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Create a recurring load

A recurring load is a transport lane that repeats over time — same pickup, same delivery, same cargo, on a fixed cadence: every Tuesday, every 15th of the month, every two weeks. You create it once, you state how often the trip departs and until when, and Truckscanner generates the individual trips on the right dates. It's the right tool for regular lanes with a fixed customer, instead of opening a spot load every time.

Forwarder

Before you start

To create a recurring load you need:

  • A forwarder account with ADMIN or OPERATOR role on your company.
  • The pickup area and the delivery area of the lane (for recurring loads even just the city, province or region is enough — the exact street address is defined trip by trip).
  • The frequency at which the trip repeats: every day, every N days, weekly, every 2 weeks or monthly.
  • The start date and the end date of the recurrence (the end can be far off: the lane stays active until that date).
  • The cargo description of the typical trip (type, weight, dimensions) — or the vehicle requirements, if you use the "Book a vehicle" mode.
  • The offered price per trip as a guideline for automatic dispatching (you can also save the draft without a price and add it later).

The load stays in Draft status until you click "Dispatch" or "Assign carrier", so you can edit it as many times as you want before activating it.

Spot or recurring?

The two options of the "Load type" toggle don't change what you transport, but how many times:

  • Spot — a single transport request: one pickup, one delivery, one date. The trip date is set directly in the pickup stop. Dedicated guide: Create a spot load.
  • Recurring — a repeating lane: you define the typical trip and its frequency once, and Truckscanner automatically generates the individual trips on every recurrence date. Dates disappear from the stops and are set in the "Recurrence" section.

Step by step

1. Open the "New load" panel

From the side menu, Operational & Transport → Loads, you land on your loads list. The yellow "+ New load" button at the top right opens the creation panel.

The panel slides in from the right. At the top there are two toggles: "Load type" (Spot / Recurring) and the load mode (Ship goods / Book a vehicle).

2. Select "Recurring" and set the recurrence

In the "Load type" block, click the "Recurring" tab (1). The form changes: dates disappear from the stops and the "Recurrence" section (2) appears, where you decide how often the trip departs.

The "Recurrence" section is filled in three parts.

Frequency* — click one of the five options:

  • "Every day" — the trip departs every day in the chosen period.
  • "Every N days" — non-weekly cadences (e.g. every 3 days). A field appears to set how many days apart (minimum 2).
  • "Weekly" — a fixed day of the week.
  • "Every 2 weeks" — the same day every other week.
  • "Monthly" — a fixed day of the month.

Rule — the content changes depending on the frequency you picked:

  1. With "Weekly" or "Every 2 weeks" the seven days "Mon", "Tue", "Wed", "Thu", "Fri", "Sat", "Sun" appear: click one or more days on which the trip departs.
  2. With "Every N days" a number field appears: type how many days apart it repeats.
  3. With "Monthly" the "Day of month" field appears: type the day number (1-31).
  4. With "Every day" there's nothing to set — the rule is already complete.

At the top right of the section, a pill summarises the current choice (e.g. Weekly — Tue).

Start date* and End date* — type the two dates in the DD / MM / YYYY format, or click the calendar icon. The start date is when the first trip departs; the end date is when the lane closes. Both are mandatory.

3. Define the typical trip and the cargo

Below the recurrence there's the "Typical trip" section: here you describe what a single trip of the lane looks like — pickup, delivery and time windows. Truckscanner uses it as the template to generate all the trips of the recurrence.

Typical trip — Pickup and Delivery

  1. In the "Zone / area *" field of the Pickup 1 card type the location (e.g. Milano). For recurring loads you can also indicate just a city, province or region: the exact street address is defined trip by trip. Truckscanner shows the suggestions: click the right one.
  2. Same pattern for the Delivery 1 card (e.g. Bologna).
  3. "Times" is optional: if you fill it in, the times you enter act as a reference time for every trip of the lane. Dates don't appear here — they live in the "Recurrence" section.

Goods

The "Goods" section works exactly like for a spot load: you pick the type (palletised goods, bulk, intermodal, exceptional), enter dimensions, weight, quantity and the "Content", and if needed you check the special goods (ADR, ATP, HACCP, waste). The field-by-field detail is in the Create a spot load guide.

Offered price per trip (right sidebar)

In the "Offered price and payment" box the field is called "Offered price per trip*": it's the figure you propose to the carrier for each single trip of the lane, not for the whole recurrence. Leo uses this price as the base for automatic dispatching. You can also set the "Payment terms" from the dropdown.

As you fill it in, the right sidebar draws the route on the map, computes distance, duration and CO₂, and sums the weight, volume and LDM of the typical trip cargo.

4. Click "SAVE DRAFT"

The "SAVE DRAFT" button at the bottom left of the panel saves everything and closes the window. Truckscanner creates the load with the code LD-XXXXXXXX (8 random characters) in Draft status.

The new draft row appears in the list with the "Type" column set to "Recurring" (clicking it reopens the panel in edit mode). If you want to activate it straight away without going through draft state, the footer has two alternatives:

  • "DISPATCH" (yellow, on the right): publishes the load immediately and starts Leo, who will look for a carrier to propose the lane to. The dedicated dispatching guide is coming soon.
  • "ASSIGN CARRIER" (blue, in the middle): opens the dialog to manually pick a carrier you have already agreed with for the whole lane. See Assigning a carrier to a load.

For this guide we stop at Draft.

Variant: booking a vehicle

So far we've created a goods recurring load. But a recurring lane can also be a vehicle booking: you need a dedicated vehicle on the route, on a fixed cadence, and the cargo is handled by the shipper. In this case you use the "Book a vehicle" mode.

In the panel, in the "Load type" block, next to "Ship goods" there is the "Book a vehicle" tab. Click it: the "Goods" section disappears and the vehicle requirements appear in its place. The "Recurrence" section and the typical trip stay the same.

The vehicle requirements are filled in three blocks.

1. Trailer type (mandatory)

Click the "Select acceptable trailer types" field: a list with a search box opens. Tick one or more trailer types suitable for the lane (e.g. Centinato - Standard). Selecting more than one widens the pool of carriers Leo can contact.

2. Vehicle category or Loading meters + Expected weight

Here you say how much vehicle you need, in two alternative ways (the "or" separator marks them):

  • "Vehicle category" — pick a category from the "Select vehicle category" menu: the quick route when you already know the kind of vehicle you want.
  • or "Loading meters (LDM)" + "Expected weight (kg)" — you indicate how much linear space and how much weight you need to load, leaving the carrier to pick the vehicle.

You must fill in at least one of the two routes: if you don't pick a vehicle category, loading meters and weight become mandatory. Otherwise Truckscanner shows "Select the vehicle category or fill in Loading meters (LDM) and Weight".

3. Accessories and Required certifications (optional)

  • "Accessories" — a dropdown to request a vehicle with "Crane", "Tail lift" or "Pallet jack".
  • "Required certifications" — tick "Requires ADR (dangerous goods)", "Requires ATP (perishable goods)", "Requires HACCP (food goods)" or "Requires authorization (waste)" if the vehicle must have those qualifications.

From here on the flow is identical to the goods recurring load: you set the recurrence, the typical trip and the "Offered price per trip", then you click "SAVE DRAFT". In the list the load shows up with the "Mode" column set to "Vehicle" instead of "Goods".

What happens next

As soon as you click "SAVE DRAFT":

  • Truckscanner creates the load record scoped to your company (company_id = your company), with a unique code LD-XXXXXXXX and type Recurring.
  • The recurring load works as a template: it holds the typical trip (stops, goods or vehicle requirements) and the recurrence rule, but on its own it is not a transport order — it's the template the individual trips are born from.
  • The status is Draft until you click "Dispatch" or "Assign carrier".

At this stage nothing leaves the platform yet: no email, no Leo call, no notification to the network. The draft is yours and your colleagues' only. Activation happens when you leave the Draft state:

  • Dispatch or Assign carrier → Truckscanner generates the individual trips of the recurrence for the coming weeks: each trip is a load of its own, with its date and its order for the carrier. As time passes, the following trips are generated automatically up to the recurrence end date.
  • If you publish a lane to dispatching without time windows on the stops, Truckscanner shows a non-blocking warning — "Times not specified. Leo will communicate flexible times." — and proceeds anyway.

Common issues

Impact on other roles

What the other side sees

Carrier

As long as the recurring load is in Draft status, no carrier sees anything: the lane is not public on the network nor private to specific carriers, it's only yours and your colleagues'.

Carriers come in only when you activate the lane with "Dispatch" or "Assign carrier": at that point Truckscanner generates the individual trips of the recurrence, and each trip reaches a carrier as an individual transport order, with its date. See Assigning a carrier to a load; the dispatching guide for Leo is coming soon.

What the other side sees

Shipper

The shipper for whom you're organising the lane doesn't see the load in Draft status, doesn't receive automatic emails, and doesn't know you're preparing it. Their visibility on the shipments starts trip by trip, after the carrier accepts the individual order and starts the transport.

See also