Setting up and creating cleanout instructions

Cleanout instructions let you record a trailer cleanout against a load. The user adds the cleanout on a Schedule (optionally pre-selecting a default cleanout type), the driver completes it from the mobile app with a signature and (where required) a photo, and the cleanout history is then visible from the trailer detail screen.

This article covers two things:

Setting up the list of cleanout types your company uses.
Creating a cleanout instruction on a load.

1. Setting up cleanout types

Each company manages its own list of cleanout types (for example: Dry sweep, Wet wash, Steam clean). The list is available to all users (who can preselect a type when creating an instruction) and drivers (who pick a type when completing one or creating their own).

Where to find it

Go to Settings → Cleanout Types under Scheduling Settings. You'll see a list of every active cleanout type for your company, with an option to add new types and edit or archive existing ones.

Adding a new cleanout type

Click Add Cleanout Type.
Enter a Name - this is the label drivers see in their picker and what appears on the trailer-detail panel.
Tick Requires Photo if a photo of the cleaned trailer is required for this type. When set, the driver's app will require them to upload a photo before capturing their signature.
Click Save.

Type names must be unique within your company (case-insensitive).

Editing or archiving a type

From the Cleanout Types list, click the type's name to edit it, or use the archive icon to retire it. Archiving a type:

Removes it from the dispatcher's preselect dropdown and the driver's picker for any new cleanouts.
Does not affect cleanouts that have already been recorded against that type - historical records keep the type name as it was at the time of completion, so audit history stays intact even if you rename or archive a type later.

Should signatures and photos be required?

Signature is always required for every cleanout, regardless of type.
Photo is per-type. If you tick Requires Photo, drivers will be prompted to take a photo before they can finish. If the photo upload fails or takes time to sync, the cleanout still completes - the app will try to resend whenever activities are completed.

2. Creating a cleanout instruction on a load

Cleanouts are added to a load the same way as any other instruction (pickup trailer, drop trailer, etc.).

Step by step

Open the load you want to schedule the cleanout against.
In the load view, click Instructions and choose Cleanout from the menu.
The cleanout instruction form will open. You can:
- Optionally select a Cleanout Type from the dropdown. This preselects a default for the driver - useful when you already know what kind of clean is required (for example, the next load is a sensitive product).
- Leave it as (let driver choose) if you'd rather the driver pick the type when they arrive.
- Set the location and any time restrictions as you would for any other instruction.
Click Add to save the instruction onto the load.

What happens next

The driver sees the cleanout in their app alongside the load's other instructions.
When they tap the instruction they are presented with the cleanout instructions page where they can select their location and cleanout type.
They capture a signature and, if the chosen type requires a photo, upload photo(s).
The cleanout is then recorded against the trailer or rigid assigned to that load line.

Driver overrides

The driver can always change the cleanout type away from your preselect. Both choices are kept: the type the driver finally selected (used everywhere on the trailer-detail panel and reports) and the type you originally preselected (kept on the line for audit purposes). The driver's choice is always the authoritative record of what cleanout actually happened.

Ad-hoc cleanouts (created by the driver)

Drivers can also create a cleanout themselves from the mobile app when one wasn't pre-scheduled by dispatch. These ad-hoc cleanouts appear in trailer history exactly the same way as dispatcher-created ones — you don't need to do anything in the office to enable this; it's available to every driver by default.

To see cleanout history for a specific trailer (when it was last cleaned, by whom, and what loads have run since), see Checking the cleanout status of a trailer.