Carrier Onboarding in Load Manager: Start Here
Carrier Onboarding in Load Manager: Start Here
Before You Use This Article
- Access needed: Outside-carrier management in Load Manager. This is for companies that broker freight or dispatch for carrier customers.
- Use this article when: you are a freight broker or dispatch service working with outside carriers, carrier packets, safety checks, or carrier contacts. Full company paths: Freight Brokers or Dispatch Services.
- Use a different article when: you run a trucking-only company and need company driver, equipment, or dispatch-report workflows; use Dispatch Report Overview for Carriers and Trucking Companies.
Carrier onboarding in Load Manager lets you send a carrier a secure onboarding link, collect the information and documents your company requires, and keep the completed packet tied to the carrier record.
Before you start: Applies to freight broker and dispatch service accounts that manage outside carriers.
Use this article as a starting point if your team is new to Onboard Carrier or if you need a quick reminder of where the workflow begins.
When to Use Carrier Onboarding
Use Onboard Carrier when you need a carrier to complete or update the information required before your team books them on loads. Depending on your setup, the packet can include:
- Carrier contact and company information
- Signed carrier agreements or contracts
- Insurance information and certificate uploads
- W-9, custom forms, or other required documents
- Equipment, lane, ACH, remit, or factoring details
Carrier onboarding can be used with Load Manager's built-in onboarding tools. Optional services, such as Carrier Lookout, digital signature, or My Carrier Packets, may also be available depending on your account setup.
Set Up the Onboarding Packet
Before sending onboarding links to carriers, review the packet setup so carriers see the correct documents and required fields.
- Go to Settings.
- Select Onboard Carrier Setup.
- Review the contract, attached documents, equipment requirements, and onboarding settings.
- Click Save after making changes.
- Use Preview Onboarding to review what the carrier will see before sending invitations.
The setup screen is where your team controls the documents carriers must sign, the files carriers must upload, and the information collected during onboarding.
Screen cue: review Settings > Onboard Carrier Setup before sending carrier invitations so the packet asks for the right information and documents.
Send an Onboarding Link to a Carrier
After setup is complete, you can send a personalized onboarding invitation from the carrier record.
Screen cue: open the carrier profile, confirm contact and email details, then use Onboard Carrier to send a carrier-specific invitation.
- Go to Carriers.
- Open the carrier record, or click Add Carrier if the carrier is not in Load Manager yet.
- Click Onboard Carrier.
- Review the email or message prompt.
- Send the onboarding link to the carrier.
If your company uses Load Manager for dispatch service workflows, you may also see carrier onboarding options from the related customer record. In that workflow, go to Customers, open the customer record, and use Onboard Carrier.
What the Carrier Completes
The carrier opens the onboarding link and completes the packet based on your setup. The exact screens depend on your company settings, but the carrier may be asked to:
- Confirm company and contact information
- Enter DOT, MC, tax, remit, or ACH details
- Upload required documents
- Enter insurance details and expiration dates
- Review and sign required agreements
When onboarding is complete, the carrier packet and uploaded documents are available from the carrier record.
Track or Update a Carrier Packet
After a carrier has been invited, the onboarding button on the carrier record can show the carrier's current onboarding status. Once the packet is complete, the button changes so your team can open or review the carrier packet.
If you add new required documents later, update your Onboard Carrier Setup first. Then send the updated packet or document request to the affected carriers from their carrier records.
Best Practices
- Preview the onboarding packet before sending it to carriers.
- Keep required documents limited to the items your team truly needs before dispatch.
- Use clear descriptions for custom document uploads, such as "Upload W-9" or "Upload Certificate of Insurance."
- Review expired documents before assigning the carrier to a load.
- If your workflow requires dispatcher approval, confirm the carrier is reviewed before booking.