A scanner breakdown mid-delivery is every courier driver's nightmare. You're in the middle of your route, packages are loaded in your van, and suddenly your handheld device goes dark. Your heart sinks—what do you do now? The good news is that while a broken scanner is definitely inconvenient, it doesn't have to derail your entire day. Here's your step-by-step guide to handling scanner failures like a professional.
Stay Calm and Assess the Situation
First things first—don't panic. Take a moment to understand what's actually wrong. Is the screen unresponsive? Won't turn on? Showing an error message? Understanding the specific problem helps you communicate clearly with your dispatcher and determine the best course of action.
Try Basic Troubleshooting
Before assuming the worst, try these quick fixes:
- • Restart the device: Power it off completely and wait 30 seconds before turning it back on
- • Check the battery: Ensure it's charged or try a different power source if available
- • Clean the screen: Sometimes dirt or moisture causes unresponsiveness
- • Force refresh: If it's frozen, try the manufacturer's force reset procedure
- • Check connectivity: Ensure you have a stable data connection (WiFi or mobile)
Many scanner issues resolve themselves with these simple steps.
Contact Your Dispatcher Immediately
If basic troubleshooting doesn't work, contact your dispatcher right away. Don't wait or try to continue without reporting it. Your dispatcher needs to know:
- • What exactly is wrong with the scanner
- • How many deliveries you still have to complete
- • Your current location
- • How much time you have left in your shift
This information helps your dispatcher decide whether to send a replacement, reassign your route, or adjust your schedule.
Know Your Company's Contingency Plan
Different logistics companies have different procedures for scanner failures. Some may:
- • Send a replacement scanner to a nearby pickup point
- • Have you return to the depot to collect a backup device
- • Allow paper-based delivery confirmation temporarily
- • Redirect your remaining deliveries to another driver
- • Provide access to a web or mobile app alternative
Ask your dispatcher or supervisor about this plan before you're ever in a crisis situation.
If You Must Continue Without a Scanner
In some cases, your dispatcher might authorize you to continue deliveries using manual/paper methods. If this happens:
- • Get written authorisation: Have your dispatcher confirm in writing (text or email) that this is approved
- • Use delivery notes: Keep meticulous written records of deliveries (time, location, recipient name, signature)
- • Take photos: Photograph delivered packages or proof of delivery when possible
- • Request customer signatures: Have recipients sign a delivery confirmation slip
- • Keep organized: Keep all documents in order for later data entry
- • Use Routed's POD system: Or you can use Routed's proof of delivery system and email/text your completion reports at the end of the day
Preventive Measures for the Future
While you can't prevent every failure, you can reduce the risk:
- • Start with a full charge: Always begin your shift with a fully charged device
- • Carry a power bank: Keep a mobile charging device in your van
- • Protect your scanner: Use a protective case and avoid dropping or exposing to extreme temperatures
- • Keep it dry: Moisture and water are common culprits—use a protective pouch in bad weather
- • Regular maintenance: Clean your scanner regularly and report wear and tear early
- • Know the backup app: If your company has a web or mobile alternative, familiarise yourself with it now
Use Technology as Your Backup
Modern delivery management apps like Routed can serve as a backup system. Apps provide:
- • Route optimisation and navigation if your scanner fails
- • Real-time delivery tracking and confirmation
- • Proof of delivery photos and signatures
- • Customer communication tools
Having a secondary app or system can be a lifesaver when hardware fails.
The Bottom Line
Scanner breakdowns happen, but they don't have to cost you an entire day's earnings or reputation. Quick thinking, clear communication with your dispatcher, and knowing your company's procedures will help you navigate the situation smoothly. Preventive care dramatically reduces device failures. The key is staying calm, informing your management immediately, and having a backup plan in mind.