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Assigning a carrier to a load

When you have already agreed a transport with a carrier — by phone, email, or framework agreement — you don't need Leo's automatic dispatching: you simply register that carrier on the load. Manual assignment takes a load in Draft status, hands it to the carrier you pick and creates the transport order to follow through to delivery. It skips the carrier-calling stage entirely: the load goes straight from Draft to Assigned.

Forwarder

Before you start

To assign a carrier to a load you need:

  • A forwarder account with the ADMIN or OPERATOR role on your company.
  • A load in Draft status: manual assignment starts only from a draft. If the load is already dispatching or assigned, the action is no longer available.
  • The offered price filled in on the load: unlike a plain draft save, the assignment requires the price to be present. If it's missing, open the load for editing and add it first.
  • At least one active carrier in your network. If your network is empty, build it first — see Adding a carrier to the network. You can also add a carrier on the fly from the assignment dialog.

Step by step

1. Open the «Assign carrier» action from the load

From the left-hand menu, Operational & Transport → Loads, you land on the list of your loads. Find the row of the load in Draft status you want to assign: in the last column, next to «Dispatch», there is the «ASSIGN CARRIER» icon (a person silhouette with a check mark).

Click it. Truckscanner opens the load panel and, on top of it, the «Assign carrier» dialog: the panel stays in the background, the dialog is the window you work with.

2. Search and pick the carrier

The «Assign carrier» dialog has the subtitle «Select the carrier to assign this load to» and shows the list of the active carriers in your network.

  1. If you have many carriers, use the «Search carrier by name or VAT...» field (1) to filter the list as you type.
  2. The «Invite or add a new carrier» button (2) is only needed if the carrier you agreed the transport with is not yet in your network: you add it on the fly without losing the work done on the load.
  3. In the list (3) each carrier shows its company name, VAT number, city and vehicle count. At the bottom the «N of M» counter tells you how many you are seeing out of the total. Click the row of the carrier you want to hand the load to.

3. Confirm the assignment options

Once you click the carrier, the dialog moves to the second step, titled «Assignment options».

At the top you see the card of the chosen carrier, with VAT number and city, and the «Tracking managed by Sara» box: it reminds you that after the assignment it will be Sara — the AI supervisor agent — who follows tracking and updates with the carrier for this load.

  1. In the «Assignment notes» field (1) you can write a note for the carrier (e.g. Load already agreed by phone, pickup before 8:00 AM). It is optional: leave it empty if not needed.
  2. Read the amber warning (2): «The assignment is final and cannot be undone. Verify the selected carrier is correct before confirming.» Once confirmed, the assignment cannot be reverted: to change carrier you will have to handle a cancellation of the transport order. If you picked the wrong carrier, use the «Back» button to return to the list.
  3. When you are sure, click «Assign» (3).

The green toast «Carrier assigned successfully» appears, the dialog and panel close and you return to the list.

What happens next

As soon as you click «Assign»:

  • The load moves from Draft to Assigned: you find it in the «Assigned» tab of the loads list.
  • Truckscanner creates the transport order (code TO-XXXXXX) for the carrier you chose. You manage it from the «Assigned mandates» section.
  • A trip entry linked to the transport order automatically appears in the carrier's fleet calendar, even if the carrier has not yet stated vehicle and driver.
  • The carrier receives the transport order assignment notification, in-app and by email, with the load summary and an invitation to handle it.

From this moment Sara holds the thread: she monitors the transport order status, catches delays and handles updates with the carrier and the client. You follow everything from the «Assigned mandates» section.

Impact on other roles

What the other side sees

Carrier

The carrier you picked receives the notification of a new transport order and finds it in their «Transport orders» section. They see the route, goods, agreed price, pickup and delivery windows and your «Assignment notes», if any. From there they confirm the vehicle and driver and carry the transport forward stop by stop. They received no call from Leo: for them the load arrives already assigned.

What the other side sees

Shipper

The client you organise the transport for does not see the assignment itself. Their visibility over the shipment starts when the carrier begins the trip: from that moment they see the pickup status, the real-time position and the final delivery with the signed proof of delivery.

Common problems

See also