Set Up and Use Onboard Carrier in Load Manager

Set Up and Use Onboard Carrier in Load Manager

Set Up and Use Onboard Carrier in Load Manager

Onboard Carrier lets you send carriers a secure onboarding link, collect required information and documents, and keep the completed packet on the carrier record. It must be enabled for your account. It is included with Premium for eligible freight broker or dispatch service accounts.

Set Up the Onboarding Packet

  1. Go to Settings.
  2. Click Onboard Carrier Setup.
  3. Review each setup tab before you send onboarding links.

Onboard Carrier Setup screen in Load Manager

Contract to be Signed

Use this tab for the agreement carriers must sign, such as a broker-carrier agreement.

  1. Open the Contract to be Signed tab.
  2. Click Add New.
  3. Enter the Name and Description.
  4. Add the agreement with the document editor or file upload.
  5. Keep Active checked if the agreement should appear in the packet.
  6. Click Save.

Documents to be Attached

Use Documents to be ATTACHED for files the carrier must upload, such as a W-9, certificate of insurance, or operating authority.

New Onboard Carrier company setups include Upload W-9 and Upload MC Authority Letter as required, editable upload requests. Existing companies can add them manually.

  1. Open the Documents to be ATTACHED tab.
  2. Click Add New.
  3. Enter a clear description, such as Upload W-9 or Upload Certificate of Insurance.
  4. Mark it required if the carrier cannot finish onboarding without it.
  5. Save.

Equipment

Use the Equipment tab to control which equipment types carriers can confirm during onboarding.

Onboarding Settings

Choose what carriers provide and how onboarding emails are sent.

Carrier Prompts can ask for: Add Dispatchers, Add Drivers, Add Other Contacts, Lanes Covered, ELD status, Certifications, Truck/Trailer Info, Equipment Type, ACH Info, Remit Info.

If you select Remit Info, you can also require factoring or remit support documents. Use Require Voided Check for banking verification. Use Require NOA if the carrier uses a factoring company and must give a Notice of Assignment. Require NOA appears only when Remit Info is selected.

Options:

  • Require Fed Tax ID: Asks for the federal tax ID. Commonly used for 1099 reporting.
  • Require Dispatcher Verification of Docs: Keeps carriers inactive until a dispatcher reviews their documents.
  • Allow Download & Submit Manually: Carriers can download the contract and return it outside the digital signing flow.
  • Contracts to be Signed renewed Annually: Signed contracts must renew each year.

Insurance: Controls whether carriers give certificate-only information or detailed insurance and coverage amounts.

Select Email Address to Send Onboarding Email: Use Company Email, Use No Reply Email, or Use User's Email.

Click Onboarding Template Email to review the message carriers receive.

Save, Preview, and Copy the Link

  1. Click Save after changing settings.
  2. Click Preview Onboarding to see the carrier experience.
  3. Click Copy Onboarding Link for a public link you can use on a website, email signature, or recruiting message.

The public link is useful for carriers not yet in your carrier list. They start by entering a DOT or MC number.

Send an Onboarding Invitation

0Demo carrier profile screen with carrier details masked for onboarding invitation review

  1. Go to the Carriers tab.
  2. Open the carrier profile, or click Add Carrier if the carrier is not in Load Manager.
  3. Confirm the carrier has an email address.
  4. Click Onboard Carrier.
  5. Review the onboarding email window.
  6. Send the email.

Track the Carrier Status

The button on the carrier profile changes as the carrier progresses:

  • Onboard Carrier: The carrier has not started.
  • Onboarding in Progress or a step label: Started, not finished.
  • View Carrier Packet: Completed. The information is ready to review.
  • Request Expired Documents: One or more required documents need updating.
  • Documents Pending: Updated documents were requested and are still pending.

If Require Dispatcher Verification of Docs is checked, review the documents before you activate the carrier or use them on loads.

Re-Onboard Carriers

  • One carrier: Open the carrier profile and use the onboarding menu options next to the carrier packet button.
  • Group of carriers: Go to Settings > Onboard Carrier Setup > Re-Onboard Carriers.

Check the filters carefully before bulk re-onboarding. Your workflow may set carriers inactive until they complete the updated packet.

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