Customer accounts are set up so that after a load has been booked, the load confirmation is emailed to the Bright Trucking (BT) Operations Department Email Address. Each FM has access to the Department email and can send emails with their particular email signature. Immediately after booking a load, FMs will access the load confirmation email sent to the Bright Trucking Operations Department email address.

Most times a load confirmation email will have the Rate Confirmation (RC) attached. On some occasions it may only have a link to the RC or a link to the customer’s website where the RC may be found. If the email does not have the RC attached, follow the link to download it.

Some customers may send several emails after a load is booked, so it's important to distinguish between the load confirmation email and other emails that may only be informative or a request for dispatch information. Identify and use the load confirmation email to create your master email chain. 

1. Download Rate Confirmation on the Load Confirmation Email sent to Operations Department Email Inbox

2. Reply All to Load Confirmation Email

3. Fill "Address Bar"

1. "From/To:" Fields: Main Contact for the load. This could be a single point of contact, or shared email address.

2. Carbon Copy Field: Add Bright Trucking Ops Dept and FM assigned

3. Subject Line: Add Driver Tag

4. Edit the "Meet Your Fleet Manager" Template Email

1. Replace "Valued Customer" with customer name

2. Replace "LD#...." with the load number of load being pulled

3. Fill "Information Requested" fields:

   • Empty Time/ DH miles

   • Empy City

   • Pickup City

   • Pickup ETA

5. Attach Rate Confirmation

6. Send Email

Adding Loads into LoadOps (LoadOps Help Center)

1. Upload Rate Confirmation to LoadOps

2. Fill "Customer" Dropdown

1. 1. 1. 1. Fill in “Customer Name” field

         2. Fill in “Reference Number” field

         3. Required docs should be Bill of Lading (BOL)

3. Fill "Stops" Dropdown (Pickup and Delivery)

1. 1. 1. Click the 3 vertical dots on the far left, navigate to the "Edit Reference Number" option

      2. Click into the "Reference Number" field and enter the reference number for the load. The reference number is the number the customer uses to govern the entire shipment. 

      3. Click the 3 vertical dots on the far left, navigate to the "Edit Address" option

      4. Click into the "Business Name" field and enter business name with proper syntax (Syntax: Business Name + City, Street; example: Walmart DC Johnstown, Enterprise Dr.) 

      5. Click into the "Address" field and enter the appropriate address until one populates. A populated address must be selected for the system to render the driver's predictive ETA, in the system generally and on tracking links.

      6. Click into the "Date and Time" fields and set accordingly

      7. Click on the "Notes" icon to the left of the "Date and Time" fields. Enter 1) pickup or delivery numbers , 2) shipper's notes, and 3) any other relevant information the driver may need to know.

4. Fill "Van" Dropdown

1. 1. 1. Click into the "Add notes for dispatching . . ." field and enter any special requests.

5. Fill "Rate" Dropdown

1. 1. 1. Fill in/confirm rate in the “Rate” field

      2. Add customer’s accounts payable email (located on RC) to “Internal Notes” field. 

      3. Save load.

6. Click "Overview" Tab

2. 1. 1. Change the Load ID* to the reference number of the current load. Save.

7. Click "Routes" Tab

2. 1. Assign appropriate dispatcher. Save

   2. Assign appropriate driver, tractor, and trailer. Save.

   3. Fix HOS if needed. Save.

   4. First, plan the load to the appropriate driver. Save. Then, using LoadOps predictive ETA feature, double check if the load can be delivered on time

   5. If the load can be delivered on time, assign it to the appropriate driver. Limit the number of assigned loads on any driver to a maximum of 3. If the driver has 3 loads on them already, assign the load after the driver completes their current load.

1. Edit the "On Schedule" Template Email

When someone is added to our "visibility chain" they are 1) added as a Carbon Copy (CC) recipient on the Master Email Chain, 2) added to as a recepient of alerts in the LoadOps TMS, and 3) forwarded a load's most recent update, if the load has already been dispatched. 

1. Add Inquiring Party to Master Email Chain

• Navigate to the Visibility Chain" Template Email. In the address bar add the new party as a CC recipient. 

2. Edit the "Visibility Chain" Template Email

• Edit the 'Visibility Chain" template email, choosing the phrasing of option 1) DISPATCHED if the driver has started the trip in LoadOps. Choose option 2) NOT YET DISPATCHED if the driver has not started the trip yet. If the load has been dispatched complete steps 3 and 4. If the load has not been dispatched, complete only step 3.

3. Add Inquiring Party to the  "Tracking Tab" in the LoadOps TMS