Your CX Pro/Premium subscription is the best plan to be on to help your Fleet or Transport Company reach peak efficiency with our tailor-made tools and solutions. In this article, we’ll be showing you how to complete your company profile and documents, manage users, activate apps, set up notifications and alerts, integrate your Telematics, and manage your fleet via desktop or CX Fleet app.
Please note, if you're a Trustd member, you can only edit your profile on there. Click here to learn how to do that.
IN THIS ARTICLE
- How to manage your profile and documents
- How to add drivers and activate their apps
- How to add users to your company profile
- The difference between company admins and users
- How to register company vehicles
- How to integrate your Telematics
- How to add drivers and subcontractors
- How to set up notifications and alerts
- How to add extra apps and products to your plan
How to manage your profile and documents
It’s important to have the right company details on your profile along with updated documents. Other members depend on this information to be correct when doing business with you.
First, let’s start by setting up your personal profile.
Step 1) Log in to your Exchange account.
Step 2) Click on the main drop-down menu and go to ‘My Profile’.
Step 3) Complete this section carefully. Fields marked with a red asterisk (*) are mandatory and cannot be left blank.
Top Tip: For a professional touch, upload a headshot of yourself.
Step 4) Once you’re happy with all the information in your personal profile, click ‘Save’.
Now, let's show you how to complete the details of your company profile on the Exchange.
Step 1) Click on the ‘Company Profile’ tab to the far left of the screen.
Step 2) This is where you’ll add your company’s contact information, charges, trading details, billing address, about us, booking footer, delivery note details, specialist services, and more.
Keep in mind that this information can be updated at any time, but certain sections will need approval from our team before we can make them live on the platform.
- Company Contact Details
In this tab, you can add your company’s vital information like the main point of contact, address, contact number and home location which acts like a “home base” for where you’ll receive load notifications.
Remember to fill in the mandatory fields. (*)
- Charges
If you charge for waiting times, loading times, cancellations or anything else, it’s important to put this information here so your customers are aware and know how to interpret your invoice.
- Trading Details
Use this section to add your company’s VAT number, business name as it will appear on the Exchange to other members, company registration number, Operator’s Licence and your company’s payment terms. Pay very close attention to this section and make sure all the information is correct because your customer relies on it when paying your invoices.
- Billing Address
Your billing address is where you’d like your invoices to be sent to if you have a different address other than your primary one.
If you want your invoices sent to a different address, like that of your company accountant or finance department, uncheck this box and fill in the correct information in the fields provided.
- About
You can use this section of your profile to include extra information about your business that you think would come in handy for other members on CX.
Top Tip: Add a personal touch like a motto or mission statement to stand out from other companies. Another useful thing to have would be something like the number of vehicles your company operates, or a testimonial quote from a happy customer. It's a fantastic opportunity to show off your business and leave a lasting impression on a potential customer visiting your profile.
Remember to spellcheck when you’re done.
- Booking Footer
Use Booking Footers to include any useful notes that you want to draw a carrier’s attention to, like how you accept invoices and PODs.
- Delivery Note Details
This section lets you add any delivery notes that you’d like your customers to see. You could use it to personalise your services and breathe life into your business.
Top Tip: You could say something like ‘It’s been a pleasure doing business with you’, or, ‘Thanks for doing business with Spider Deliveries. Have a nice day.’
- Specialist Services
If you’re accredited in offering any kind of specialised services, you can check the boxes that apply to your company and click ‘Save’ when you’re done.
It’s important to keep this section regularly updated as your customer might be looking for additional services and it’s great for your company’s business opportunities if you can offer them.
- Settings
Make sure you agree to the Member Charter. Essentially, the Member Charter is CX’s Rules, Regulations and General Policies on how to operate safely, fairly and successfully on the platform. All members must read and agree to this as we strive to make CX an equal trading ground for all transport professionals.
The other settings are specific to the platform functionalities. Here’s what they mean:
Driver/ Carrier must confirm acceptance: When receiving a load, you have the option to confirm that you accept it rather than having it automatically allocated to you.
Allow Load Reminder: This setting enables a pop up for reposting a load.
Show Notification Bar: You can choose to hide/unhide the notification bar found at the bottom of the screen on the desktop version of the platform.
Show Average Speed for My Loads in Replay: Selecting this setting means you’ll see this in your diary when you view the replay.
Accept eQuotes by Default: This means you allow our system to automatically accept the electronic quoting functionality on the platform.
Receive Quotes E-mail Notifications: You’ll be alerted about any load quoting activity on your account via email.
Show Full Post Code for Posted Loads: By default, the platform only shows the area code, e.g. HA1 rather than HA1 5FR. Checking this box will allow you to see the full postcode of a posted load.
- ETA Settings
Adjust your Estimated Time of Arrival (ETA) rules for your carriers.
- Tracking Providers
Select the Telematics providers your company uses. If your provider is not on this list, check the box that says, ‘None’ and then check the box that says, ‘Other’. In the box provided, type the name of your tracking provider.
- Company Logo
Add your company logo so other members on the Exchange can easily identify your company from others.
Once you’re happy with all the information in your profile, click ‘Save’.
And finally, let’s upload your business documents.
Step 1) Click on the ‘Business Docs’ tab on the left menu.
Before we move onto the next step, please read the list below of the required documents to operate as a Company on the Exchange:
If you’re operating as a CX Company, please upload:
- Goods in Transit Insurance (Over £5k)
- CMR if you have a Euro access bolt-on
- Vehicle Insurance (Courier Use OR Hire or Reward)
- Driving licence or Licence Code from DVLA
- 2 x Proof of Address
- If you are registering as an Incorporated Business, we will need your ‘Certificate of incorporation.’
If you’re operating as an HX Company, please upload:
- Goods in Transit Insurance (Over £5k)
- CMR if you have a Euro access bolt-on
- Operator’s License (2 x Proof of Address not required if Operator’s License is supplied)
- Vehicle Insurance (Courier Use OR Hire or Reward)
- Driving licence or Licence Code from DVLA
- If you are registering as an Incorporated Business, we will need your ‘Certificate of incorporation.’
Step 2) Click on ‘Add Document’ to upload a new document.
Step 3) Next to where it says, ‘Document Name’, either start typing the name of the type of document you’re uploading or choose from the list.
Step 4) Enter the expiry/renewal date.
Step 5) Click on ‘Browse’ search for the document on your device.
Step 6) Once you’ve found the right document, upload it and click ‘Save’. If it was uploaded successfully you should see it in your documents list with a green icon next to it.
Green icons mean the document is still valid/hasn’t expired.
Red icons mean the document is no longer valid/has expired.
Step 7) To add more documents, repeat this process.
The document verification process takes 72 working hours. There’s no need to call us during this time.
If we need any other information from you, we’ll be in touch.
How to add drivers and activate their apps
Now that you’re finished completing the important information about your company, you can move onto setting up a driver’s profile and activating their app so can allocate loads to them.
A key thing to keep in mind:
Your company admin will be using CX Fleet app to manage the fleet/company vehicles, but your company’s drivers will be using the CX Driver app to manage their diary and bookings.
Step 1) Click on the 'Drivers & Vehicles’ tab.
Another way to get here is to click on the ‘Company Drivers’ tab on the left if you already have the menu open.
Step 2) Click on ‘Add Company Driver’.
Step 3) Fill in your company driver’s details and click ‘Save’ when done.
Step 4) From the ‘Mobile Option’ drop-down, select ‘FREE’ if it’s the first time you’re activating an app for a driver. If you’ve already activated an app for a driver, when you add other drivers, choose ‘Plus’ or ‘Standard’ from this menu for them.
Free apps don’t require activation. Plus or Standard apps will need to be activated by Customer Service. You can call them on 0208 896 6722 to do this.
*Plus will make your driver visible to the general Exchange. Standard will make the driver only visible to your company.
Step 5) Choose a username and password for the driver.
Step 6) Click ‘Save’ when done. Your registered driver should appear in the Company Driver list. To add another driver, repeat the same process.
How to add users to your company profile
Step 1) Click on the ‘Users’ tab in the menu.
Step 2) Click ‘Add User’.
Fill in the user’s information and create login credentials for them.
Please note: The CX Pro subscription allows a maximum of 20 users at a time. If you reach this limit and need to add more users, you can do so at the cost of £3 per month which can be arranged with your Account Manager.
Step 3) Click ‘Save’ when done.
The difference between company admins and users
Company Admins:
- Can add, edit and delete subcontractors or drivers on the account.
- Can sign and view company documents like insurance or licenses and make general decisions for the account.
Company Users:
- Cannot add, edit or manage subcontractors or drivers on the account.
- Cannot make any changes to a personal profile or the company profile.
How to register company vehicles
Step 1) Click on the ‘Company Vehicles’ tab on the left menu.
Step 2) Click on ‘Add Vehicle’ to add a new company vehicle.
Step 3) Complete all the fields. The ones marked with a red asterisk (*) are mandatory and cannot be left blank.
Step 4) If you have any documents for the vehicle that you’d like to upload, you can do so here. These documents will not be visible to the general Exchange, but only to users on your account.
Type in the document name as well as its expiry/renewal date. Click on ‘Browse’ to search for the files on your device. Once you’ve found the file you’re looking for, upload it and click ‘Save’ when done.
Step 5) If your upload was successful, you should see the document displayed in the ‘Uploaded Documents’ list below.
If nothing is showing, we recommend trying again and making sure the document you’re trying to upload isn’t longer than 50 pages.
How to integrate your Telematics
Step 1) On the ‘Company Vehicles’ tab, you’ll see the following question at the top of the company vehicles list:
Step 2) If you click on the hyperlinked word ‘here’, it will take you to the ‘Vehicle Tracking’ tab where you’ll start integrating your Telematics provider with the Exchange.
Step 3) Telematics integration is included in your subscription plan and we integrate with all the major providers. If you don’t see your provider in this list, check the ‘None’ box and then the ‘Other’ box and type the name of your provider.
Once you’ve indicated which provider you use and clicked ‘Save’, please get in touch with our team on 0208 896 6722 so we can help you set this up.
How to add drivers and subcontractors
You can have existing members on the Exchange added to your own list of subcontractors when you need them. You can do so in the ‘Drivers and Subcontractors’ tab. 
Step 1) Click on ‘Add Subcontractor/Carrier’
Step 2) Select the type of subcontractor you’d like to add. You can choose to add a sole trader or someone who operates a fleet of vehicles.
Step 3) Use the search tab to find the sole trader by name, number or email address.
Step 4) Once you’ve located them, click on their name.
Step 5) Double check that you have chosen the right Exchange member to add as a subcontractor and click ‘Add a Sub-contractor' when done.
Step 6) Click on ‘Pending Setup’ to see all the members who still need to accept your request to add them as a subcontractor.
Step 7) If the member is still in this pending list, you can resend the invitation if you think they didn’t see the request. 
Step 8) To remove someone from this list, click the red crosses next to their name.
Step 9) Once they accept your invitation, they will appear in your subcontractor list. Here you can edit their details if you need to or click on the red crosses to remove them.
How to set up notifications and alerts
Notifications, also known as ‘Load Alerts’, are a key feature of CX. They’re real-time notifications about loads that are relevant to your company vehicles, sent via the CX Fleet app, CX desktop platform, email or SMS.
Why load alerts are important
Without load alerts being sent to you, you’d have to manually search for them every time you wanted to quote.
Notifications are also necessary for CX’s Future or Return Journey functionality to work, which contribute towards reducing dead mileage and making your vehicles more profitable on the Exchange.
How notifications work on CX
An important thing to remember: once a load has already been sold to a carrier, it will no longer be visible in the mobile app’s load feed.
The load alerts you receive have been appropriately matched to the details you’ve put about your vehicle types, home location, and the radius in which your fleet is willing to complete loads in.
There are three ways that CX makes sure you’re receiving relevant alerts:
1. Alerts based on your home location
Your home location can be customised in your settings. Setting a home location means you’ll receive load alerts for opportunities within the radius you’ve chosen. This function can also be turned off if you wish.
Alerts based on GPS tracking
If you have access to the CX Fleet app or have integrated your fleet’s tracking with the Exchange, you will be sent load alerts based on your current location.
If you happen to notice that you aren’t receiving certain notifications from CX via the mobile app, it’s likely that either there is no work available in the immediate area, or you need to be within a certain radius defined by the load poster.
Alerts based on Journeys
You’ll also receive notifications based on the ‘Journeys’ function.
You can manually set up a future journey via the desktop platform by clicking ‘Return Journeys’ from the top menu.
- ‘Going Home’ will set a return journey back home. You’ll start to receive load alerts based on your availability and predicted route home.
- ‘Going To’ or ‘Future Journey’. You can set an upcoming journey before reaching a delivery destination. This is useful because you’ll receive load alerts for that location before arrival.
Alternatively, you can do it via the CX Fleet app:
Step 1) Log in to the CX Fleet app.
Step 2) Tap on the ‘Journeys’ tile.
Step 3) Tap on the ‘Future Journey’ option.
Step 4) Complete the information and tap ‘Save’ when you’re done.
Adding or changing your Home Location:
If you need to add or change your home location, you’ll need to log in to the CX platform as this can’t be done via CX Fleet app.
Step 1) Click on the drop-down menu. 
Step 2) Click on ‘Company Profile’.
Step 3) Click on the ‘Notifications’ tab to your left.
Step 4) Enter your home or office details and select the radius you would like to receive load alerts for around in this area.
You can also use the ‘Draw Your Home Notification’ tool to create more specific boundaries within an area. For example, if you live in London, you could draw an area around where you wish for pickup locations to start.
Click on the pentagon icon on the map to bring up the drawing tool.
Click within the circle to start drawing your desired notification area.
Alternatively, you could use the ‘Draw Your Home Notification’ tool to exclude an area within a radius from your home.
This can be done by clicking the box ‘Stop load matches within the selected region/radius’, which can be found below the Home Notifications map.
Set the minimum and maximum size of vehicles for load alerts you would like to receive.
Don’t forget to click ‘Save’ when you’re done.
International load notifications
If you’ve purchased the Europe Access bolt-on for your subscription, that means you can use this setting to receive load notifications going outside of the UK.
How to add extra apps and products to your plan
Pro subscriptions come equipped with 1 driver app and 1 management app, which would be the CX Fleet app.
Premium subscriptions come 2 driver apps and 1 management app.
To add an additional mobile app to your plan, you first need to have a driver registered on your company profile so you can allocate that app to them.
Here’s how to add additional apps to your subscription:
Step 1) Select 'Drivers and Vehicles' from the top-right menu.
Step 2) Click on 'Company Drivers' on the far left and enter the details for the driver that will be using this additional app. These credentials must be different from the ones you use to log in. 
Under 'Mobile Option', choose 'Standard', 'Plus' or 'FREE' according to your subscription level.
If you choose 'Plus', this means that the driver will be visible to anyone on the Exchange.
If you would prefer only your company to have visibility of the driver, choose 'Standard' and create a unique username and password for the driver who will be using this app. These credentials must be different from yours that you use to log in to the Exchange with.
Once completed, a member of our staff will need to activate the secondary/additional account(s). Additional apps, depending on the type of subscription, are charged at a rate of £9.99 per month per app.