Whether fleet, construction machine or private vehicle - anyone who dispatches vehicles by roll-on/roll-off today benefits from an end-to-end digital roro booking process. Portals, APIs and automated workflows replace email ping-pong, reduce error rates and make deadlines and statuses transparent. This guide provides you with practical step-by-step instructions, a compact document checklist, information on security and customs declarations (e.g. ENS/ICS2), plus internal resources for in-depth study.

Note: For specific prices, please always request a customised quotation - only real measurements/ratios provide reliable figures.

What does "Digital RoRo booking process"?

Under the roro booking process we understand all steps from the first route enquiry to the handover at the port of destination - digitally supported in a portal or via interfaces. This includes, for example

• Real-time timetables
• Structured offer masks
• Document uploads with mandatory fields
• Electronic releases
• Automated cut-off reminders
• Status pushes ("Loaded on Vessel")
• Audit-proof archive

Tip: Plan backwards: Check ETD/ETA directly in the Timetables in real time and work from destination to departure.

The process in 8 steps - from enquiry to delivery

1) Determine routing & compare departures

• Select port of departure/destination
• Compare direct services vs. transshipment
• ETD/ETA, frequencies and bottlenecks in the Live timetable check

2) Request a quote (data basis instead of estimated values)

• Enter vehicle type, dimensions, gross weight, special features
• No all-inclusive prices: Only real data ensures availability & budget

3) Upload digital documents

• Uploads with mandatory fields avoid gaps
• Usual: Commercial invoice, proof of ownership, ID (for private individuals), packing list if applicable
• VGM generally not required for RoRo

4) Technical preparation & vehicle condition

• Rolling, steerable, no leaks, tank level ≤ 1/4
• Empty inside, batteries secured, photos of previous damage
• EV/hybrid: State of charge and insulation check according to specification

5) Manage booking confirmation, slots & cut-offs

• Note booking reference, gate slot and cut-off
• Activate reminder, allow 1-2 working days buffer

6) Gate check-in & terminal handover

• Document check, vehicle acceptance, loading by harbour staff
• Milestones in the portal: "Gate-in", "Loaded", "Sailed"

7) Tracking & exception handling

• Automated status updates
• Proactively recognise & act on deviations

8) Arrival, customs clearance & on-carriage

• Roll-off, customs clearance, delivery or collection
• All data remains documented in the portal

Core components in the roro booking processData, documents, deadlines

A) Data quality (the biggest lever)

• VIN/chassis numberexact, no transposed figures
• Dimensions incl. superstructuresLength, width, height + mirror/roof rack
• Gross weight/axle loads: Scale instead of data sheet
• Centre of gravity for machines: for safe lashing plan

B) Typical documents in the RoRo process

C) Deadlines & slot management

• Cut-off: Gate-in, Docs-Cut, Dangerous Goods Cut if necessary
• Terminals with slot system: Precise adherence to delivery times
• Seasonal peaks: public holidays, shipyards, weather

Compliance: ENS/ICS2, security standards & VGM

ENS/ICS2 (Safety & Security Declaration)

• Mandatory for EU imports & transit goods
• Notification via ICS2 by carrier or named party
• EORI & access to the Shared Trader Portal (STP) required

Handling/security standards

• ISO 3874: Stowage and securing during container handling
• IMO codes & shipping company specifications for RoRo vehicles

VGM (verified gross weight)

• Applies to containerised cargo
• Not required for classic RoRo vehicles (unless loaded as a packed container)

Digital tools that save you work

• Timetable widgets & APIETD/ETA, Blank Sailings, Slots
• Upload validationVIN check, mandatory fields, format check
• Cut-off reminderCalendar integration, escalation
• Tracking & exception handlingStatus messages, rebooking functions
• Archiving & ReportsDocumentation packages, KPIs for logistics/finances

Mini case study: From enquiry to "Loaded" in 6 days

1. MoRouting checked, offer with real dimensions requested
2. Tue: Offer approved, documents uploaded
3. MiBooking confirmed, reminder for cut-off active
4. Thu/Fri: Vehicle reconditioned, photos & insurance ok
5. SatGate-in, Status: "Received at Terminal"
6. SoStatus: "Loaded on Vessel"

Common mistakes - and how to avoid them

• Missing documents → Terminal hold
• Inconsistent data (VIN, weight, B/L) → Enquiries
• Vehicle not rollable → Rejection at the gate
• Cut-off missed → Rebooking, additional costs
• ENS/ICS2 not reported → Delay

Responsibilities in the digital process (in table form)

Compact checklist (to tick off)

• Routes/departures checked (live timetables)
• Offer with real dimensions requested
• Invoice, proof of ownership, packing list, insurance
• B/L data correct (Shipper, Notify, VIN)
• Vehicle ready to roll, clean, fuel level ok
• Reminder for cut-off active
• ENS/ICS2 obligations clarified (role, data, access)
• Condition photo-documented
• Contact person Gate/follow-up defined

Conclusion

A modern roro booking process is fast, transparent and secure - if:

• Data correct
• Documents are complete
• Deadlines are met

Use digital tools such as timetables, automated reminders and structured uploads. Systematically plan security and customs declarations (ENS/ICS2). Request your customised offer - and get started with the Route planning via the timetables in real time.

More practice? Read: Customs documents for RoRo transport or Checklist for RoRo shipping.

Further sources

• EU Commission ICS2: Taxation and Customs Union
• IMO to VGM: wwwcdn.imo.org
• ISO 3874 Standard for container handling

Disclaimer: All information in this article has been carefully researched but is subject to change at any time. ODS Orient accepts no liability for the topicality, accuracy and completeness of the information provided.