When you’re operating multiple vehicles on the Exchange, you need to have something that gives you full control over their location, availability and progress on completing loads, right at your fingertips. That’s where My Fleet and the CX Fleet app come in.
IN THIS ARTICLE
2. How do I find loads for my fleet?
- How to find loads on desktop
- How to find loads on the CX Fleet app
- How to quote on loads via desktop
- How to quote on loads via the CX Fleet app
- How to know if you’ve won a load
- Why you didn’t win a load
- How to allocate loads
- How to post loads (desktop and CX Fleet app)
- How to manage eQuotes (desktop and CX Fleet app)
- How to book direct (desktop and CX Fleet app)
- How to find available vehicles (desktop and CX Fleet app)
- How to add a booking footer
1. How do I manage my fleet?
How to manage your fleet on desktop
To get to the control view, click on the ‘My Fleet’ tab in the main menu.
Next, we’ll take you through all the features of the My Fleet tab on the desktop so you can understand what everything does.
1. Management views
You’ll see the following options: ‘Manage My Fleet’, ‘All Vehicles’, ‘Own Vehicles’, and ‘Drivers & Vehicles’. Switching between these views shows you different things.
Manage My Fleet – this button acts as a shortcut to help you efficiently manage different aspects of your fleet like adding subcontractors, company drivers, and more.
Clicking on the ‘Show My Fleet’ button again will take you back to the main vehicles list view.
All Vehicles – this shows you the list of all vehicles operating in your fleet, including vehicles owned by your company and subcontractor vehicles.
Own Vehicles – this view shows you a list of all the vehicles your company owns.
Drivers & Vehicles – a list of all your company’s preferred subcontractors.
2. Tracking indicator
When the Exchange is tracking a vehicle through the mobile app, you'll see a grey truck icon appear next to the name of that vehicle.
If it isn’t visible next to the name of your vehicle, it means the driver doesn’t have their mobile app open or has their GPS tracking turned off.
3. Vehicle Details
The first two columns show you the vehicle’s name and size.
4. Vehicle Status/Availability
The ‘status’ column shows you all the statuses of your vehicles so you can see who’s on a break, transporting a load, or waiting for a load to be allocated to them.
If you want to change the availability of all your vehicles simultaneously, check the box at the top that says, ‘Update your fleet status’.
After you’ve checked this box, you should see all the vehicles highlighted together.
Now you can choose what status to apply to all your vehicles from the list provided.
5. Current location/ Last tracked location
This column shows you the most current location the Exchange tracked a vehicle.
6. Adding Future positions and Journeys
Here you can enter the future position of your vehicle. For example, if you know that the next location or postcode your vehicle is going to be at is “X”, you enter these details here.
To add a future journey for your vehicle (an upcoming journey with a departure and arrival point), click ‘Add’.
Next, enter the details of the vehicle’s future journey and click ‘Add Journey’ when you’re done.
7. Controlling the visibility of your vehicles
This column lets you customise who you’d like your vehicles to be visible to. This could be your own private groups or the general Exchange.
8. Switching on/off notifications for specific vehicles
This lets you choose if you want the driver of that vehicle to receive notifications or not.
9. Distribution List
A Distribution List is your choice of members that you’d like to form into a group. You can choose to advertise vehicles and post loads to the Distribution List you make.
In addition to this, you can isolate loads posted on the Loads board and vehicles advertised on the vehicle activity view by selecting the Distribution List from the search panel on the left.
How to manage your fleet on the CX Fleet app
CX Fleet puts you in full control of all your vehicles your anytime, anywhere.
Here's what you can do with CX Fleet:
- Allocate loads to yourself or your drivers
- Set driver availability status and post their return journeys on their behalf.
- See available loads concerning your tracked vehicles
- Manage documents and reduce admin time with digital invoicing
To manage the availability status of a vehicle in the Fleet app:
Step 1) Tap on the ‘My Fleet’ tile.
Step 2) Find the vehicle you’d like to work with. Tap on the three vertical dots to the right of the vehicle card to open the actions menu.
Here you either have the option to update its status or see load matches and who’s nearby.
Step 3) If you’ve chosen ‘Update Status’, complete the fields and tap ‘Done’.
Step 4) If you’ve chosen ‘Load Matches & Who’s Nearby’, you’ll see suitable loads for that vehicle in the vicinity and the number of vehicles in the area that vehicle is located.
Load matches:
Who’s Nearby:
2. How do I find loads for my fleet?
Being on a Pro or Premium plan comes with many benefits for you and your company on the Exchange. You have two ways in which you can view load opportunities for your fleet via desktop, as well as two ways on your handy CX Fleet app.
IN THIS SECTION:
- How to find loads on desktop
- How to find loads on the CX Fleet app
- How to quote on loads via desktop
- How to quote on loads via the CX Fleet app
- How to know if you’ve won a load
- Why you didn’t win a load
- How to allocate loads
How to find loads on desktop
There are two ways you can search for loads for your fleet on the desktop version of the platform. Let’s go on to see what they are.
Click on the ‘Loads’ tab on the top menu.
As you can see in the bar above the map, you have two viewing options:
1. List View
2. Interactive Freight Radar Map
How to search for loads using the List View
As the name suggests, this type of view shows you all the load results in a list view, based on the search filters you’ve applied.
Step 1) By using the ‘search loads’ filter to the left of the screen, it narrows down the suitable loads available to you.
Step 2) To start searching for a load, enter your ‘From’ and ‘To’ location and adjust the radius you’re willing to pick up loads in.
Step 3) Adjust the minimum and maximum filters using the drop-down list to match your vehicle, so the system doesn’t show you loads greater than what your vehicle can carry.
We suggest setting the minimum filter slider to a smaller vehicle size to keep your options open.
A good idea would be to click ‘Save as Default’ so you don’t have to re-key the same data when searching for loads.
Step 4) Use the date filter to customize results based on your availability, freight preferences, and body type. Remember, the search results will reflect all filters applied. The more filters you add, the narrower your search results, meaning you’ll see fewer loads on the feed.
Step 5) At the top of the ‘Search Load Results’ tab, you can view loads that are ‘on-demand’, ‘regular’, and ‘daily hire’.
On Demand – Loads that are posted as and when they are needed.
Regular Load – Loads that have a regular posting schedule like every Monday to Friday, available on each of these days.
Daily Hire – Loads that require your services for a full day.
How to search for loads using the Interactive Freight Radar Map
Here’s what you should see after you’ve selected the Interactive Freight Radar Map view:
The stars with numbers represent ‘clusters’ or groups of loads posted in the same area. An arrow indicates a single load.
If a star or arrow is turquoise in colour, it means the loads have been posted within the last few minutes. If a star or arrow is purple, it means the load was posted over 10 minutes ago.
By hovering over the stars or arrows, it shows you where the load is going to.
By clicking on a star, it will show you all the loads in that cluster:
From here, you can see more details about the load like the pickup times, weight, dimensions, payment terms, the urgency of the transportation, and the ideal vehicle type required for the booking.
Once you’ve found a load you’d like to quote on, you can do so from this window by clicking on the green ‘Quote Now’ button which will open the quote form.
Fill in your details and click ‘Submit Quote’ when you’re done.
How to find loads on the CX Fleet app
There are two ways you can find loads for your fleet using the CX Fleet app.
1. Load Alerts
2. Manual Search
How to find loads with Load Alerts
Before you can start receiving load alerts on your mobile from the CX Fleet app, you need to make sure your settings are correct.
Step 1) Log in to the CX Fleet app.
Step 2) Make sure your GPS tracking is enabled.
Step 3) Open the drop-down menu on the left of the screen and tap on ‘Settings’.
Step 4) Under ‘Notifications Setting’, make sure ‘Notify when tracked’ is enabled. Under ‘Push Notifications’, tap on ‘Load Alerts’.
Step 5) Make sure ‘Allow Notification’ is enabled and under where it says, ‘When the App is running’, make sure ‘Show banners’ is enabled too. If you want the alerts to make a sound, enable ‘Allow sounds’.
All applications on your mobile phone send you notifications in the form of banner alerts. When the Exchange notifies you of newly posted loads, you’ll be notified in this very same way. You’ll see a banner appear at the top of your mobile phone.
Step 6) Tap on the banner to open the load notification.
Here you can see the details of the load, the payment terms, name of the customer’s business and type of vehicle needed.
Step 7) Tap ‘View on Map’ to get a better idea of the distance to pick up.
Step 8) In this example, there is no green ‘Quote Now’ button available, which means the member doesn’t want electronic quotes. They’ve included their phone number, which means you can either message them on the app or call them directly about the load.
Top Tip: Don’t forget to have the load ID and your member ID ready when you call them.
If the member does accept eQuotes, you will see the green button ‘Quote Now’ on the load notification.
Top Tip: Make sure you read their notes very carefully. In this example, they’ve said ‘EQUOTES ONLY’, which means you have to respect that request. If you start calling or emailing them, it’s unprofessional.
How to find loads with Manual Search
Another way you can use the CX Fleet app to find loads is by running a manual search from within the app itself.
Step 1) Log in to the CX Fleet app.
Step 2) Tap on the ‘Loads’ tile.
Step 3) Tap on ‘Alerts’. The red icon with the numbers indicates the number of new load alerts.
Step 4) This will open the alerts feed where you can browse the loads you’d like to quote on.
If you have precise requirements for the load and would like to run a manual search, go back to the 'Loads’ tile and tap on ‘Search Loads’.
Enter your search criteria and tap ‘Search’ when done.
How to quote on loads via desktop
Step 1) Click on the ‘Loads’ tab on the main platform menu.
Step 2) Enter your search criteria for the load using the filter panel to your left.
If you’re viewing your search results with 'List View’ applied, this is what you’d see:
If you’re viewing your search results with Interactive Freight Radar Map’ applied, this is what you’d see:
It doesn’t matter what view you choose to use. The quoting process remains the same.
Step 3) Once you’ve found a load you want to quote on, click the green ‘Quote Now’ button.
List View:
Click on ‘Quote Now’.
Complete the quote form and click ‘Submit Quote’ when done.
Interactive Freight Radar Map:
Click on the cluster or arrow to expand the load cards.
Click on ‘Quote Now’.
Complete the quote form and click ‘Submit Quote’ when done.
How to quote on loads via the CX Fleet app
Step 1) Open the CX Fleet app.
Step 2) Tap on ‘Loads’.
Step 3) Tap on ‘Alerts’.
Step 4) Find the load you want to quote on. If the member allows electronic quotes (eQuotes), you will see a green button that says, ‘Quote Now’. Tap on it.
Step 5) Complete the quote form and tap ‘Submit Quote’ when done.
How to know if you’ve won a load
In most instances, the load poster will call you or send you a message to let you know that they’re allocating a load to you. But this is not always the case. You should monitor your CX Fleet app or desktop alerts regularly if you’ve actively been quoting to ensure you don’t miss a booking.
How to know if you’ve been allocated a load:
If you’re on the desktop, you will receive a confirmation notification in the Live bar at the bottom of the screen.
If you’re using the mobile app, you’ll receive a banner notification that the load has been allocated to you. The ‘Bookings’ tile will also have an indicator showing you that you have a new booking.
Top Tip:
You can also opt-in to receive email notifications if you prefer. To do this:
Click on ‘Company Profile’ under ‘Settings’.
Click on ‘Notifications’.
Check the box that says, ‘Send new load alerts by email’ and enter your email address. Click ‘Save’ when done.
Why you didn’t win a load
6 factors influence your success rate on winning loads:
1. Feedback – Members will review the feedback you receive by other members that you’ve worked with. Make sure that the other member completes your feedback submission after you’ve delivered a load so you can build an attractive profile and reputation. When members can see that you’re doing good work, you’ll start to win more and more loads.
2. How close you are to the collection point – If you’re only a short distance away from the pickup point, make sure you communicate this to the load poster in the quote you submit. If they know that you’re closer than other members, it could improve your chances of having the load allocated to you.
3. Price – Finding the right pricing (sweet spot) takes practice and is ever-changing. The industry dictates the pricing structure overall. Start with the price you think the load is worth. If you’re unsuccessful a few times at this price, try experimenting until you start to win loads.
4. Visibility of your vehicle – Both via tracking and images. If a member can see where you are and the condition or capacity of your vehicle, then this may improve your chances of winning the load.
5. The personal touch – Sometimes members prefer to have a phone conversation with you to gauge whether you’re suitable for the load or not. This is especially the case if you’re new to the platform and have little to no feedback. Unless they explicitly request eQuotes, try giving them a call and introducing yourself first.
6. Network – Use the directory to reach out to local companies that are regularly posting loads in your area. Introduce yourself and give them your contact details. Building relationships is a key part of the Exchange. When a company knows you and likes the work you do, the more likely they are to approach you directly.
How to allocate loads
For a load to appear in someone’s bookings, it must be allocated to them either on the desktop version of the platform or via the CX Fleet app.
How to allocate loads on desktop:
Step 1) Find the booking for the load in your Diary.
In this case, the red ‘Deliver Direct’ label on the load means they want the load delivered ASAP.
Step 2) Click on the green button that says, ‘Book/Allocate This Job’.
Step 3) Locate the person you want to allocate the booking to by using the search tab.
Step 4) Complete the rest of the form and when you’re done, click ‘Send Confirmation.’
Once the confirmation is sent to the driver, they will receive a banner notification through their mobile app saying ‘Confirmation Received’ and the booking will show in 'My Bookings’.
How to allocate loads on the CX Fleet app:
Step 1) Open the CX Fleet app. You’ll see a red indicator on the ‘Bookings’ tile. That means there is a load allocated to you. Tap on it.
Step 2) Tap on ‘Received’ to find the load you’ve won from the load poster that you want to allocate to another driver.
Step 3) Your bookings will appear here. Find the load you want to allocate and tap on the green ‘Allocate’ button.
Step 4) Choose who you want to allocate the load to and to which vehicle.
Step 5) When you’re done, tap ‘Allocate’. The driver will now receive a confirmation and see the booking in their Diary on the desktop and in ‘My Bookings’ on their mobile app.
3. How do I post loads?
There may come a time when your fleet is at maximum capacity, and all your subcontractors are unavailable, but you still need to move allocated loads. Instead of disappointing the customer who sold the load to you, which could have potentially damaging effects on your company’s reputation, you can post the load to the general Exchange and in that way, ensure that they reach the load poster’s customer as initially intended.
IN THIS SECTION:
- How to post loads (desktop and CX Fleet app)
- How to manage eQuotes (desktop and CX Fleet app)
- How to book direct (desktop and CX Fleet app)
- How to find available vehicles (desktop and CX Fleet app)
- How to add a booking footer
How to post loads (desktop and CX Fleet app)
How to post loads on desktop
Step 1) The green ‘Post Load’ button is visible no matter what tab you’re on. For example, if you’re on the Diary, Quotes, My Fleet or any other tab on the main menu, you will have the ability to post a load from there.
Once you’ve located the button, click on it.
Step 2) You’ll be taken to the ‘Post Load’ form.
Step 3) Choose what type of load it is.
Step 4) Choose the Job Description using the list of options provided.
Choose a suggested vehicle for transportation of the load using the menu provided.
Select the type of packaging.
Choose the preferred body type of the vehicle transporting the load.
You can also leave notes for the driver, like whether you only accept eQuotes, or if you have any other important requests that they should be aware of.
Click on ‘Open Additional Options’ if you’re looking for specialist services.
You can send ‘Smart Alerts’, which are en-route updates, to a chosen email address. You can also pick the timeframe of the alerts and whether you want to be notified when the vehicle is within 1 mile of pickup and 1 mile from the delivery location. 
Choose who you want to see this advertised load. If you have a specific group, individual or subcontractor list in mind, you can choose from the drop-down menu. 
You can set rules. If you haven’t sold the load to your chosen audience within a specific timeframe, you can repost the load to the general Exchange.
If you want this load advertised to the general Exchange instead, select ‘All Members’ from the drop-down list.
You can add any documents if you need to in this section. Only you and your subcontractor will see these.
Step 5) When you’re happy with all the information on your form, click ‘Post Load’.
How to post loads on the CX Fleet app
Step 1) Tap on ‘Loads’.
Step 2) Tap on ‘Post Load’ to post a load to the general Exchange.
Step 3) Tap on ‘Set Pickup’.
Step 4) This is where you’ll fill in the details about the pickup location of the load. Complete the form and tap ‘Done’ when finished.
Step 5) Tap ‘Set Delivery’ to fill in the details about the delivery location of the load.
Step 6) Complete the form and tap ‘Done’ when finished.
Step 7) Tap on ‘Set Details’ and complete the form.
Step 8) When you’re ready to post your load, tap ‘Submit’.
How to manage eQuotes (desktop and CX Fleet app)
How to manage eQuotes on desktop
When a member quotes on a load you’ve posted, it will appear in your ‘Quotes’ tab.
Hover over the quote you want to accept, and you’ll see two options appear: ‘Dismiss’ or ‘Book’.
If you click on ‘Book’, you’ll be directed to the load form where you can add any additional information about the load.
The member’s details who’s quote you’re accepting will automatically be populated in the form.
Once you’ve completed the form with any additional information required, allocate the booking to the member by clicking on ‘Send Confirmation’.
How to manage eQuotes on the CX Fleet app
Step 1) Tap on ‘Quotes’. 
Step 2) Tap on ‘Received’.
Step 3) Tap on ‘View Quotes’. 
Step 4) You can choose to either ‘Dismiss’ the quote or accept it by choosing ‘Book’. 
If you choose ‘Book’, the member will have the booking allocated to them and it will appear in their ‘My Bookings’ area of their app.
How to book direct (desktop and CX Fleet app)
If you have a carrier in mind that you’d like to book for a load, you can book them directly without having to post the load to the general Exchange.
The ‘Book Direct’ option is available on the following tabs:
- Directory
- Live Availability Map
- My Fleet
- Return Journeys
- Loads
- Quotes
- Diary
How to make a direct booking on desktop
Step 1) Click on the green ‘Book Direct button’.
Step 2) Choose from the following options: Exchange Member, Driver or Subcontractor, or Company Vehicle.
If you’re directly booking an Exchange member, enter their Member ID or Company Name and enter the agreed rate for the load.
Step 3) Complete the rest of the form as you normally would when posting a load, including the pickup, delivery and vehicle details.
Step 4) Click ‘Send Confirmation’ when done so the driver can see the booking in ‘My Bookings’ on their app or in their Diary via desktop.
How to make a direct booking on the CX Fleet app
Step 1) Tap on ‘Loads’.
Step 2) Tap on ‘Book Direct’ to directly assign the load to a member of your fleet, subcontractor list or a member on the Exchange.
Step 3) Tap on ‘Set Pickup’. This is where you’ll fill in the details about the pickup location of the load. Complete the form and tap ‘Done’ when finished.
Step 4) Tap ‘Set Delivery’ to set the details about the load’s delivery destination.
Step 5) Tap on the section below ‘Set Carrier’ to choose your carrier.
You can search for them by ‘My Carriers’, ‘Members’ or ‘Vehicles’.
Step 6) Complete the ‘Set Details’ form.
Step 7) When you’re ready to assign the load directly, tap ‘Submit’. 
How to find available vehicles (desktop and CX Fleet app)
If you’re searching for a specific type of vehicle in a certain area, you can find them using both the desktop and CX Fleet app.
On desktop, you’ll be using something called the ‘Live Availability Map’ (LAM) which shows you all the vehicles on the platform in real-time. If there’s a particular vehicle you need in a certain location, you can use the LAM to find the right one.
On the CX Fleet app, you’ll be using something called ‘Live Capacity’, which is essentially the same thing as the LAM, it’s just named differently on the app.
We’ll show you how to use both functionalities on desktop and mobile app.
How to find available vehicles using the Live Availability Map (desktop)
Step 1) Click on the ‘Live Availability’ tab.
In the search panel on the left of the screen, you can:
- Search the location for the vehicle you’re looking for;
- Set a radius around that location;
- Select the availability of the vehicle you’re looking for;
- Choose a minimum and maximum vehicle size;
- Select any specific body requirements you need.
You can check the box that says, ‘Save as Default’ if you want to keep these filters the next time you’re searching for vehicles instead of redoing them.
Step 2) Once you’ve applied all your search filters, click ‘Search’.
Step 3) Your search results will show a list of vehicles matching your criteria.
A traffic light system indicates the availability of these vehicles:
Red – Unavailable
Yellow – Maybe Available
Green - Available
Grey – Unknown
Click on the vehicle’s corresponding number on the map to view more details.
Click on their name/member ID which links to their profile.
Here you can find their contact information, feedback ratings, other users on their account, any specialist services they offer, charges, and business documents.
Step 4) If you’re interested in booking this member, get in touch with them using the contact information provided in the Member Details section, or book them directly from the map where it says, ‘Book’.
How to find available vehicles using the Live Capacity Feature (CX Fleet app)
Step 1) Tap on ‘Loads’.
Step 2) Tap on ‘Search Live Capacity’.
Step 3) Fill in your criteria and tap ‘Search.’
Step 4) Using the traffic light system provided, tap on the green or yellow vehicles you’re interested in booking.
You can also search by ‘My Drivers & Subcontractors’, ‘Preferred Carriers’, and ‘Other Drivers’.
Step 5) Tapping on a vehicle expands information about the member.
From here you can use their contact details to reach them about a potential booking.
How to add a booking footer
A booking footer is a handy tool to add notes for all members booking you for loads on the Exchange.
The note could be something as simple as ‘Have a nice day' or 'All invoices and PODs must be sent by email and not by post.’
If your business requires hard copies of paperwork then this should be advertised as clearly as possible in the booking footer, as well as the 'About' section of your company profile and load notes. Making this information publicly accessible to other members will help them make informed decisions when quoting on loads.
Step 1) Click on the main drop-down menu and go to ‘My Profile’.
Step 2) Click on ‘Company Profile’ on the top left.
Step 3) Update your booking footer.
Step 4) Click ‘Save’ when done.
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