Set Up and Connect Email in 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 a Load Manager user needs to send documents from Load Manager, such as customer invoices, rate confirmations, dispatch reports, BOLs, onboarding packets, or load documents.

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

Email setup is completed on each user profile. If multiple users send email from Load Manager, each user should have their own email setup.

Before You Start

• Confirm the email account can send messages outside Load Manager.
• Confirm you have access to the Load Manager user profile that will send email.
• If your email account is controlled by your company, ask your email administrator whether third-party sending is allowed.
• For Microsoft 365, Office 365, Outlook, or GoDaddy-hosted Microsoft email, use Connect with Microsoft when available.
• For Yahoo, Gmail, and many other providers, you may need an app password instead of the normal sign-in password.

Choose the Right Email Setup

Open the User Profile

1. In Load Manager, go to the Users tab.
2. Open the user profile for the person who will send email.
3. Confirm the Email field contains the sender's email address.
4. Save the profile before using Connect with Microsoft, if the user is new.

Option 1: Connect with Microsoft

Use this option for Microsoft 365, Office 365, Outlook, and GoDaddy-hosted Microsoft email accounts.

1. Open the saved Load Manager user profile.
2. Confirm the Email field matches the Microsoft mailbox that will send email.
3. Click Connect with Microsoft.
4. Sign in to Microsoft with the same mailbox.
5. Approve the Microsoft prompts.
6. Return to Load Manager and save the user profile.

When the connection is complete, the button may show Already connected with Microsoft when the profile is reopened.

Option 2: Enter SMTP Settings

Use SMTP when your email provider requires server settings or when Load Manager Support or your email administrator instructs you to use manual setup.

The user profile includes these email fields:

• Email: The address that should send email from Load Manager.
• SMTP server address: The outgoing mail server from your email provider.
• SMTP user name: Usually the full email address.
• SMTP password: The mailbox password or app password required by the email provider.
• SMTP port: The port required by the email provider.
• Use TLS / Use SSL: Select the security option required by the provider. Use only one.
• Verify SMTP settings: Check this when saving so Load Manager can validate the settings.

Add an Email Signature

The user profile also includes an E-mail Signature field. Add the signature that should appear when this user sends emails from Load Manager.

Each user can have a different signature. This is helpful when invoices, dispatch reports, and customer emails should come from the individual user who sent them.

Save and Test

1. Save the user profile.
2. If using SMTP, check Verify SMTP settings before saving.
3. Send a test document from Load Manager, such as an invoice, rate confirmation, dispatch report, or BOL.
4. Confirm the recipient received the email.
5. Confirm the sender address and signature look correct.

Troubleshooting

• Load Manager says email is not set up: Confirm the user profile has either a valid Microsoft connection or complete SMTP settings.
• The Connect with Microsoft button is missing: Save the user profile first, then reopen it.
• Microsoft asks for admin approval: Ask your Microsoft administrator to approve the connection or allow the required mail permission.
• SMTP settings are not valid: Confirm the SMTP server, port, user name, password, and TLS/SSL setting match your provider's requirements.
• Email sends from the wrong user: Confirm the correct Load Manager user profile was updated and that the sender is logged in as that user.
• The normal password does not work: Your provider may require an app password or may block SMTP sending by policy.

Related Articles

• Choose the Right Load Manager Articles for Your TMS Setup
• Connect Microsoft 365 or Outlook Email to Load Manager
• Connect a Yahoo Email Account to Load Manager
• Set Up Gmail in Load Manager
• Send an Email to Multiple Recipients
• Add and Manage Users in Load Manager