Container terminals: How to save time managing container entry and exit

In a container terminal, every minute saved at the gate translates into higher productivity, fewer truck queues outside the facility, and a tangible reduction in operating costs. Optimizing the gate and internal handling operations is now central to the strategy of every port and intermodal terminal. Time savings come from three core levers: process automation, data digitization, and intelligent appointment scheduling, with RFID technology as the key enabler.

In this article we look at the operational strategies, the latest Italian regulations (including the new 90-minute allowance), and the real-world numbers behind the return on investment of an RFID system based on passive tags.

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How to speed up container entry and exit at the gate

In some terminals, gate automation has cut transit times from 45 minutes down to 12. Here’s how.

1. Gate Automation

• OCR (Optical Character Recognition): high-definition cameras that automatically read the container number, truck license plate, and hazardous goods codes.
• 3D damage detection: automatic scanning systems that document the condition of the container on arrival, removing the need for physical inspections by staff.
• RFID and tags: radio-frequency identification of the vehicle and driver, with no need for the driver to step out of the cab.

2. Truck Appointment Systems (TAS)

Managing inbound flow prevents traffic peaks and long external queues.

• Booked slots: hauliers book a time window for delivery or pick-up. The terminal can pre-position containers in the yard accordingly.
• Digital pre-check: the driver sends bills of lading and permits via app or web portal before arrival. The gate operation is reduced to a simple “scan and go”.

3. Integration with the Terminal Operating System (TOS)

• Self-service kiosks: stations where the driver receives immediate instructions on which block, row, and column to go to.
• Dynamic planning: the TOS assigns handling priorities in real time, cutting down empty runs by internal vehicles and trucks.

4. Layout and flow optimization

• Flow separation: dedicated lanes for loaded, empty, or special-cargo trucks to avoid bottlenecks.
• Weigh-in-motion: systems that weigh trucks while moving, eliminating stops on static scales.

Summary of gate-level benefits

Solution	Impact on time
OCR & 3D scanning	Reduced inspection and data-entry times
Appointment systems	External queues and traffic peaks eliminated
Paperless documentation	Gate transactions in under one minute

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Italy’s new waiting-time regulations: the 90-minute allowance

In Italy, the rules on waiting times for road haulage have been updated with the conversion into law of the Infrastructure Decree (Law 105/2025), which introduces significant changes to Article 6-bis of Legislative Decree 286/2005. For container terminals, this reshapes the way gates and yards must be organized.

1. The new 90-minute allowance

The maximum free waiting time for loading and unloading operations has been reduced from 120 to 90 minutes.

• Start of clock: the count begins when the vehicle arrives or registers at the loading/unloading site.
• Exclusions: the 90 minutes refer exclusively to waiting time and do not include the actual duration of loading or unloading operations.

2. Compensation for delay

If the wait exceeds the allowance, the carrier is entitled to mandatory compensation:

• Amount: €100 for each hour or fraction of an hour of delay.
• Mandatory nature: the Italian Ministry of Infrastructure and Transport (MIT) has clarified that these rules cannot be overridden by agreements between the parties.
• Liability: compensation is payable by the customer or the shipper/consignee, unless the delay is attributable to the carrier.

3. Traceability and proof of arrival

To prevent disputes over the exact start of the waiting period, the law provides for digital verification tools:

• GPS systems on the vehicle.
• Smart tachograph of the second generation, whose data is valid proof of arrival time.
• Information duty: the customer or consignee must provide the carrier with clear information on access times and procedures at the terminal.

4. Application in container terminals

Even though terminals often run their own slot-booking systems, national law takes precedence over local practice. If a truck arrives within its booked slot but waits more than 90 minutes to be processed, the right to compensation is triggered automatically.

Against this backdrop, investing in gate automation and RFID is no longer just an efficiency option — it becomes a strategic decision to protect direct margin.

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How to manage a container inside the terminal while minimizing handling times

Once a container has passed the gate, the goal becomes reducing unproductive moves — the so-called reshuffles — and optimizing the routes of yard equipment.

1. Smart stacking strategies

• Flow segmentation: separate containers by destination (export, import, empty) and by means of exit (ship, train, truck).
• Dynamic slot planning: algorithms assign the position based on the expected departure date. Containers leaving first are placed on top of the stack or in more accessible areas.
• Grouping by weight: heavier containers go at the base of the stack to ensure structural stability and operational safety.

2. Optimization of yard equipment

• Reduction of empty runs: use of Yard Management Systems (YMS) to assign missions that minimize unloaded routes.
• Dual cycling: unloading one container from a truck and immediately loading another onto the same vehicle, preventing it from circulating empty within the terminal.

3. Technology integration (TOS and AI)

• Yard Decision Engine System (YDES): platforms that calculate the optimal location for every container in real time, drastically reducing the number of moves required.
• Equipment automation: automated stacking cranes (ASC) ensure consistent, accurate work cycles, reducing human error and slowdowns caused by shift changes.

4. Space and distance management

• Proximity to the quay: containers destined for immediate loading should be stored as close as possible to the quay cranes.
• Buffer zones: temporary holding areas to handle peak activity without clogging up the main transit lanes.

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Identifying a container beyond any doubt: ISO 6346 code, OCR and RFID

The unique identification of a container is based on an international standard, ISO 6346, managed by the Bureau International des Containers (BIC). There are three layers of control.

1. The alphanumeric code (BIC Code)

Every container carries on its outer walls an 11-character code that serves as its “license plate”:

• Owner prefix (4 letters): the first three identify the owning company; the fourth is always “U” for standard containers.
• Serial number (6 digits): a sequential number assigned by the owner.
• Check digit (1 digit): the last digit, usually boxed, is used to verify the integrity of the entire sequence through a specific mathematical algorithm. If the calculation doesn’t add up, the code is fake or transcribed incorrectly.

2. Automatic recognition technologies

• OCR: high-definition cameras read the ISO code as the container transits or is lifted.
• RFID: containers equipped with smart tags transmit their identification data via radio waves, readable even without direct line of sight.

3. Security seals

While the ISO code identifies the container, the seal guarantees the integrity of its contents. It is applied to the door closure and bears a unique number recorded on the transport documents. Any tampering or mismatch in the seal number indicates that the container has been opened illegally, even if the external identification code is correct.

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The benefits of RFID tags throughout the container’s journey

Using RFID (Radio Frequency Identification) tags turns the container into a “talking” object, removing the limitations of visual reading or OCR — which can fail in rain, fog, or with dirty codes.

1. “Hands-free” identification without line of sight

Unlike barcodes or OCR, RFID doesn’t require the label to be visible or clean. The container is identified automatically as it passes under a portal or is lifted by a crane, even when caked in mud or in poor lighting. No stopping the vehicle for manual reads or camera repositioning.

2. Real-Time Locating System (RTLS)

By installing readers on yard equipment (Reach Stackers, RTGs) and at the gates, the system always knows where each container is. No more “treasure hunts” for containers lost due to manual data-entry errors on storage coordinates.

3. Automation of gate and quay processes

Data flows instantly from the tag to the management software. At the gate, the truck doesn’t have to stop: the system recognizes container and driver on the fly and raises the barrier within seconds. At the quay, it’s possible to verify in real time whether the container being loaded onto the ship is the correct one, preventing mis-stowage.

4. Integration with sensors (active tags)

The most advanced RFID tags can integrate sensors to monitor cargo condition. For reefer (refrigerated) containers or those carrying dangerous goods, temperature and integrity can be monitored without opening the container or dispatching staff to read physical displays.

Summary of operational benefits

Common problem	RFID solution	Result
Transcription errors	Automatic digital read-out	99.9% data accuracy
Gate bottlenecks	Dynamic transit (free-flow)	50–80% reduction in waiting times
“Lost” containers in the yard	Integrated GPS/RFID tracking	Search times reduced to zero

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How much time do you actually save with RFID? The numbers

On average, RFID adoption in a terminal can reduce operational times by over 80% per individual handling, by eliminating waits tied to manual checks.

Operational phase	Traditional method	With RFID system	Savings
Gate entry	~15 min (manual check)	~2 min (on-the-fly read)	−13 min
Yard search	~5 min (visual search)	~0.5 min (GPS tracking)	−4.5 min
Quay check	~3 min (ISO confirmation)	~0.2 min (automatic check)	−2.8 min
TOTAL	~23 min	~2.7 min	~20.3 min

The formula to calculate your total savings

To get an accurate figure for your terminal:

Savings = (T_m − T_r) × N

• T_m: average manual handling time
• T_r: average handling time with RFID
• N: number of containers handled per day or per year

Other quantifiable benefits

• Reduction of human error: data accuracy rises close to 99.9%, with virtually no time lost to correcting wrong placements.
• Equipment productivity: cranes and reach stackers complete more cycles per hour because they never have to stop to identify the load.
• Personnel costs: reduced need for ground operators dedicated solely to visual code checks.

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How much do RFID tags cost and how fast does the investment pay back?

An investment in RFID technology for a container terminal typically pays back in 12–24 months, depending on traffic volume and the level of pre-existing automation.

Tag cost estimates (per unit)

Passive RFID tags (UHF) — the most common for mass identification:

• Cost: from €0.10 to €0.80 per adhesive label; “rugged” models for containers range between €0.55 and €2.50.
• Features: battery-free, reading range up to 10–15 meters, ideal for gates and checkpoints.

Active RFID tags — used for real-time tracking and sensors (e.g. reefer containers):

• Cost: from €15 to over €100.
• Features: built-in battery, range up to 100 meters, capable of transmitting telemetry data (temperature, shocks).

Infrastructure and system costs

• Industrial readers: approximately €1,300–€1,600 per gate or crane.
• Software and integration: from €5,000 to over €20,000 for integration with the existing TOS.

Return on investment (ROI)

The break-even point is reached through the combination of direct and indirect savings:

• Labor reduction: automation of manual counts and verifications can reduce time spent on these activities by 70–90%.
• Error elimination: a terminal handling 100,000 containers per year that reduces positioning errors (average reshuffle cost: ~€80) by 1% saves roughly €80,000 per year.
• Gate throughput: by cutting gate transit times, the terminal can process more trucks per hour without expanding its physical infrastructure.

Practical example. An initial investment of €200,000 (hardware + software + tags) that generates €350,000 in benefits between time savings and error reduction delivers an ROI of 75% in the first period.

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Focus on passive UHF tags: the most efficient choice for terminals

Passive UHF tags don’t emit a signal autonomously; they reflect the signal of the reader. The savings don’t come from continuous tracking (as with GPS) but from the instant speed-up at mandatory checkpoints.

1. Entry/exit (gate automation)

• Action: automatic identification of the ISO code and owner.
• Time savings: from 2–5 minutes (manual check) down to 15–30 seconds.
• Economic benefit: reduced gate-staff costs and zero penalties for delays.

2. Yard storage (Yard Management)

• Action: when the crane deposits the container, the onboard reader confirms the tag ID and cross-references it with the equipment’s GPS position.
• Time savings: complete elimination of manual data-entry by the crane operator.
• Impact on reshuffles: 95% reduction in positioning errors. Knowing exactly where a container is avoids having to move 3 or 4 others to reach it (each move costs roughly €20–30).

3. Ship loading and unloading (Quay Operations)

• Action: the ship-to-shore (STS) crane reads the tag before the final lift.
• Time savings: about 2 minutes per cycle saved by removing double visual checks between the ground operator and the control room.
• Safety: prevents the wrong container being loaded — an error that can cost thousands of euros in port delays and repositioning at the destination port.

Economic summary of the investment (passive tags)

Cost / savings item	Estimated value
Passive “rugged” tag – logistic, plastic tie	€0.55 / pc
Passive “rugged” tag – logistic, high-security bolt seal ISO 17712	€1.35 / pc
Passive “rugged” tag – tamper prevention, high-security bolt seal ISO 17712	€1.70 / pc
Passive “rugged” tag – 3-state TOP, high-security bolt seal ISO 17712	€2.50 / pc
Reader for gate/crane	€1,200 – €1,800
Reduction in operational times	−25% on total handling cycle
Inventory accuracy	99.8% (vs. 85–90% manual)

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Conclusion: why choose passive tags over active ones

• Low cost: you can tag thousands of containers with minimal investment.
• Zero maintenance: with no batteries inside, passive tags last as long as the container itself (10+ years).
• Standardization: supply-chain partners are far more likely to have readers compatible with the passive UHF standard (ISO 18000-6C).

In a regulatory environment that imposes the 90-minute allowance and automatic compensation for delays, investing in RFID is no longer just about “being more efficient”: it’s about protecting the terminal’s operating margin and delivering a higher level of service to customers.

© 2025 LeghornGroup IT Team: sales force 1411B