When a forwarder you collaborate with invites you onto Truckscanner, you receive an invitation email at your business address. Clicking the "REGISTER AS CUSTOMER" button takes you to a registration form already pre-filled with your VAT number: you complete the contact person details and password and your account is immediately active, with no extra email verification step.
The full flow from the moment you receive the invitation email to your first access to the shipper dashboard: how the email is structured, what's in the registration form, which fields are pre-filled and which you have to fill yourself, what happens after you click "SIGN UP", and what you see on first login.
The invitation email
The email arrives from noreply@mail.truckscanner.ai with the subject "{Forwarder Name} S.r.l. has invited you to Truckscanner" (the forwarder name is dynamic).
The email body is structured as follows:
- Personalised greeting — "Hi {Your Company Name},". The name is the one the forwarder has registered for you in their address book.
- Opening line — "{Forwarder Name} S.r.l. has invited you to join Truckscanner as a customer."
- Personal message (optional) — if the forwarder wrote a message in the invite dialog, you'll find it here in a grey block with a lime side bar, in italics. It's meant to add context.
- What you'll be able to do — a three-bullet list: track your shipments in real time, manage contracts and transport documents, monitor the status of your warehouses and sites.
- CTA button "REGISTER AS CUSTOMER" (lime, font-brand uppercase). Clicking it opens the Truckscanner registration page in your browser.
- Disclaimer at the bottom — "This link will remain valid until further notice. If you do not know {Forwarder Name} S.r.l., please ignore this email."
Unlike password reset links, the invitation doesn't expire after a few hours: it stays valid until the forwarder clicks "Remove invitation" from their directory. So you can also open it a few days later, save it to your bookmarks, or forward it to a colleague who'll handle the first access for you.
The registration form
Clicking the CTA button takes you to /register/client?ref={token}. The form is laid out in two columns: "Company data" on the left, "Contact person data" on the right. At the top you see a lime subtitle "Invited by {Forwarder Name} S.r.l." confirming who invited you.
Company data (left)
The forwarder knows your company from their client directory. That's why:
- Country — pre-selected on
IT - Italy(changeable if your VAT is foreign). - VAT or Tax code
*— already pre-filled with the VAT the forwarder has in their directory for you. It's editable: if it's wrong, you can fix it before continuing. - Legal name
*— empty. You fill it in. - Registered office address
*— field with Google autocomplete. Start typing and pick from the list; alternatively you can enter the address manually after clicking the fallback message if the VAT isn't found in registries.
Next to the VAT field there's a magnifier icon (the "Search company" button): clicking it, the system queries the public registries (VIES for Italian and European VATs) and, on a match, automatically fills in legal name and address. If the VAT isn't in any public registry (happens for newly incorporated companies or recent VATs) a banner appears with "Not found in registries. Fill in manually": click the lime text to unlock manual entry of legal name and address.
Contact person data (right)
- First name
*and Last name*— your contact name. - Email
*— read-only, populated with the address where you received the invitation. Below it appears the hint "To change the email, ask the freight forwarder to update the contact and resend the invitation.": if you want to register with a different email, you have to go back to the forwarder and have them resend the invitation to the new address (it's a security control that prevents a third party from intercepting the invitation). - Phone
*— country prefix selector (default+39) plus number, no spaces. - Password
*— minimum 8 characters. There's an eye icon to reveal what you type. - Confirm password
*— the same password retyped.
Legal consents
Below the form, two required checkboxes:
- "I accept the Terms and Conditions
*" with link to the Iubenda document. - "I accept the Privacy Policy
*" with link to the Iubenda document.
Clicking the links opens the documents in a new tab; coming back to the form the checkbox state is preserved as you left it.
What happens when you click "SIGN UP"
The "SIGN UP" button (lime, font-brand uppercase) only fires if every required field is filled and both checkboxes are ticked. During the call it shows a spinner and the text "Signing up...".
Server-side, everything happens in a single transaction:
- A new shipper-type company (
CLIENT) is created with your VAT, legal name and address. - Your user is created as
ADMINof that company, with the password you chose. - The company is network-linked to the forwarder who invited you: from then on you can see the shipments that involve you and they can attach you to loads.
- Your local units (sites) that the forwarder may have already pre-loaded into your record are automatically imported into your account.
- Your email is already marked as verified — the very fact that you got here from the link sent to that address proves you control it, so there's no confirmation email to click.
- You're automatically authenticated and redirected to your new company's home (
/company/{companyId}/home).
In the top right you see a green toast with the message "Registration complete!" (and additionally "Your local units have been imported." if the forwarder had already pre-loaded sites for you).
For other account types (forwarder, carrier) registration requires a second step: opening a confirmation email and clicking it. In the invitation-driven shipper flow this step does not happen, because the invitation link is itself the proof you have access to that address. You go straight into the dashboard.
First access to the dashboard
On first login a "Welcome to Truckscanner" dialog opens automatically with three suggestions for accessing faster next time: bookmark (Ctrl+D), install Truckscanner as a desktop app (PWA), download the driver app for your drivers. Clicking "LATER" (or the X icon) closes the dialog and lands you on the home.
The home is organised like this:
- Left sidebar — the Home entry (active), then the three operational sections of the shipper: Partners (your linked forwarders), Shipments (your in-progress and historical shipments), Tracking (real-time map of your loads). Below, the Company block with Company settings, Local units and User management to invite colleagues into your account. At the bottom you find your profile (
First name Last name+ roleADMIN). - Header — current page title, "Search" button with
⌘K/Ctrl+Kshortcut, language switcher (IT/EN), notifications bell, theme toggle (light/dark). - Dynamic greeting — "Good morning / afternoon / evening, {First name}!" depending on time of day, followed by a package emoji 📦 and the line "Your operational dashboard to manage loads, shipments and the carrier network.".
- Three KPIs at the top — Active loads, Shipments in transit, Pending requests. On first access they're all
0: they populate as the forwarder attaches you to loads. - Leo banner — a highlighted lime row reading "Leo will call you from: {number}". Leo is one of the two Truckscanner AI agents (operational assistant): if the system needs to call you in future to confirm a load, it'll do so from that number — save it to your contacts so you don't mistake it for spam.
- Today & Tomorrow — calendar of the next two days' commitments (empty on first access).
- Recent activity — feed of your shipments' events (empty on first access).
- Save Truckscanner — the same card as the welcome dialog, reminding you of the three ways to access faster next time.
- Pending shipment requests — any pending requests the forwarder has forwarded to you (empty on first access).
You just activated the account. Your shipments will appear in counters and lists as the forwarder attaches you to their loads. In the meantime you can register your local units (warehouses, plants, depots) from the Local units sidebar entry and invite your colleagues from User management so they can see the same account.
Common problems
See also
- For shippers — overview
- The shipper dashboard sections — guide coming soon
- Inviting a colleague from your company — guide coming soon