Transport
Category
case study
/
Year
2026
A case study on digitising vehicle verification for faster, smarter warehouse operations reducing manual errors and speeding up gate processing.
Faster Gate Processing
60%
75%
Reduction in
Manual Errors
Note - Projected impact (Based on 6 to 7 Warehouses Visited)
Apr 2026 - Jun 2026
Digitising warehouse gate pass management
40%
Faster Document Validation
Overview
At warehouse gates, even small delays or missing documents can create queues and disrupt dispatch operations. I set out to help security guards process vehicles faster while giving dispatch and store managers real-time visibility of every movement.
Goal
The goal was to streamline vehicle entry and exit, simplify document verification, and reduce dispatch errors caused by manual mismanagement.
My Role - UX Designer
Responsibility: User Research, Wireframe, UI Design, Prototyping & Usability Testing
🧩 Problem Statement
The current manual process lacks real-time tracking and is inefficient, causing delays in loading and unloading.
which leads to
• Long queues of waiting vehicles
• Miscommunication between security,
store, and dispatch teams
• Inaccurate or incomplete documentation
• Delays in loading/unloading and
dispatch planning
Research
🎤 User Research
Understanding the user frustrations from user interviews:
Primary User: Security Guard
Secondary User: Dispatch Manager, Store Manager
Visited warehouses in the Pune-Maharashtra region to understand the current processes and challenges.
🔄 What was the process?
Delayed Vehicle Processing
The goal was to streamline vehicle entry and exit, simplify document verification, and reduce dispatch errors caused by manual mismanagement.
Poor Coordination Across Teams
Lack of a unified system forced guards, creating confusion and mismanagement.
No Real - Time Visibility
Dispatch managers had no live view of loading/unloading or vehicle status, leading to constant follow-ups and delays.
Manual & Error-Prone Verification
Store managers had to cross-check documents manually, increasing the chances of errors during busy hours.
📉 Business Impact
How might we streamline vehicle entry and exit so that guards, dispatch, and store teams can work faster with fewer errors?
Higher Dispatch Delays
Leads to 10–18% delays in dispatch schedules.
Error-Prone Data Entry
Typical error rate 8–12%.
Increased Labour Dependency
Guards spend 40–60% of their time manually searching POs/SOs and calling managers.
Compliance & Security Risks
Risk of loss, incorrect unloading, inventory mismatch.
🗺️ Ideate the solution
Wireframe
Ideate multiple solutions through wireframe before jumping to the final design.
🚛 Gate In Flow
From the home dashboard to a successful gate-in vehicle lookup, driver details, photo capture, and confirmation for security guards on the ground.
🚚 Gate Out Flow
The exit journey vehicle lookup, document verification, photo capture, and confirmation so guards can release vehicles without manual paperwork delays.
📱 Other Screens
Supporting screens across the app splash, authentication, and core gate-in interactions that round out the end-to-end experience.
📱 Other Screens
Document scanning, error handling, and approval states the supporting flows guards encounter when things don't go as planned.
Impact Created
60% Faster Gate Processing
Automated verification & auto-fetch reduced waiting time significantly
100% Real-Time Visibility
Dispatch and store managers instantly saw vehicle status without follow-ups.
75% Reduction in Manual Errors
Structured flows eliminated mismatched or incomplete entries.
40% Faster Document Validation
Auto-linked POs/SOs/GRNs replaced manual cross-checking.