Carrier Onboarding Workflow
What is Carrier Onboarding Workflow?
Carrier Onboarding Workflow is TMS.ai's system for bringing new carrier partners into your network through an automated, customizable process. Instead of chasing down insurance certificates, W-9 forms, and carrier packets through email, you send one link that guides carriers through exactly what you need. The system handles document collection, data validation, and compliance checks, turning what used to be a week-long back-and-forth into a streamlined digital handoff.
For brokers and 3PLs managing dozens or hundreds of carrier relationships, onboarding becomes a repeatable process rather than a custom project for each new partner. You define your requirements once through customizable workflows, then the platform enforces those standards automatically for every carrier that joins your network.
How Carrier Onboarding Workflow works:
1. Configure document requirements in Settings. Navigate to Settings, select Partners under Module Settings, then add document types. Choose which compliance documents your carriers must provide: cargo insurance, general liability, WSIB (for Canadian carriers), hazmat certifications, C-TPAT certification, or custom requirements specific to your operation. Set each document type to default "Yes" or "No" based on whether it's required for all carriers or only certain types.
2. Build custom onboarding widgets for your workflow. In the Widgets section, create Partner widgets that define each step of your onboarding process. Add fields for service types, equipment capabilities, lane preferences, or any custom data you need from carriers. Arrange widgets in the sequence carriers will follow, always ending with the Submit widget as the confirmation step. Configure security settings in the External tab to control which widgets external carrier users can see and interact with.
3. Set up progress notifications. Enable the "Onboarding Completed" checkbox to receive updates when carriers finish their submission. Choose whether notifications arrive via email, in-app, or both channels. This keeps your team informed without requiring manual check-ins on onboarding status.
4. Create new partner profiles and send onboarding packets. When adding a new carrier, search the integrated FMCSA public carrier database to pre-fill verified information. Click "Onboard Partner" and configure the email settings with your reply-to address and the carrier's send-to address. Select which document types this specific carrier needs to provide (pre-checked items reflect your default settings). The carrier receives an email invitation to begin their onboarding process through a branded portal.
5. Carriers complete onboarding through the external portal. Your carrier partner receives an email with a "Begin Onboarding" link. They follow your customized widget sequence to upload documents, select their service types and equipment, and provide all requested information. The system displays all entered data in a review panel before final submission, reducing errors and incomplete applications.
6. Review and approve carrier submissions. When a carrier completes onboarding, you receive a notification through your chosen channels. Access the submission through the activity panel or notification bell. Review uploaded documents in the Documents tab, update compliance status for each requirement (Approved, Needs Review, or Rejected), verify contact information, and set the carrier's overall status to Active, Needs Review, or Rejected based on your evaluation.
What it means for you:
Your brokerage can onboard five new carriers in the time it used to take to onboard one. Everything happens in the platform where carrier data already lives, rather than scattered across email threads and file folders. When a shipper calls asking about carrier capacity, you're looking at current insurance certificates and equipment lists, not wondering if that information is still accurate.
The workflow scales without adding administrative headcount. Whether you're adding two carriers this month or twenty, each one follows the same documented process with the same compliance standards. Your team stops playing email tag about missing forms because the system won't let carriers submit incomplete applications.