Connect a Gmail Account to Load Manager

Before You Use This Article

• Access needed: Permission to connect or manage email settings for your Load Manager user or company.
• Use this article when: you are connecting or troubleshooting an email account used to send Load Manager documents, updates, invoices, or dispatch paperwork.
• Use a different article when: you are changing a login password instead of email sending settings; use Reset or Change a User Login Password. If you are choosing a full setup path, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

Use this article when you want Load Manager to send emails through a Gmail or Google Workspace email address. This setup is completed on each Load Manager user profile that needs to send invoices, rate confirmations, dispatch reports, BOLs, onboarding emails, or other documents from Load Manager.

Before you start: You need permission to manage email settings for your user or company.

Before You Start

Google requires an App Password for many third-party SMTP setups. In Load Manager, the Google App Password is entered in the SMTP password field. Do not use the normal password you use to sign in to Gmail.

• You must be able to sign in to the Gmail or Google Workspace account.
• 2-Step Verification must be turned on for the Google account before App Passwords are available.
• Each Load Manager user who sends from a different Gmail account needs their own SMTP setup.
• If this is a Google Workspace account, your Google administrator may need to allow App Passwords for your organization.

Create a Google App Password

1. Sign in to the Google account that will send email from Load Manager.
2. Open the Google Account Security page.
3. Confirm 2-Step Verification is turned on.
4. Open App Passwords.
5. Create a new app password for Load Manager.
6. Copy the 16-character app password that Google shows. You will paste this into Load Manager as the SMTP password.

Google only shows the app password once. If you lose it, create a new app password and update the Load Manager user profile.

Gmail SMTP Settings

Use these settings for Gmail or Google Workspace SMTP in Load Manager.

• SMTP server address: smtp.gmail.com
• SMTP user name: The full Gmail or Google Workspace email address.
• SMTP password: The Google App Password, not the normal Google sign-in password.
• SMTP port: Use 465 with Use SSL, or 587 with Use TLS.

Enter the Settings in Load Manager

1. Sign in to Load Manager.
2. Go to the Users tab.
3. Open the user profile for the person who will send email.

4. Enter the user's Gmail address in Email.
5. Enter smtp.gmail.com in SMTP server address.
6. Enter the full Gmail address in SMTP user name.
7. Enter the Google App Password in SMTP password. Remove spaces if they appear after pasting.
8. Enter 465 in SMTP port and select Use SSL. If your company prefers TLS, enter 587 and select Use TLS.
9. Select Verify SMTP settings.
10. Click Save or Save & Exit.

Confirm the Setup

When Verify SMTP settings is selected, Load Manager checks the SMTP settings when the user profile is saved. After the settings validate, send a test email from Load Manager, such as an invoice, rate confirmation, dispatch report, or BOL, and confirm the recipient receives it from the expected Gmail address.

Troubleshooting

• The SMTP settings are not valid: Confirm the password is the Google App Password, not the normal Google account password.
• Authentication error: Confirm SMTP user name is the full Gmail or Google Workspace email address.
• Connection error: Confirm SMTP server address is smtp.gmail.com, and confirm the port matches the selected security option.
• App Passwords is missing in Google: Confirm 2-Step Verification is turned on. If this is a Google Workspace account, contact your Google administrator.
• Email sends from the wrong user: Confirm the correct Load Manager user profile was updated.
• Email worked before but stopped after a Google password change: Create a new Google App Password and update SMTP password in Load Manager.

Security Tips

• Do not share Google App Passwords between users.
• If an employee leaves or an app password may have been exposed, remove that app password in Google and update Load Manager if needed.
• If the Google account password changes, create a new app password for Load Manager.

Google References

• Sign in with app passwords - Google Account Help
• Send email from a printer, scanner, or app - Google Workspace Help
• IMAP, POP, and SMTP - Gmail for Developers

Related Articles

• Set Up Email
• Send an Email to Multiple Recipients
• Add and Manage Users in Load Manager
• How to set up a Yahoo email with Load Manager TMS