- 99.99%RELIABLE SYSTEM UPTIME
- +35%INCREASE IN CALL RESPONSES
- 50K+CONVERSATIONS HANDLED
- 4K+WORKING HOURS SAVED
How Rossy AI Answers Your Vehicle Gate Intercom
Answers the call immediately
Your vehicle gate intercom calls Rossy AI the same way it would call another configured telephone or SIP destination. Rossy answers the call, greets the driver, and starts the appropriate workflow.
- Answers configured intercom calls 24/7, including overnight, weekends and shutdown periods
- Can handle multiple calls at once, so drivers arriving together are not left queuing on the approach road
- Identifies whether the call came from the vehicle gate, loading entrance or another controlled entry point
Identifies the driver and the delivery
Rossy AI asks for the company, shipment and appointment information, and checks existing systems before asking the driver to repeat anything.
- Asks for the carrier or company, driver name and appointment details
- Collects the purchase order, bill of lading, shipment number or vehicle and trailer number
- Establishes whether the caller is a delivery driver, vendor, contractor or employee
- If the details do not return a match, asks for another identifier and searches again before escalating
Checks the delivery schedule and vendor list
Rossy AI checks the caller’s details against your site’s entry rules, not just your records.
- Checks the delivery appointment against your dock schedule
- Confirms the carrier or company appears on your approved vendor list
- Matches the purchase order, bill of lading or shipment number to an expected receipt
- Confirms the driver is arriving within the permitted window for that appointment
Provides loading dock and check-in instructions
A driver who gets through the gate and then blocks the yard has not been helped. Rossy AI gives the instructions your site would give.
- Provides the assigned loading dock number for that appointment
- Gives directions to the dock, staging area, weighbridge or driver check-in point
- Explains site rules such as speed limits, PPE requirements and where to wait
- Confirms paperwork or check-in steps required before unloading
Performs the required actions
Once entry is authorized under your rules, Rossy AI carries out the action that situation requires.
- Sends the configured DTMF command to open a compatible vehicle gate or loading entrance, using your existing intercom with no new hardware installed
- Answers questions about receiving hours, dock availability and site procedure
- Completes other predefined actions required for the interaction, such as notifying the receiving team that a booked shipment has arrived
Escalates exceptions to warehouse personnel
Rossy AI does not guess. Anything outside your automated rules goes to a person.
- Asks the driver to repeat or provide a second approved detail before escalating
- Explains clearly why entry cannot be authorized yet
- Transfers unscheduled deliveries and incorrect shipments to warehouse personnel
- Escalates restricted-entry requests according to your site security policy
- Routes emergencies immediately according to your written procedure
- Logs every call with a full recording, transcript, AI summary, verification trail and access outcome
From Intercom Call to Gate Decision in Seconds
A truck at a closed gate is not a minor inconvenience. It is a driver on the clock, a dock slot slipping, and often a detention charge that lands on somebody’s budget.
Traditional Vehicle Gate Workflow
- A delivery driver presses the intercom at the vehicle gate.
- A gatehouse attendant or warehouse staff member must be available
- Outside staffed hours, the call rings out entirely
- The driver explains the company and shipment
- Someone opens the dock schedule to find the appointment
- They decide whether the truck should be let in
- They open the gate and radio the dock number
- Drivers wait on the approach road while calls queue
- No consistent record exists of who entered and when
With Rossy AI
- A delivery driver presses the intercom at the vehicle gate.
- Rossy answers instantly
- Asks for the carrier, shipment and appointment information
- Collects the purchase order, bill of lading or trailer number
- Checks the connected dock schedule and approved vendor list
- Applies your configured entry rules and arrival windows
- Provides the assigned loading dock and check-in instructions
- Opens the vehicle gate when authorized
- Escalates unscheduled deliveries to warehouse personnel
- Records the interaction and outcome
How DTMF Gate Access Works
DTMF stands for dual-tone multi-frequency. It is the technology behind the tones a telephone keypad produces when a key is pressed.
Telephone and SIP intercoms have accepted these tones as a remote gate command for years. When a gatehouse attendant presses a key to raise a barrier for a booked truck, the intercom hears that tone and triggers the relay connected to the gate operator.
Rossy AI uses the same mechanism. After the required authorization conditions have been satisfied, it sends your intercom’s configured tone through the call that is already connected. The intercom or associated access system interprets that command and activates its configured relay, and the vehicle gate opens.
Nothing new is installed at the gate. No wiring changes. No replacement panel. Rossy AI works with the command your intercom already recognizes.
What Rossy AI Can Validate
Rossy AI verifies against the systems that already hold your delivery and vendor records.
| Information | What Rossy AI checks |
|---|---|
|
Driver name
|
Name against the booked appointment or carrier record |
|
Carrier or company
|
Whether the carrier is expected today and appears on the approved vendor list |
|
Delivery appointment
|
Whether a booked slot exists and the driver is inside the permitted window |
|
Purchase order
|
PO number against expected receipts |
|
Bill of lading
|
BOL reference against the booked shipment |
|
Shipment number
|
Shipment or load reference against the delivery schedule |
|
Vehicle or trailer number
|
Tractor or trailer identification against the appointment |
|
Assigned loading dock
|
Which dock the appointment is booked into, so Rossy can direct the driver |
|
Approved vendor list
|
Whether the company is authorized to enter the site at all |
Does Rossy AI Work With Your Gate Intercom?
DTMF gate access requires a compatible telephone or SIP intercom, connected to a gate relay or access system, and configured to accept remote DTMF commands.
Generally compatible
- Gate call boxes and gatehouse intercoms that dial out to a phone number
- SIP and VoIP intercoms on a network connection
- Cellular-connected call boxes at remote or unstaffed entrances
- Systems where a gatehouse attendant already raises the barrier using a keypad tone
Needs review before we commit
- Intercoms with no outbound dialing capability
- Call boxes wired only to a handset inside the gatehouse
- Systems where remote release has been disabled in configuration
- Older analog units with no documented DTMF release command
- Badge or transponder-only entry with no intercom or telephone path
Connect Rossy AI With Your Existing Warehouse Systems
Rossy AI connects to the systems that already hold your delivery and vendor records, so verification runs against live data rather than a static list.
Setup is handled by our team. There is no code to write on your side.
Complete Visibility Into Every Access Request
Every intercom call produces a record, so you can answer what gate hardware alone cannot: which carrier arrived, when, and what happened next.
- Full call recording and transcript for every interaction
- AI summary of who called, from which entrance, for which shipment, and what was decided
- Verification trail showing which record was checked and what was confirmed
- Arrival time recorded against the booked appointment window
- Access outcome recorded as opened, declined, or escalated
- Gate, entrance and site identification across multi-entry and multi-site operations
- Escalation log showing who was transferred to and when
- Searchable history by date, site, gate, carrier, shipment or outcome
How We Set Up Rossy AI for Your Facility
Review Your Gate Intercom Environment
We identify how your vehicle gate and loading entrance intercoms receive calls, how the gate is currently opened, and whether the system supports the required remote access workflow.
Define Your Site Entry Rules
Determine which carriers and vendors Rossy may admit automatically, your arrival window tolerance, how unscheduled deliveries are handled, your site safety requirements, and which situations always require a person.
Connect the Required Systems
Configure applicable integrations with your dock scheduling, yard management, WMS, ERP, vendor management or access control platforms.
Configure DTMF & Call Routing
For compatible intercoms, configure the required call routing, DTMF command, and gate relay behavior for each vehicle gate and loading entrance.
Test Every Access Scenario
Test booked deliveries, early and late arrivals, unscheduled deliveries, incorrect shipments, unapproved carriers, contractor visits, restricted-entry requests, transfer workflows and emergency routing before deployment.
Go Live & Monitor
Rossy begins handling configured intercom calls while your team reviews conversations, arrival times and outcomes.
Ready to Automate Your Vehicle Gate?
Tell us how your current gate intercom and dock scheduling work, and we will help determine the right Rossy AI setup for your facility.
Frequently Asked Questions
Can Rossy AI verify a delivery appointment at the gate?
Yes, when the appropriate authorized system or integration is available. Rossy can check the carrier, driver name, purchase order, bill of lading or shipment number against your dock schedule before triggering an authorized action.
Can Rossy AI tell a driver which loading dock to go to?
Yes, where the assigned dock is available in the connected system. Rossy can provide the dock number, directions to the dock or staging area, and any check-in steps required before unloading.
What happens with an unscheduled delivery?
Rossy does not open the gate on an unbooked arrival unless your rules permit it. It collects the carrier and shipment details, explains that the delivery is not on the schedule, and transfers the call to warehouse personnel to decide.
Can Rossy AI handle contractors and vendors as well as delivery drivers?
Yes. Rossy establishes whether the caller is a driver, vendor, contractor or employee, and applies the rules you configure for each. Contractor visits can be checked against appointment records and your approved vendor list.
Does Rossy AI work outside staffed gatehouse hours?
Yes. Rossy answers configured intercom calls 24/7, which is the main reason sites use it for overnight and weekend deliveries when the gatehouse is unmanned.
Can Rossy AI notify our receiving team when a truck arrives?
Yes, where that notification is configured. Rossy can alert your receiving or dock team that a booked shipment has arrived, using the channel your site sets up.
Can Rossy AI enforce our site safety requirements?
Rossy can state your site rules on the call, such as PPE requirements, speed limits and where to wait, and confirm the driver has acknowledged them. It reports what was said and acknowledged, and does not verify compliance on site.
Does Rossy AI work with our existing gate intercom?
Compatibility depends on the intercom and access-control configuration. The system must support the required telephone or SIP calling workflow, DTMF signaling, and appropriate relay or remote-unlock configuration. We confirm this before deployment.