Introduction
Instructions and notes tell the carrier and driver what they need to know to move a vehicle, such as gate codes, contact rules, business hours, or required photos. Where you add them depends on whether you post the order in Shipper TMS or create the load in Carrier TMS. This article shows where each field is and who sees it.
Where Instructions and Notes Show Up
| Where you add it | Field | Who sees it |
|---|---|---|
| Shipper TMS order | Notes for pickup and delivery (under Dates & Notes) | The carrier after they accept the load offer, and the driver once the load is assigned |
| Shipper TMS order | Loadboard Instructions (up to 500 characters) | Carriers viewing the load on the Super Loadboard |
| Carrier TMS load | Driver Instructions | The driver, in the Driver App |
| Carrier TMS load | Notes for pickup and delivery | The driver, in the Driver App |
For Shippers: Add Instructions in Shipper TMS
Step 1: Open the Order
- Create a new order, or find an existing order on the Orders page and click the pencil icon (Edit order).
Step 2: Add Pickup and Delivery Notes
- In the Pickup and Delivery sections, find Dates & Notes.
- Add anything the driver needs at that stop, such as a gate code, a contact to call on arrival, or where to find the keys. Each Notes field holds up to 2,000 characters.
Step 3: Add Loadboard Instructions
- In the Instructions section, add Loadboard Instructions for carriers deciding whether to book the load. You can use up to 500 characters.
Step 4: Save the Order
- Click Save. When you're ready, click Post to SLB to post the load to the Super Loadboard.
Important: If a vehicle doesn't run, mark it as inoperable on the vehicle instead of only writing it in the notes. Carriers filter the Super Loadboard by vehicle condition, so a note alone is easy to miss. See Operable vs. Inoperable Vehicles (INOP).
For Carriers: Add Instructions in Carrier TMS
Step 1: Open the Load
- For a new load, click + Add Load on the Loads page and choose Fill In Manually.
- For an existing load, open the load and click Edit.
Step 2: Add Driver Instructions
- In Load Details, enter instructions that apply to the whole load in Driver Instructions.
Step 3: Add Pickup and Delivery Notes
- In Pickup Information and Delivery Information, use Notes for stop-specific details like gate codes, contact instructions, or hours of operation.
Step 4: Save the Load
- Click Save. Changes sync to the driver's Driver App automatically.
Tip: Keep notes out of the address fields. Always pick the address from the suggestions list so it geocodes correctly for distance, GPS tracking, and the Online BOL.
What the Driver Sees
In the Driver App, instructions and notes appear at the top of the load details screen. The notes shown change with the load's status:
| Load status | What the driver sees |
|---|---|
| New | Instructions + pickup notes |
| Picked Up | Instructions + delivery notes |
| Delivered | Instructions only |
Note: This layout is in Driver App version 3.3.11 and later. If a driver doesn't see instructions at the top of the screen, have them update the app.
Next Steps
Share this with your drivers so they know where to look: