How a Custom Dock Scheduler Streamlined Operations for a New Class A Tower in Austin
When a property team is preparing to open a new Class A high-rise, the details can quickly become overwhelming. Hundreds of vendors, deliveries arriving at all hours, limited dock space, and freight elevators that become bottlenecks if not carefully coordinated. Without the right systems in place, even a beautiful new building can open in chaos.
I was brought in as a development partner for a new high-rise in downtown Austin facing that exact challenge. They were approaching their technical property opening, and the team needed a way to manage deliveries and dock reservations in a way that was flexible, reliable, and easy for both staff and tenants to use.
The Real Problem: Deliveries Without Control
At the start, dock scheduling was managed through a mix of emails, spreadsheets, and phone calls. It was inefficient and error-prone. Tenants had no simple way to request delivery slots, the dock manager had no centralized calendar to see availability across multiple bays, and there was no easy way to track which freight elevator was being used or attach the required certificate of insurance for each delivery.
Even basic needs like preventing scheduling conflicts or knowing when a truck was delayed required a lot of manual work. As the opening approached, it was clear that they needed a solution built around how the building actually operated, not just a generic scheduling tool.
Building the Right Solution
We started by mapping out the daily realities of the dock manager’s job. That meant understanding how deliveries were approved, how many bays were available, how freight elevators were shared, and what information staff needed at their fingertips to make fast decisions.
From there, we built a custom dock scheduling system with three key priorities:
- Clarity and control for the dock manager – A real-time calendar showing all reservations across three bays, with built-in conflict detection and the ability to approve, deny, or reassign requests instantly.
- A streamlined tenant experience – A simple, intuitive portal where tenants could request delivery times, indicate the number of trucks, and upload required documents without confusion.
- Improved communication and compliance – Integrated messaging and document attachment features ensured COIs and indemnification agreements were always linked to reservations, while planned notifications kept everyone updated.
We also added critical operational enhancements, like extended reservation hours, optional freight elevator reservations, and the ability to flag multiple trucks on a single delivery.
Results That Speak for Themselves
Since launch, the dock scheduler has handled over 532 reservations and become a central part of daily building operations. The property team now has clear visibility into dock usage, faster communication with tenants and drivers, and reliable records for every delivery.
What once required constant manual coordination is now handled through an easy-to-use system that scales with the building’s needs. And instead of scrambling to manage logistics, the team can focus on what matters most… delivering a smooth experience for every tenant and vendor that comes through their doors.
Lessons for Other Property Teams
This project was never just about software. It was about building the right tool around real-world workflows, not forcing the team to adapt to a one-size-fits-all solution.
If you’re managing a property and facing similar challenges, the right system can make all the difference. With the right development partner, you can go from juggling spreadsheets and phone calls to running a smooth, predictable operation that scales as your building grows.
If that’s a conversation worth having, I’d love to talk.