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 

Automate Now!

Did you know that you can set up TrakIT to automatically take any number of actions after an event occurs? Automation is one of the system's core features.

Are you manually sending messages, documents, or reports to internal users, customers or vendors? Ask TrakIT Support to set up the system to automatically do what you need based on when you need it done.

Set up scheduled reports to send information to anyone based on specific filters.

Automatically send notifications and messages, as well as post documents to other systems via API or FTP. If there is something you need to do automatically, let us know and we will implement it.

TrakIT also supports TrakIT-to-TrakIT communication and updates. And provides webhooks for other systems to update data in TrakIT. We develop and implement custom integrations with external systems such as terminals, port authorities, and finance systems using any kind of file exchange format. 

Connect with TrakIT Support to learn more.

Get Finance Notifications

With the latest update of TrakIT, you can now subscribe to the required notification for the Finance Module as well. This functionality is available for the sub-modules of Finance.

Go to System > Email Notifications > Finance tab.

Notifications can be received in the form of email, chat, SMS or WhatsApp. A user can only subscribe for notifications for themselves. 

For System Administrators, a list of all active users is displayed and the Admin can assign notifications for any user.

If the user has access to multiple companies, then the Company dropdown is enabled and displays the list of companies accessible for the selected User.

A user can only be subscribed for notification to any sub-module in case they have “Read” permission for that module. Otherwise, the checkboxes are disabled for that specific module.

Please note that SMS and WhatsApp notifications are enabled only if configured for your company and the selected user has their mobile number set in the user profile.

For any questions or concerns, please contact TrakIT Support.

Photos for Work Orders

From time to time, our customers need to store images of containers, goods, damages, equipment, etc., on TrakIT. Although it was previously feasible to upload photos under the Documents tab, accessing these images required downloading them again.

In our most recent update, we've introduced a dedicated "Photos" tab within the Work Order. Users can now conveniently upload photos here, and they will be showcased in a gallery format, displaying all images as thumbnails. By clicking on a photo, users can easily view them in a slide-show format.

Visual documentation through photos adds an extra layer of clarity and precision to the communication and record-keeping associated with each shipment. They can capture the condition of the container or truck at various stages, providing a visual history that can be crucial for dispute resolution, quality control, and accountability.

Below is a preview of the newly added Photos tab:

The title of each photo can be changed as required by clicking the title.

Enabling Photos Tab

To enable the 'Photos' tab on a Work Order, a couple of steps need to be taken:

1) Enable on Workflow - Go to Admin > Workflow Management. Select the Workflow you need to enable photos on. Go to the "WO Tabs" tab. Select "Photos" and click Save.

2) Enable Role Permissions - Go to Admin > Role Management. Select the Role Customisation tab. Select a role that you need to provide access to. Under Operations > Work Orders, scroll to the bottom and select the permissions needed.

As this is a new feature, we are eager to hear your feedback on this. Please let us know if you face any issues while using the Photos tab.

TrakIT for Canadian Freight Forwarders!

As we continue to navigate the evolving landscape of the logistics industry, embracing technology and innovation becomes essential. TrakIT is excited to share insights from a strategic market analysis in Canada, highlighting the immense potential for freight forwarders to streamline their operations and achieve unparalleled efficiency.

Canadian Market Insights

In our recent analysis, we discovered that the Canadian logistics industry is rapidly embracing digital solutions. With a robust and growing trade network, freight forwarders in Canada are seeking cutting-edge technologies to optimize their workflows, improve customer service, and stay ahead of the competition.

How TrakIT is Making a Difference

TrakIT, our comprehensive logistics workflow management software, is tailored to address unique challenges faced by freight forwarders. From real-time tracking, customized processes and automation to customizable reporting, customer/vendor portals and 24/7 accessibility, TrakIT empowers businesses to drive operational excellence and elevate customer satisfaction.

Key Benefits of TrakIT for Canadian Freight Forwarders

• Completely customizable: Build your software functionality based on your business processes rather than the other way around.
• Efficient Workflow and Automation: Streamline processes and reduce manual efforts, ensuring smooth and seamless operations.
• Trigger any number of actions automatically at any step – Email, SMS, WhatsApp, hit an API, save to FTP, sending documents and much more.
• Data-Driven Decisions: Leverage real-time analytics and dashboards for informed decision-making and strategic planning.
• Global Connectivity: Stay connected and in control, anytime and anywhere, enhancing your reach and capabilities.
• Increasing Operational Efficiency: Delegate all routine, repetitive tasks to TrakIT.
• Custom Interfaces: Interface with port authorities, shipping lines, finance systems, GPS vendors or any other API-capable systems.

Join the Digital Transformation

Embrace the future of freight forwarding with TrakIT. Discover how our software can revolutionize your operations and position your business for success in the Canadian market.

sales@trakit.in