Quick Reference - ASLFR
OptiBook Go-live: Saturday, 5th September
Key Change: Tagged Run module allows you to create tagged run requests within VBS. No need to use RTR moving forward.
OptiBook process for non-tagged containers which require a “ready” container to be able to make a slot booking.
Go-live and access
When does OptiBook go live? OptiBook goes live on Saturday, 5th September. Until then, continue booking as you do today. From the 5th onwards, you must upload all your containers via the container list and then you will be able to tag your containers and create a tagged run via VBS’s new tagged run module. Other OptiBook slots must be secured via ready containers in the container list.
Will there be system downtime during the cutover to OptiBook? Yes, the cutover will begin at 5:00 AM on Saturday, 5th September. The system will be inaccessible between 5:00 AM and 9:00 AM, back online at 10:00AM AWST. Notifications will be posted on the VBS board and the OneStop website to inform users of the downtime.
Do I have to wait until the 5th to add my containers? No, you can add your containers now. Your containers will still be there when you log in on the 5th and beyond.
Where can I get help? An OptiBook guide is available via the Help Desk at https://help.onestop.co/hc/en-us. To access all OptiBook content, ensure you are signed in (check the top right corner), then click on Product Help. If you have any issues, contact support.
Tagged Run Booking rules
How do I secure slots?
First, upload containers to your container list. If it is an import, please include your tagged code. Once the terminal has assigned you a Group code and there is a nominated container availability, create a Tagged Run request from the Tagged Run module and await the CTO's confirmation of tagged run slots.
Do I need to upload my containers before requesting a Tagged Run?
Yes. You will need to upload your containers to the Container List first to receive a Group Code, which will be used to create a tagged run request.
Does my container need to be “Ready” to be included in a Tagged Run?
No. Unlike the standard OptiBook booking, a Tagged Run request does not require container readiness. You can request your tagged run slots for containers before they've been discharged or marked ready; however, they will need to be ready and discharged before pickup.
Where do I create a Tagged Run request?
Directly within VBS, via the new Tagged Run dropdown menu (Tagged Run Request and Tagged Run List). You no longer need to use any tagging method or tool outside of OneStop VBS.
What do I need to enter on the Tagged Run Request?
Select Pick-up or Drop-off via the tabs, then enter your Group Code, Zone and Number of Slots. You can add multiple lines to the same request before submitting.
What happens if I enter an invalid Group Code?
An error message will display, and you'll need to correct the Group Code before the request can be validated.
Can I adjust/add more tag codes?
Yes. Please reach out to the terminal to review whether you can add more tag codes to your account.
Does the system check that I've requested the right number of slots?
Yes. The system validates the number of slots requested against the number of containers uploaded against that Group Code. You cannot request more tagged run slots than the number of containers against that Group Code.
What does the acknowledgement checkbox on the Tagged Run Request mean?
By ticking it, you're confirming that one or more containers in the tagged run may be subject to an Underbond Movement Request (UMR) approved by Australian Border Force, and agreeing to the direct movement of those containers to the nominated establishment(s) as approved in the UMR, in accordance with the Customs Act.
What happens after I submit a Tagged Run Request?
It's sent to Patrick for review and confirmation. You can track its progress in the Tagged Run List, which shows a status of Pending, In Progress, or Confirmed.
How do I know when my Tagged Run has been confirmed, and what happens next?
Check the Tagged Run List for a “Confirmed” status, or if you have included your email address within the tagged run email field, you will receive a notification via email. Once confirmed, Patrick creates the corresponding Company Slots for you automatically in your Booking List, along with the Group Code assigned to those slots.
Do I still need to manifest containers booked through a Tagged Run?
Yes. Manifesting is unchanged. Manifest your containers once the container is discharged and clear of any holds, following the same process as today.
I currently don’t use the tagged run process, but I want to. How do I get set up to do tagged run?
Please reach out to the terminal directly to review whether you are eligible for tagged runs and to set you up in the system accordingly.
Why can’t I delete my containers from the container list?
You cannot delete a container that has a tagged code against it. To remove that container, please press “Edit” and then remove the tagged code before the option to delete the container is available.
Why is there an error when I upload my container to the container list?
There could be two main reasons why there is an error when you upload your container to the container list.
- The container is already within you list and therefore a duplicate.
- The container is already in another carrier/transporter’s container list, which means you can no longer upload it to yours.
If those above are still not the reason, please reach out to OneStop Help Desk for further information.
OptiBook Booking rules and Container List functionality
How do I secure slots?
First, upload containers to your container list. When a container shows Status "Ready", it can be slotted. To book a ready container, select it via the checkbox, click "Book", and follow the booking steps.
Does the booking screen live update? The page refreshes periodically. For the most up-to-date container information, use the "refresh" icon at the top of the screen.
Do I need a container number to book?
- Imports: Yes. You will need a valid container that is in a “ready” status to book a slot.
- Exports: You can secure slots via a TBA booking before receiving a ready status for your container. See TBA booking section.
What does "Ready" mean? "Ready" means the container is available to book.
- For imports: The container has been discharged from the vessel AND received a container availability date.
- For exports: The container is Ready only if the PRA is in the system.
What is the estimated discharge time? The terminal calculates the time they expect the container to be discharged, and sends this prior to discharge. This time is indicative only and is intended to help with planning, but is not guaranteed.
How often does the estimated discharge message update to OneStop? The terminal's operating system automatically updates the estimated discharge message from when the vessel is planned and in real-time while the vessel is working, up to every 30 minutes. When the terminal sends an update, OneStop displays the new time immediately.
If the container isn't Ready, can I still book it? No. If a container is not Ready, you cannot secure a booking, unless it is a TBA slot for an export.
Does a container need to be discharged to confirm it on a slot? Yes. For imports, containers must be discharged to be in Ready status.
Once containers are discharged, can I only book available slots on the day or two days in advance? You can book any available slot from the time of discharge up to two days out. If no slots are available, wait for the next slot drop.
Can I book containers on hold? Yes, but you're responsible for managing the hold before manifest and pickup.
Can I book multiple containers at once? Yes. You can select multiple containers from the Container List and assign them individually in the same booking session.
Do I have to monitor containers and the ready status 24/7 from the container list page? No. You can add your containers before they're ready to book and use the "Notify Me" feature, which emails you as soon as the container becomes ready to book.
Notifications
How do I get notified when my container is ready to book? Use the "Notify Me" feature on the Container List page. When you subscribe to notifications for a container, you'll receive an email as soon as that container becomes ready to book.
What triggers a notification? A notification is sent when a container moves from "Not Ready" to "Ready" status. This happens when the terminal provides a container availability date and OptiBook calculates the storage start time.
Do I need to monitor the Container List if I've set up notifications? No. Once you've added your containers and enabled "Notify Me", you'll be automatically notified via email when they're ready to book.
Slot drops and availability
Will vessel availability dates change? No, vessel availability times remain the same. There will no longer be vessel availability dates, as individual container availability dates will be displayed in the Container List.
Will peak season affect slot drops or slot availability? No, slot drops and availability are based on terminal productivity and working arrangements, not seasonal changes. OptiBook does not change the number of slots released, but it does change the booking mechanism to reduce slot hoarding and improve fairness.
TBA (exports only)
Do TBA slots exist for imports? No. Import slots require a ready container or a tagged run slot.
Do I need an import slot to book a TBA export slot? Yes. You must have a matching import to book a TBA export slot. You can link a TBA export slot to your import during the booking process.
How do I confirm my TBA booking? To confirm your TBA slot, add the export container number to the container list, then attach the export to the slot via the Booking List. This must be done before the zone opens; otherwise, the slot will not be confirmed.
Do I get charged for unused TBA export slots? Yes, you will be charged a no-show fee if a TBA slot is booked but not used. You must add your container to the TBA slot before the zone opens. If you no longer need the slot, you must list it, and standard listing rules and fees will apply.
When do booked slots expire if not confirmed?
- TBA slots must be confirmed before the zone opens
- If a confirmed slot is cleared, you have 120 minutes to reconfirm it with a valid container
Manifesting
Is manifesting changing? No, the core process remains the same
System and support
What if container details aren't yet in OneStop (e.g. vessel delay)? You can still upload containers. Details will auto-update when the terminal sends them.
How long are my slots reserved when booking? When you add your first container in the booking window, a 3-minute timer starts. This timer is clearly visible as you complete your booking. You must confirm your booking before the timer expires to secure your slots.
What happens if the reservation timer runs out? If the timer expires before you confirm, the slots are released back into the pool, and you will need to start the booking process again.
What is the limit of the container list page? You can add up to 500 containers to the container list page.
Are duplicate container numbers allowed? No. Duplicates are automatically blocked from being added to the container list.