Accept a forwarder invitation

You're a transporter and a forwarder has invited you to join their network on Truckscanner: this page describes what to expect from the moment you receive the NC-A03 email until your first dashboard access. Three minutes to register, with VAT / company name / address already pre-filled thanks to the VIES check the forwarder performed at invitation time, and a different behaviour depending on whether the forwarder activated the guaranteed reference (you start operational right away) or not (you start with document onboarding).

The NC-A03 «You've been invited» email

It all starts with a transactional email arriving in the inbox the forwarder specified at invitation time. Sender is noreply@mail.truckscanner.ai, subject is «{forwarder_name} has invited you to Truckscanner».

The email body contains:

• personalised greeting Hi {contact name},,
• highlighted line: «{forwarder_name} has invited you to join Truckscanner as a carrier in their network» (the forwarder name appears in bold),
• three-bullet benefits list: receive load offers directly, manage fleet and drivers, communicate with forwarders in real time,
• lime CTA button «JOIN TRUCKSCANNER» that opens the public registration landing,
• green info-panel 📞 «Save our number» asking you to save in your contacts the phone number of our AI dispatcher Leo (+39 0522 1770399) as «Leo» — when he calls, you'll recognise the caller-ID right away.

By clicking the «JOIN TRUCKSCANNER» button you land on https://app.truckscanner.ai/register/carrier?ref={token} with a 5-step wizard.

Step 1 of 5 — Company data

The first screen asks for your company data. It's already pre-filled: the forwarder entered the VAT at invitation time, the system queried VIES + public registries, and the fields are populated for you.

You'll find:

• Country (read-only) — the VAT country code, defaulting to IT for Italian companies,
• VAT or Tax code (read-only) — your VAT, immutable because it's the invitation key,
• Legal name (editable) — pre-populated from the public registries, fixable by hand,
• Registered office address (editable, with Google Maps autocomplete) — pre-populated from enrichment, modifiable by searching for the correct address.

The Country and VAT fields are intentionally read-only: the VAT is the link to the relationship the forwarder opened on the platform, changing it here breaks the flow. If you realise the forwarder typed a wrong VAT, do not proceed: close the page and call the forwarder — they'll need to remove the wrong invitation from their carriers table and send you a new one with the correct VAT.

When the data looks correct, click «NEXT».

Step 2 of 5 — Transportable goods

The second screen asks which goods you can transport. They're grouped in 4 columns:

• Generic goods — palletized, non-palletized, solid bulk, liquids, intermodal units, exceptional loads.
• ADR dangerous goods — goods requiring ADR certification for transport (explosives, flammable, radioactive, etc.).
• ATP perishable goods — goods requiring ATP-certified cold chain (isothermal, refrigerator 0°/12°, frozen up to -20°).
• Other — food goods, waste.

At the top of each column there's a «Select all» link if you want to be quick; otherwise tick only the entries relevant to your fleet.

It's not a binding choice forever: after registration you'll be able to change it any time from your dashboard's load preferences.

Step 3 of 5 — Vehicles

We ask you to register at least one vehicle of your fleet — the one you'd typically use. For each vehicle you fill in:

• Category — Truck (motor vehicle + integrated trailer), Tractor (motor only), Trailer (trailer only).
• Plate (required) — the Italian or foreign vehicle plate, in uppercase.
• Vehicle name (optional) — a short label you use internally (e.g. «Red Tipper» or «Frigo Mario»); if empty, the platform will use the plate.
• Vehicle type — articulated, motor, van-bodied, etc. (predefined list).
• Trailer type — tarpaulin, refrigerator, isothermal, tanker, container, etc.
• Engine type — diesel, natural gas, electric, hybrid (for ZTL and low-emission urban zone matching).
• Length / Depth / Height in meters (e.g. 13.6, 2.45, 2.7).
• Payload in kg (e.g. 24000).

The «+ ADD VEHICLE» button at the top right lets you register more than one vehicle during onboarding. Again it's not binding: you'll add the others from the «Vehicles» page in your dashboard.

Step 4 of 5 — Covered areas

Where do you operate? The screen has a search bar to filter countries/regions and a set of horizontal tabs for the continents — Europe, Asia, Americas, Africa, Middle East, Oceania. Default is Europe.

Below the tabs you see the country list with a checkbox each. For countries that have a detailed regional structure in our database (Italy, France, Germany, Spain, etc.), next to the country name there's an arrow ›: clicking it expands the list of regions and you can select only some instead of the whole country.

At the bottom of the page, above the navigation buttons, there's a live counter like 12 selections to help you understand the geographical scope you're declaring.

Step 5 of 5 — Your account

The last screen creates the carrier's administrator account. It's the user you'll log in with after registration and from which you'll invite colleagues and drivers.

All fields are required:

• First name and Last name of the person administering the account (typically the owner or the dispatching manager),
• Phone with country prefix (default +39) — used for Leo's calls and password recovery via SMS,
• Email — will become your login username,
• Password (minimum 8 characters) and Confirm password,
• I accept the Terms and Conditions (link to PDF on iubenda) — required,
• I accept the Privacy Policy (link to PDF on iubenda) — required.

By clicking «SIGN UP» the backend creates your account, links it to the carrier company (creating a new Company with the invitation VAT), and marks the CompanyNetwork relationship as ACTIVE on the forwarder side. You're redirected to /verify-email with a verification email in your inbox; click the link and you land on the home of your new carrier dashboard.

What you see next: ActiveHome or PendingCarrierHome?

This is the important fork. The home you see depends on the flag the forwarder activated (or not) at invitation time:

• If the forwarder DID activate «We vouch, skip verification onboarding» → your company is born with verification_status = ACTIVE and you land on the full ActiveHome, operational from minute zero.
• If the forwarder DID NOT activate the reference → your company is born with verification_status = PENDING and you land on the PendingCarrierHome with guided document onboarding.

Case A — PendingCarrierHome (document onboarding)

If you're in PENDING status, above the greeting you see a blue banner «Complete onboarding to unlock all features.». Below, the contextual greeting (Good morning / Good afternoon / Good evening, {Name}!) and on the right a red outline button «I CHANGED MY MIND, DELETE MY ACCOUNT» that goes to the account deletion zone in profile.

The subtitle is clear: «We're verifying your account. In the meantime, complete your profile.»

Below, an onboarding progress bar in lime with percentage and counter like 2 of 5 completed — 40%, and a dynamic checklist with 5 step cards:

1. Registration (always Completed because you've just arrived here),
2. Company documents — chamber of commerce extract, national road transport licence, carrier liability insurance or CMR, ATP/ADR certifications if applicable,
3. Vehicles — complete vehicle data and registration documents,
4. Drivers — your drivers' licences and documents,
5. TruckPilot — Leo will call you to gather preferences; shows Leo's number +39 0522 1770399 and your phone he'll call.

At the bottom, a lime card «Why such precise verification?» with the 4 network benefits: Verified network, Qualified shippers, Guaranteed payments, Zero fees for you.

When you've uploaded all required documents and the Truckscanner team has verified them, the backend automatically sets your company to ACTIVE and at the next refresh you see the ActiveHome described below.

Case B — ActiveHome (operational from minute zero)

If the forwarder gave you a reference (recommended = true), your company is born ACTIVE and you land on the standard operational carrier home.

You see the contextual greeting «Good {time_of_day}, {Name}! 🚚» with subtitle «Your operational dashboard to organize your day.», and below 4 KPIs in clickable cards:

• ACTIVE VEHICLES (number) → links to /vehicles,
• ACTIVE DRIVERS (number) → links to /drivers,
• ACTIVE ORDERS (number) → links to /transport-orders,
• AVERAGE RATING (decimal or — if you have no reviews yet) → links to the company profile.

Below, two columns side by side:

• On the left (2/3): «Today & Tomorrow» fleet mini-calendar with the day's events (pickups, deliveries) + «Recent activity» feed with latest assigned mandates, expiring documents, received reviews, updated drivers.
• On the right (1/3): «SAVE TRUCKSCANNER» card with three ways to access the platform faster (bookmarks, Truckscanner Desktop, Driver App).

At the bottom, the Leo phone banner with «REQUEST A CALL» button, and two final cards — Maintenance checklist (registration / documents / vehicles / drivers, in All ok state if the forwarder gave you a reference) and Leo / TruckPilot with «Details» CTA for the dispatching page.

Common issues

See also

• Add and invite a carrier — the mirror page on the forwarder side: how the invitation you received was generated.
• For carriers — overview