Getting started guide | Convoy

Getting started guide

The Convoy Shipper Platform provides you with the tactical tools for booking shipments as well as deep market insights to help you make smart buying decisions. In this document you will find step-by-step instructions on all this and more.

Table of Contents

1. Logging In

The first step in accessing all that Convoy has to offer.

1. Navigate to and bookmark the page for easy access!

2. Log in using your email address and password.

If this is your first time logging into the Convoy platform, click <Forgot Password> and enter in your email address to have a password creation/reset link sent to your inbox.

3. Once you have successfully logged in, you will see the ‘Book Shipment’ page.

In sections 2 through 6 you will find information on how to navigate Convoy and access a variety of information.

2. Market Outlook

Convoy provides curated analysis of the current trends affecting the market to help you make smarter buying decisions.

1. Go to Home

The top panel breaks down market updates by region. 

2. Open up a region

<Click a Region Name>

Market Supply Index is a leading indicator for the market and tells you how easy it is to book a truck at the current market rate.

Freight Impacts shows the seasonal impacts that are affecting freight in the region (ie Produce Season, Hunting Season etc.)

Expert Analysis is a curated overview of the factors impacting capacity, updated weekly.

3. Review National Impacts 

Click in to each impact to learn more about how it will affect your business.

3. Pulling a Quote

Convoy allows you to instantly quote shipments and determine if this is the right price for you.

1. Go to the Quote Page

Click <Get a Quote>.

2. Enter the Pickup and Dropoff locations

Insert the pickup and delivery information. This can be a specific address or a city, but must be selected from the appropriate auto-complete dropdown so that the Convoy system can verify the location.

3.Enter the Pickup Date and Time

Under Pickup Date and Pickup Time click <edit> and place the appropriate date and time information.  If you are not sure of an exact appointment times please estimate availability. If pickup is a window choose the time at the end of the window.

Ex. Pick up is First Come, First Serve from 08:00  to 15:00, choose 15:00.

4. Enter Dropoff Date and Time

Repeat this step for the Dropoff Date and Dropoff Time.

5. Enter Trailer Type

The system defaults to Dry Van, but you can change this by clicking <edit> under Equipment and then selecting the appropriate truck type.

6. Enter Accessorials

Similarly, accessorials default to None but you can add requested accessorials by clicking <edit>. This will bring you to a checklist of available accessorials, choose all that apply.

7. View Quote/Book Shipment

Once all of the information has been added, you will see a quote on the right side of the screen. You can go back and edit any information and the quote will auto-update to reflect these changes!

Note: Pricing is based on a variety of factors and the rate will change when you put in more specific pickup and dropoff information, or pull the quote at a different time.

8. Click <Create this Shipment> 

If you like the rate you see and want to book the shipment, click <Create this Shipment> and this will auto-populate the information you already filled out.

4. Booking a Shipment

Follow these steps when booking a shipment to make sure we have all the details to get your shipment delivered.  

1. Click <New Shipment>

Note: For a couple tips on how to speed up the shipment building process, head to Section 4: Quick Tips for Load Building.

2.Create Pickup and Dropoff Profiles

Click <Add > and then fill out the Location Name and Address for both pickup and dropoff. Be sure to select the autocomplete option so that the Convoy system can verify your address.

Enter Other Fields

Contact name: This is the contact information for the facility.

Notes for the driver: This is where you put any relevant information that the driver will need to successfully complete pick up (ie Special instructions, PO and pick up/delivery numbers, additional points of contact or facility details).

You may be asked to verify one or both of your addresses. If this happens, review the suggested address and hit <Save> if it looks good to you. If you need to make an edit click the <Back> button and you can update the address manually.

3. Choose Truck Type

Next up, choose your truck type. You can check one box or multiple.

Ex. A dry van load that can also go on a reefer should have both Dry Van and Reefer checked off.

4. Shipment size and details

The Job Reference/PO# in the upper right hand corner is the number that you use internally to reference the shipment. This is often referred to as the Shipment ID.

Describe your Load

There are three ways to describe your load:

# of pallets/items – If you know the exact number pallets this is a great way to share specific information about the contents of the load.

Deck space (linear ft) – Best when describing flatbed loads shipping construction materials.

Full truckload – Used when you only know the approximate weight of your load.

Please put the commodity description in the Describe your load section so that drivers have more information regarding the load.

5. Required accessorials and certifications

Any additional requirements for the load should be checked off here. You can choose one accessorial or multiple depending on what applies.

6. Schedule pickup

There are three options for scheduling.

Window – Facility will load drivers first come first serve during an expanded window.

Appointment – An appointment has been scheduled for a specific time.

Need appointment – You have the scheduling information for the facility but an appointment needs to be set by Convoy.

7. Schedule Dropoff

The same options are offered for scheduling dropoff. Choose the proper scheduling type and fill out the necessary information.

8. Review Shipment Summary

Once all relevant information has been filled out, a shipment summary will be generated to the right side of the page, including a rate and map overview of the shipment route.

Note: If you do not see a rate, one of the pieces of information in previous steps is likely missing – make sure to double check!

9. Add Notification Recipients

Click <Book Shipment>. Here you will have the opportunity to add team members or other relevant parties to receive email notifications.

10. Book Shipment

Click <Confirm> when you are ready to officially book your shipment. Once done, Convoy has the load in their system and will start sourcing a truck.

To keep an eye on your shipment progress, review Section 4: Getting A Shipment Status Update.

5. Quick Tips for Load Building

These quick tips will help speed up your load building process.

Start from Quote Tool

When you pull a quote you can click <Create this Shipment> at the end and this will auto-populate the information you already filled out.

Build From Previous Shipment

In the top menu bar, you can click <Start From a Previous Shipment> and select a load you already built that has similar details, this will auto-populate the load building page with the previous information.

Copy to New

On the ‘Shipment Details’ page you can click <Copy to New> and this will auto-populate the load building page with your previous shipments details.

6. Account and Notification Settings

This is where you can update contact information, customize email and SMS notifications and more!

1. In the top right corner click on your name and then choose Settings from the drop down menu.

You are now at a page that provides a variety of information about your account.

Here you can change your personal information, company address and login settings.

2. To update notification settings, click <Notifications>.

3. The default setting when you sign up for Convoy is to receive notifications on all shipment updates.

4. You can choose how you would like to receive updates on the various stages in the shipment cycle by checking the relevant boxes.

Note: SMS messages will only be received if your cellphone number is listed as the primary contact number in your profile.

5. A small window will pop up in the bottom left corner to confirm that your changes have been saved. Once you see this, you are good to go! You can navigate back to this page anytime and experiment with different notification settings.


We are here to help! Call (206) 971-1237 or email