Update Onboard Carrier Packets with New Documents

Before You Use This Article

• Access needed: Onboard Carrier enabled on your Load Manager account. It is included with Premium for eligible freight broker or dispatch service accounts; otherwise use it only when the feature is enabled for your account.
• Use this article when: you are a freight broker or dispatch service user whose account has Onboard Carrier enabled. Full company paths: Freight Brokers or Dispatch Services.
• Use a different article when: you run a trucking-only company; Premium is not the normal path, so use Carriers, Owner-Operators, and Trucking Companies for driver, equipment, and trucking workflows.

Use this article when your company needs carriers to complete a new or updated onboarding document, such as a revised carrier agreement, contract amendment, questionnaire, or other packet document.

Before you start: Onboard Carrier must be enabled for your account. It is included with Premium for eligible freight broker or dispatch service accounts; otherwise use it only when the feature is enabled for your account. Applies to Freight Broker and Dispatch Service accounts.

Onboard Carrier documents are managed from Settings >> Onboard Carrier Setup. After you update the packet, you can send the updated onboarding link to one carrier or re-onboard a larger group of carriers.

Before You Start

• Confirm the new document is final and ready for carriers to complete.
• Convert the document to PDF if the upload does not work in its current format.
• Decide whether the old document should be made inactive or kept active.
• Decide whether every carrier must complete the new packet or only selected carriers.
• Preview the packet before sending it to carriers.

Deactivate an Old Signable Document

If an old agreement or signable document should no longer appear in new onboarding packets, make it inactive.

1. Go to Settings >> Onboard Carrier Setup.
2. Open the Contract to be Signed tab.
3. Select the document you want to remove from the active packet.

4. Uncheck Active.
5. Select Save.

Add the New Signable Document

1. Go to Settings >> Onboard Carrier Setup.
2. Open the Contract to be Signed tab.
3. Select Add New.

4. Upload the new document.
5. Enter a clear Name and Description.
6. Select Save.
7. Use the document editor or digitizing option to place the required signature, initials, date, or text fields.
8. Save the document fields.
9. Check Active when the document is ready to appear in the onboarding packet.
10. Select Save.

Add a Document the Carrier Must Upload

If the carrier needs to upload a file, such as a certificate of insurance, W-9, voided check, or operating authority, use Documents to be ATTACHED instead of Contract to be Signed.

Default document requests: New Onboard Carrier company setups include Upload W-9 and Upload MC Authority Letter as required, editable upload requests. Existing companies can add or edit these manually from this tab if they are not already listed.

1. Go to Settings >> Onboard Carrier Setup.
2. Open the Documents to be ATTACHED tab.
3. Select Add New.
4. Enter a clear description of what the carrier should upload.
5. Mark the item required if the carrier must upload it to complete onboarding.
6. Save the requirement.

Preview the Updated Packet

Before sending the updated packet to carriers, preview the onboarding workflow from Onboarding Settings. Confirm that the new document appears, the old inactive document is not shown, and all required fields are easy for the carrier to understand.

Send the Updated Packet to One Carrier

1. Go to the Carrier tab.
2. Open the carrier profile.
3. Use the onboarding action available on the carrier profile.

If the carrier has already completed onboarding, use the menu next to View Carrier Packet to resend the onboarding email or open the onboarding menu.

If the carrier has expired documents, use Request Expired Documents when that option appears. If the carrier has not started onboarding, use Onboard Carrier.

Re-Onboard Multiple Carriers

Use bulk re-onboarding only when a group of carriers must complete the updated packet. Review the filter or reset options carefully before sending.

Important: A reset or bulk re-onboarding action can change carrier onboarding status for many carriers at once. Use it only when your team is ready for those carriers to complete the updated packet before they are treated as fully onboarded again.

Best Practices

• Make old documents inactive instead of deleting history that may still be useful for reference.
• Use short document names carriers can recognize.
• Preview the packet after every document change.
• Send a test onboarding link to an internal address before sending a major packet update to carriers.
• Use bulk re-onboarding only after confirming the packet is final.

Troubleshooting

• The file will not upload: Convert it to PDF and try again.
• The document does not appear for carriers: Confirm Active is checked on the document.
• The old document still appears: Open the old document and confirm Active is unchecked.
• The W-9 or MC Authority Letter request is missing: Open Documents to be ATTACHED and add the missing request manually, then mark it required if carriers must upload it before completing onboarding.
• Carriers cannot complete the packet: Confirm all required signature, date, and upload fields are included and easy to complete.
• The onboarding email does not send: Confirm the carrier has an email address and the selected onboarding email sender is valid.

Related Articles

• Set Up and Use Onboard Carrier in Load Manager
• Email Carrier Onboarding Documents from Load Manager
• How to Use My Carrier Packets in Load Manager
• Send an Email to Multiple Recipients