Preparation & Dispatch

Preparation and dispatch is the process of getting equipment ready for a project and sending it out the door. NexusRMS tracks every step — from the moment a project is confirmed through picking, testing, packing, loading, and final delivery — so you always know who handled what and when.

How the prep workflow operates

When a project is confirmed, its equipment requirements flow into the warehouse as a packing list. From there, warehouse staff move through a structured sequence of stages to ensure everything arrives at the venue in the right condition.

1. Packing list created (Draft) — A confirmed project generates a packing list in Draft status. The list contains every equipment item allocated to the project, each with a quantity_requested value matching the project allocation.
2. Picking (Picking) — Warehouse staff begin locating and pulling items from their storage zones. The picking_started_at timestamp records when picking begins. Each item moves to picked status as it is scanned or manually confirmed, and its quantity_picked value is updated.
3. Preparation and testing — Picked items are inspected, tested, configured, and cleaned as needed. The quantity_prepped field tracks how many units have been through preparation, along with prepped_at (timestamp) and prepped_by (the user who performed the preparation).
4. Packing (Packed) — Prepared items are packed into cases, flight cases, or containers. The quantity_packed value is recorded and each item moves to packed status. The packing_completed_at timestamp marks when packing finishes.
5. Quality check — A second user verifies the packed items against the packing list. The checked_by field records who performed the quality check. This step catches picking errors before equipment leaves the warehouse.
6. Loading (Loaded) — Packed items are loaded onto the transport vehicle. The packing list status moves to Loaded.
7. Dispatch (Dispatched) — The vehicle departs the warehouse. The dispatched_at timestamp is recorded and the packing list status becomes Dispatched.

Each transition is timestamped and attributed to the user who performed it, creating a full audit trail from warehouse shelf to delivery vehicle.

Packing list priorities

Each packing list has a priority level that determines its position in the warehouse work queue:

• Low — No urgency. The packing list can be completed at any point before the project start date.
• Medium — Standard priority. Most packing lists default to this level.
• High — Time-sensitive. This list should be prioritised above medium and low items in the work queue.
• Urgent — Critical. Requires immediate attention. Urgent lists appear at the top of the Warehouse Dashboard and trigger notifications to warehouse staff.

Priority can be set when creating a packing list or updated at any time before dispatch. The Warehouse Dashboard sorts today's work by priority, ensuring urgent lists are always visible.

Kit sealing

Kit sealing locks down the contents of a kit after packing so that the contents are verified and tamper-evident. This is particularly useful for high-value or safety-critical equipment kits where you need to guarantee that nothing was added or removed after the quality check.

• Seal a kit — After all kit components are packed and verified, seal the kit. NexusRMS records kit_sealed_at and kit_sealed_by to confirm who sealed it and when.
• Unseal a kit — If a sealed kit needs to be opened (e.g., a last-minute swap), unsealing it removes the sealed status and requires a new quality check before re-sealing.

Container management

Containers — such as flight cases, road cases, and crate assemblies — group packed items into physical shipping units. The container management workflow tracks which items are packed into which container and when.

• Pack into container — Assign items to a container. NexusRMS records packed_into_container_at and packed_into_container_by for each item.
• Assign to kit — Link a container to a kit. The assigned_to_kit_at and assigned_to_kit_by fields track this association.
• Container sealing — Seal a container after it is fully packed. The container_sealed_at and container_sealed_by timestamps confirm the seal.

Container management ensures that when a flight case arrives on site, the crew can verify its contents match what was packed at the warehouse.

Cross-docking

Cross-docking allows equipment to pass through the warehouse without being placed into storage. This is used when gear arrives from a supplier or returns from one project and is immediately needed for another project.

• Incoming equipment is received at the warehouse dock
• Instead of being shelved into a storage zone, it is routed directly to the outgoing packing list
• The equipment moves from incoming to outgoing without occupying a storage location

Cross-docking reduces handling time and is especially useful for back-to-back bookings where the same gear ships out again within hours of returning.

Delivery acknowledgement

When equipment arrives at the venue, the client or on-site contact can formally acknowledge receipt. NexusRMS generates a unique public link (using a public_token) that does not require a NexusRMS account to access.

1. Share the link — Send the delivery acknowledgement URL to the client via email or messaging. The link opens a simple form showing the packing list contents.
2. Client reviews — The client reviews the delivered items against the list.
3. Digital signature — The client signs directly on screen. The signature is captured as a base64-encoded image and stored against the packing list.
4. Delivery photo — Optionally, the person delivering can upload a photograph of the delivered equipment as visual proof.
5. Acknowledgement recorded — The acknowledged_by_name, acknowledged_by_email, and acknowledged_at fields are saved. The packing list status moves to Delivered.

This signed acknowledgement protects both parties in the event of a dispute about what was delivered.

Tips

• Always use a quality check step — Having a second pair of eyes catch picking errors saves costly last-minute trips back to the warehouse.
• Seal kits for high-value equipment — Kit sealing gives you proof that contents were verified and untouched between packing and delivery.
• Use cross-docking for back-to-back jobs — When equipment returns and ships again the same day, cross-docking skips unnecessary shelving and saves time.
• Send the delivery link before arrival — Give the client the acknowledgement URL in advance so they are ready to sign when the driver arrives.
• Upload delivery photos — A photograph of the delivered equipment alongside the digital signature provides strong evidence of delivery condition.

Next steps

Continue to the next article to learn about Warehouse Settings and Preferences, where you will configure scanner behaviour, display options, and active warehouse selection.