Load Planning & Logistics

Load Planning is a paid addon within the Transport & Logistics module (+£49/mo) that helps you pack vehicles intelligently before dispatch. It brings together your project equipment list, vehicle capacity data, and weight distribution calculations so your team can fit more gear into fewer vehicles — safely and efficiently.

Accessing Load Planning

Load Planning appears as a dedicated tab on the project show page. The tab is only visible when your subscription includes the Transport & Logistics addon. If you do not see the Load Planning tab, confirm your subscription under Configuration > Subscription & Billing. The tab displays a badge showing the number of active load plans for the project.

Creating a load plan

To create a new load plan, open the project and navigate to the Load Planning tab, then click New Load Plan. You will be guided through the following steps:

1. Select a vehicle — Choose from your fleet register or add a new vehicle inline
2. Confirm vehicle capacity — Review and adjust the cargo dimensions (length, width, height) and maximum payload weight for the selected vehicle
3. Select equipment — Choose which items from the project’s equipment list should be included in this load plan

Once created, the load plan opens in the planning workspace where you can arrange items manually or use the auto-packing algorithm.

Vehicle capacity

Each vehicle in your fleet register stores its cargo specifications: internal dimensions (length, width, height in metres), maximum payload weight (in kilograms), and volume capacity (in cubic metres). These values are set when the vehicle is added to the fleet and can be updated at any time under Fleet > Vehicles. The load plan uses these limits to determine how much equipment can be safely loaded.

Equipment weight and volume

Load planning relies on accurate weight and volume data from your equipment records. Each equipment item can store its weight (kg), and dimensions (length, width, height) on its detail page. When equipment is added to a load plan, NexusRMS uses these values to calculate space requirements. Items without weight or dimension data are flagged with a warning so you can update their records before finalising the plan.

Auto-packing algorithms

For faster planning, NexusRMS offers auto-packing that optimises loading order based on your priorities:

• Compact packing — Maximises space utilisation by fitting items into the smallest possible footprint, filling gaps and stacking compatible items. Best when vehicle space is the limiting factor.
• Balanced packing — Distributes weight evenly across the cargo area to improve vehicle handling and road safety. Items are placed to maintain a low, centred centre of gravity. Best for heavy loads or long-distance transport.

Click the Auto-Pack button and select your preferred strategy. The algorithm arranges all unplaced items and displays an optimisation score — a percentage indicating how well the load fits within the vehicle’s constraints. You can switch between strategies and compare scores before committing to a layout.

Load order sequencing

Effective load planning follows the first-off-last-on principle — items needed first at the venue should be loaded last so they are the first to come off the vehicle. NexusRMS supports load order sequencing where you assign a priority or unload order to each item or group of items. The auto-packer respects this sequencing, placing first-needed items nearest to the vehicle doors.

Weight distribution

Alongside the packing layout, a Weight Distribution panel displays the total load weight, the percentage of maximum payload used, and a balance indicator showing whether the load is front-heavy, rear-heavy, or evenly spread. Items causing an imbalance are highlighted so you can adjust placement before dispatch. Keeping the load balanced is important for vehicle safety, tyre wear, and fuel efficiency.

Multiple load plans per project

If a project’s equipment cannot fit into a single vehicle, create additional load plans — one per vehicle. The Load Planning tab shows all plans side by side with their capacity usage and weight totals, making it easy to compare and rebalance across vehicles. Equipment that has already been assigned to one load plan is marked as allocated and cannot be accidentally added to another.

Load plan approval workflow

Once you are satisfied with the arrangement, the load plan must be approved before the vehicle can be dispatched. Click Approve Load Plan to lock the plan and record the approving user and timestamp. Only users with the appropriate transport permissions can approve load plans. After approval, the plan cannot be edited unless it is first unlocked by a CoreAdmin or CoreManager.

Integration with the Transport tab

Approved load plans link directly to transport trips. When you create a delivery or round-trip on the project’s Transport tab, you can associate it with an approved load plan. The driver then sees the packing layout on their mobile device, along with any notes about load order and special handling instructions. This ensures the warehouse team’s packing decisions are communicated clearly to the delivery crew.

Integration with the Equipment tab

The load plan pulls its item list directly from the project’s Equipment tab. Any changes to project equipment (additions, removals, quantity adjustments) are reflected in the load plan. If equipment is added after a load plan has been approved, NexusRMS flags the plan as requiring review so the new items can be accommodated.

Photo documentation

Before the vehicle doors are closed, your team can attach photographs to the load plan as proof of how items were packed. This documentation is valuable for insurance claims, damage disputes, and internal quality checks. Tap Add Photos and either upload from your device or capture directly using the camera on a mobile device.

Handling special items

Some equipment requires special treatment during loading. Fragile items, hazardous materials, and items with unusual dimensions may need to be handled differently from standard stock. When creating or editing a load plan, you can flag individual items with handling notes that appear prominently in the packing layout. Common flags include:

• Fragile — Must not be placed under heavy items or stacked beyond one layer
• This side up — Orientation-sensitive items that must remain upright during transport
• Heavy — Items that should be placed on the vehicle floor to keep the centre of gravity low
• Oversized — Items that exceed standard rack or case dimensions and need custom placement

These flags are visible to the warehouse team during packing and to the driver during delivery, ensuring special requirements are communicated throughout the logistics chain.

Tips

• Keep equipment weight and dimensions up to date — The auto-packer is only as accurate as your equipment data
• Use the first-off-last-on principle — Set unload priorities so the most urgently needed items are loaded last
• Photograph every load — Photo evidence protects you in damage disputes and insurance claims
• Review the weight distribution panel — An unbalanced load affects vehicle handling and can be a safety risk

Next steps

Continue to the next article for a detailed walkthrough of the full project status workflow, covering every status transition from Inquiry through to Completed and how the parallel warehouse status track keeps your equipment preparation in sync.