Why Scanning Driver’s Licences and Vehicle Discs at Warehouse Gates Matters

South Africa’s logistics and warehousing industry sits at the centre of the national economy, moving goods between ports, distribution hubs, manufacturers and end customers every hour of the day. In 2025, the South African freight and logistics market is valued at approximately R1.1 trillion, reflecting the sheer scale of goods moving across road, rail, ports and warehousing infrastructure nationwide. At the same time, more than 80% of freight in South Africa is transported by road, placing significant pressure on warehouse yards, access points and gate operations.

In this environment, the gate is no longer a simple entry point. It is a high-volume, high-risk operational zone where trucks with loads, trailers and containers, employees, contractors and visitors all converge. Managing this complexity effectively is essential to maintaining security, traceability and operational continuity, without slowing the movement of goods.

As volumes increase, manual registers and visual checks are no longer sufficient. This is why logistics and warehousing sites are increasingly adopting electronic visitor management systems and visitor access control systems that incorporate driver’s licence scanning, vehicle disc scanning and structured asset verification.

The Operational Reality at Logistics and Warehouse Gates

A logistics or warehousing site manages far more than deliveries alone.

On any given day, gate teams process:

• Heavy trucks delivering inbound goods

• Vehicles collecting outbound freight

• Trucks arriving with trailers or loaded containers

• Containers or trailers being dropped, swapped or collected

• Employees reporting for shifts

• Contractors carrying out maintenance or inspections

• Visitors such as auditors or service providers

Each movement carries operational and security implications. Guards are expected to capture driver details, vehicle information, trailer or container numbers, manage boom gates and keep queues moving, often simultaneously.

Under this pressure, manual processes fall short. Handwritten registers are inconsistent, details are missed, and accountability becomes difficult to enforce. To maintain control without disrupting throughput, sites need fast, accurate and consistent verification at the gate, supported by access control scanners.

Why Driver’s Licence Scanning Is a Critical Control Measure

Regardless of vehicle type, the driver remains the primary point of accountability.

Using a security licence scanner or handheld barcode scanner device, guards can scan the barcode on a South African driver’s licence in seconds. This replaces subjective visual checks with verified digital data.

Driver’s licence scanning enables:

• Accurate identification of every driver entering the site

• Elimination of manual data capture errors

• Automatic time-stamped entry and exit records

• Consistent gate procedures across shifts

For logistics operators, this means dependable records. For security teams, it means consistent enforcement. In practical terms, drivers or ID scanning at the gate ensures that every person behind the wheel (whether a truck driver, courier, contractor or visitor) is digitally recorded and traceable.

Once the driver is verified, effective control requires verifying the vehicle and assets moving with them.

Verifying Vehicles, Trailers and Containers

In logistics environments, the vehicle alone rarely tells the full story.

A single truck may arrive with:

• A vehicle licence disc

• One or more trailers

• A loaded container carrying high-value or regulated goods

By scanning vehicle licence discs and capturing trailer and container details using a visitor management scanner SA, warehouses gain clear visibility of what enters and exits the site.

This allows operators to:

• Link drivers to specific vehicles, trailers and containers

• Prevent unauthorised trailer or container swaps

• Reduce asset loss and collection disputes

• Maintain accurate movement records for audits and investigations

This layered approach forms a practical vehicle access control system (SA) aligned with real-world logistics operations.

Why Entry and Exit Scanning Is Non-Negotiable

Capturing information only at entry creates blind spots, particularly in high-volume environments.

Scanning at both entry and exit closes these gaps and provides full movement visibility. With a structured visitors management system, sites can:

• Confirm that the same driver exits who entered

• Ensure the same vehicle, trailer and container leave the site

• Match outbound movements to dispatch documentation

• Investigate discrepancies quickly and confidently

For warehouses handling customer-owned goods, containers or high-value stock, this level of traceability is essential for risk management, insurance requirements and client trust.

Maintaining Throughput Without Compromising Control

Operational leaders often worry that stricter gate controls will slow vehicle flow. In practice, modern scanning technology delivers the opposite.

Modern ID scanners / barcode scanners and security licence scanners are designed for high-volume use:

• Scan times measured in seconds

• Minimal interaction required from drivers

• Reduced reliance on handwriting or manual typing

• Integration with pre-registration workflows

When combined with a visitor pre-registration system, driver and vehicle details can be captured before arrival. This allows gate teams to process trucks, contractors and visitors quickly (even during peak periods) while maintaining strict access procedures.

How VisitMe Supports Real-World Logistics Gate Operations

In busy logistics and warehousing environments, technology must support operations, not complicate them. VisitMe is designed with this reality in mind, enabling structured gate control without unnecessary friction.

VisitMe operates as an electronic visitor management system and visitor access control system, allowing guards to scan and record:

• Driver’s licences using a security licence scanner

• Vehicle licence discs

• Trailers and containers where required

• Employees, contractors and visitors entering the site

Using a handheld barcode scanner device, driver and vehicle details are captured accurately and time-stamped at both entry and exit. This ensures that the same driver, vehicle and associated assets can be verified throughout their movement on site.

VisitMe also supports visitor pre-registration, allowing driver and vehicle details to be submitted before arrival. This reduces congestion at the gate while maintaining consistent access control procedures.

Importantly, VisitMe is designed to support security personnel, not replace them, providing clear processes, reliable tools and accurate data to improve traceability and accountability.

A South African Logistics Environment Under Pressure

South African logistics operations operate under unique constraints, heavy reliance on road freight, theft and fraud risks, multiple third-party transport providers, and growing compliance expectations.

With over 80% of freight moved by road, warehouse gates carry a disproportionate share of operational and security risk. In this environment, relying on manual processes is no longer sustainable.

Deploying electronic visitor management systems, access control scanners, and structured scanning at both entry and exit allows sites to maintain control without sacrificing efficiency.

Control Starts at the Gate

When warehouses can clearly answer:

• Who entered the site

• Which vehicle they arrived in

• What trailer or container they brought with them

• And whether the same assets left the site again

They move from assumption to certainty.

Scanning driver’s licences, vehicle discs, trailers and containers is not about adding red tape, it is about aligning gate operations with the realities of modern logistics.

Because in warehousing and logistics, everything that matters passes through the gate.

We know the smallest changes make the most operational impact.

Written by SA Technologies