app works.

With the latest update, we've made it extremely simple for drivers to update events in a work order by simply scanning a QR Code from the TrakIT Mobile app.

Set-Up

On any Work Order-based form (such as Pickup Order or Delivery Note), insert the QR Code in the place where you would like to display it. The code will contain the event that needs to be triggered. It is also possible to have multiple QR codes on a single form (one for each event). Ideally, a description of the QR Code should be placed below the code. An example (with a dummy QR Code) is shown below.

Trigger

Once the form is printed, the driver can open the TrakIT Mobile app, tap the scan button on the bottom right corner and scan the QR code. Upon successful scan, the event is immediately updated and the driver is notified of the same.

Any automation actions on the event will be triggered immediately - such as sending an email or SMS to the customer. If the event was already updated previously, it won't update again.

Please note that the validation rules in place for the event are still valid. If the event cannot be updated due to some other validations in place, the error message is returned to the driver.

Please contact TrakIT Support to help set up QR Codes for your forms or let us know if you have any questions.

TrakIT Buyer's Guide

You heard about TrakIT, but are not sure if you should go for it or if it's the right fit for you. Well, you've come to the right place. We've compiled a list of common and frequently asked questions. We hope this will help you in your decision.

What is logistics workflow management?

Logistics workflow management refers to the detailed coordination of complex operations involving people, facilities, and supplies. It encompasses the planning, organizing, managing, and executing of all logistics activities needed to move goods, services, and information from the point of origin to the destination. This process is crucial for ensuring that the right items are delivered to the right place, at the right time, and in the most efficient and cost-effective manner. 

What's a workflow?

A workflow is concerned with the specific sequence of tasks that need to be completed to achieve a particular part of a business process. It’s about the organization and movement of tasks and can often be improved or automated to increase efficiency.

Let's say you are shipping cargo from China to the USA. There are dozens of steps, a large amount of data to be captured, documents to be generated, emails to be sent, reports to be generated, people to be informed, and so on... This must be repeated for each shipment. The "plan" for this entire process is called a workflow. Examples of workflows:

• Ocean Cargo Import (or Export)
• Airfreight Import (or Export)
• Employee Onboarding
• Truck Servicing
• Financial Audit
• Warehouse Management
• and many more...

TrakIT allows you to build your workflows from scratch - with no limitations on the complexity of the workflow. Any number of routine tasks and reports can be automated. You can define your own rules and validations as well as generate any number of documents that you need.

What's a Work Order?

A work order is the smallest unit of cargo or a job that can be tracked individually by TrakIT. This typically relates to a single container or truckload. A job or shipment will consist of at least one Work Order. There may be hundreds of Work Orders under a single job.

Is my data secure?

Yes! We provide dedicated installations of TrakIT for each of our customers. There are no shared databases. All data transfer is secured by SSL and encryption. Our application as well as the organisation is ISO27001-2022 compliant.

Can I have the application on our own server?

We normally host TrakIT on Amazon servers in the US. If you wish to host TrakIT on your own server, you can do that. You will need to provide us access to the server at all times to maintain and update the application. TrakIT is built on the Microsoft .Net stack, hosted on IIS and requires an SQL Server database.

How much does it cost?

Ah! The most important question. Unlike other SaaS solutions, we pride ourselves on being partners rather than just software vendors. There are no charges for setting up the system and training your users. There are no "per user" charges and no limits on the number of workflows that you can create. There are no limitations in the system - all modules are available for use.

However, we do charge a tiny amount per work order. This means that when your business does better, we get paid a bit more. And when your volumes are low, we get paid less as well. Of course, there is a minimum charge required that depends on the volume of work orders you will create per month. Get in touch with us and we can send you a detailed proposal based on your needs.

What about integrations?

TrakIT provides its own APIs for external systems to consume data. We also integrate with finance systems, port authorities, shipping lines, GPS providers and any other system you want to interface with. If you require some custom integration we can develop that for you as well.

Do you have an app?

Yes, TrakIT Mobile is an Android app that complements the main web application. You can update your shipments on the go. Take and upload photos of cargo, and documents as well as get signatures directly from the consignees. GPS tracking can be enabled if used by your drivers. You can install the app from TrakIT Mobile - Apps on Google Play

Do you have a Customer/Vendor portal?

Yes, your customers can log in to TrakIT to see the status of their shipments, download/upload documents and also track the location of their cargo in real-time (provided GPS tracking is enabled). 

Your vendors can log in and submit their invoices by adding them directly to the system along with a scanned copy of the bill. This can then be accepted or rejected by your finance team.

Can you provide Track-&-Trace functionality?

Yes, we support APIs and plugins for your website to directly display a "Search your shipment" function. Let us know what you need and we can add it.

If you have any more questions, please connect with us a sales@trakit.in or support@trakit.in