LOADPASS Up Close: Loadout, Receiving and Facility Access Made Easy

Writen by Trisha Rentschler, Kahler Automation Software Product Manager

If you've worked a spring or fall season in Ag, you already know—driver check-in can feel like organized chaos. Between phones ringing off the hook, trucks piling up, and staff scrambling to manage it all, the process often adds more stress than it should.

That’s exactly why LOADPASS was created.

LOADPASS didn’t start as a flashy product idea. It started with a problem we kept seeing across sites, states, and seasons: check-in slowed everything down.

We visited operations where drivers relied on whiteboards, radios, or printed tickets to know when it was their turn. Lines of trucks would form with no visibility into wait times. Meanwhile, facility staff were overwhelmed—juggling phones, managing loadouts, and trying to keep things moving during peak season.

And the tech? It was outdated or disconnected. Tools like the KA-2025 had served their purpose but weren’t meeting modern needs. Facilities needed more visibility, better control, and a smoother workflow.

So we asked: What if check-in could be smart, flexible, and even… easy?

We envisioned a better way—one where drivers could check in with a phone or QR code, and site staff had full visibility into who was coming and when. That vision became LOADPASS.

From day one, LOADPASS was designed to reduce friction, improve communication, and integrate with the tools we already use—TMX, Constellation, and our partners. But most of all, it was built to scale and grow alongside our customers.

Here’s a quick breakdown of how it works in the real world.

Key Takeaways:

-LOADPASS reduces operational chaos during peak season

-The system integrates seamlessly with TMX, Constellation, and existing workflows

-QR Code-Powered Workflow Across Loadout, Receiving, and Facility Access

-Automated Bay Assignments and Load Staging

-Receiving Includes Scale Integration or Manual Input

Loadout is where most drivers first experience LOADPASS. Orders feed in from TMX, Constellation, or integrations. Drivers check in on their phones—wherever it’s convenient—entering their truck configuration and order number.

Loadout with LOADPASS

LOADPASS then generates a QR code that includes their estimated wait time. That little detail gives them flexibility—grab lunch, fuel up, or plan their arrival. When drivers reach the site, they scan their code, receive bay directions, and head straight to where they need to be.

The order is already staged. And when the load’s complete, the site can email or print the BOL based on what works best. Less chaos, more control.

Receiving follows a similar flow. Purchase Orders are created ahead of time in TMX or Constellation. When drivers arrive, they input the PO into LOADPASS and go through a streamlined check-in. If scales are in use, weights are automatically captured. If not, manual entry prompts guide the way. Drivers are then sent to a designated bay, and the delivered quantity is confirmed. A ticket is printed and signed, and they’re on their way. It works for both dry and liquid products and integrates seamlessly into existing workflows.

Receiving - No Scale

Facility Access adds even more efficiency, especially at self-serve or unmanned sites. The same QR code used for check-in can open gates or doors after verifying the driver and order. Once inside, the Self-Serve system recognizes them and skips the usual steps, jumping straight to the action. It’s secure, intuitive, and removes unnecessary friction.

The result? Less confusion, faster turnarounds, and happier drivers and staff. LOADPASS continues to evolve as we roll out new features and respond to customer needs. Whether you’ve seen it in action or are just hearing about it for the first time, we’re excited about its impact and what’s still ahead.