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Add and Manage Invited Haulers in the TruckIT Portal

Learn how to add Invited Haulers, manage your preferred haulers list, and organize haulers with filters.

Use this article to add and manage Invited Haulers in the TruckIT Web Portal.

Invited Haulers are outside hauling partners your company works with. Adding them to TruckIT helps your team organize approved haulers, keep partner information up to date, and find the right hauler when assigning work.

Before you begin

Make sure you are logged in to the TruckIT Web Portal.

Before adding a new third-party hauler, confirm the hauler’s:

  • Company name
  • Contact name
  • Email address
  • Phone number
  • Region or market, if your company uses regions
  • Any internal naming format your team uses

Open the Haulers settings

1. Log in to the TruckIT Web Portal.
 
2. Go to My Company.

 

3. Click on the Settings icon.

 

4. Select Settings. 

 

5. In the left-side settings menu, click Haulers.
 

 

From the Haulers screen, you can manage your company’s hauler list, add new haulers, remove haulers, and manage hauler filters. 

Add an Invited Hauler

1. From the Haulers screen, find the option to invite a new hauler.

2. Enter the new hauler’s information.


3. Review the hauler details for accuracy.

4. Click Save.

TruckIT will send the hauler an email invitation and the Invited Haulers will be added to your hauler list once they set up their account. You can see the email template sent to them here. 
 

Manage your preferred haulers list

Your preferred haulers list helps your dispatch and operations teams find commonly used or approved hauling partners faster.

From the Haulers screen, you can manage your preferred haulers list by:

  • Adding new haulers
  • Deleting haulers
  • Reviewing existing haulers
  • Adding hauler filters
  • Editing existing hauler filters

Keep this list clean so your team does not have to sort through outdated, duplicate, or inactive hauler records.

What are hauler filters used for?

Hauler filters help organize third-party haulers so your team can find the right partner more quickly.

Filters may be useful for:

  • Region
  • Market
  • Service area
  • Truck type
  • Preferred partner status
  • Customer relationship
  • Project relationship
  • Specialty hauling needs

Use filter names your dispatchers and admins will understand. Avoid creating too many filters unless they clearly help users find haulers faster.

When to add an Invited hauler

With this option, you won't need to manage their account, you will only dispatch to the Invited Hauler and request the number of trucks needed on each job. Add an Invited Hauler when your company works with an outside hauling partner that should be available in TruckIT. 

Common examples include:

  • A subhauler your company uses regularly
  • A preferred hauling partner
  • A hauler needed for a specific project
  • A subcontracted trucking company
  • A regional partner used by dispatchers
  • A hauler your team needs to organize, filter, or assign

Best practices for managing Invited Haulers

Keep hauler records consistent and easy to search.

Recommended best practices:

  • Search for the hauler before adding a new one.
  • Use the hauler’s official company name.
  • Avoid duplicate hauler records.
  • Add filters only when they help users find haulers faster.
  • Remove or clean up inactive haulers when appropriate.
  • Confirm contact details before saving.
  • Use consistent naming across regions or markets.
  • Review your preferred haulers list regularly.

For example, avoid creating multiple versions of the same hauler name, such as ABC Trucking, ABC Trucking LLC, and A.B.C. Trucks, unless those are truly separate companies.

Troubleshooting

I do not see the Haulers option
Users with the appropriate company permissions can add and manage invited haulers. You may need to request for admin permissions. If you do not see My Company, Settings, or Haulers, contact your company administrator or TruckIT Support.

The hauler did not receive the invitation email
Confirm the email address was entered correctly. Ask the hauler to check their spam or junk folder. If the issue continues, contact TruckIT Support.

I added the wrong hauler name
Open the hauler record and edit it if editing is available for your account. If you cannot edit it, you can either conctact TruckIT suppport and ask them to edit it, or remove the hauler and invite them again with the correct information.

I cannot find a hauler when dispatching
Check your preferred haulers list and any active filters. The hauler may not be added, may have been removed, or may be hidden by a filter.

I see duplicate haulers
Review both records before deleting one. Keep the record your team uses most often, then remove or clean up duplicates as needed.