Welcome to
Matrack TMS

Logging Out

When you're done for the day, look at the bottom of the left menu — you'll see your name and role displayed there. Click the logout icon next to your name to sign out safely. Always log out when using a shared or public computer.

Summary Cards (Top of Page)

Two big cards sit at the very top and give you an instant snapshot:

Quick Action Buttons

Right below the summary cards you'll find shortcut buttons that save you clicks when you need to move fast:

Each button takes you directly to that page — no digging through menus.

Live Data Tables

The bottom half of the Dashboard shows three live data panels so you always know what's moving:

Words You'll See on the Screen

You'll run into some abbreviations and trucking terms throughout the system. Here's what they mean in plain English:

What is Freight Class (FC)?

When you create a load, the system asks for a Freight Class. This is just an industry-standard way to categorize what's in the truck. It's a number from 50 to 500.

The simple rule: heavy, dense, easy-to-handle stuff = low class number = cheaper to ship. Light, bulky, fragile stuff = high class number = more expensive to ship.

Four things determine the class:

• How dense is it? — Heavy for its size (like bricks) gets a low number. Light for its size (like pillows) gets a high number.
• Can you stack it easily? — Easy to stack = lower class.
• Does it need special handling? — The more care it needs, the higher the class.
• Could it get damaged or stolen? — Higher risk = higher class.

Where is My Load? — Understanding Status

Every load has a colored status label so you can tell at a glance where it is in the process. Here's what each one means:

Finding Your Loads

Go to Loads → Manage your Loads to see all your loads. At the top of the page there are filters to help you find what you're looking for:

• Duration — Quick time ranges like "Next 1 Week" or "Next 3 Months." Pick one and the dates fill in for you. Choose "Custom Date" if you want to pick your own dates.
• Status — Show only loads in a certain status (Active, Draft, Completed, etc.) or pick "All Loads" to see everything.

Click "Search" to apply your filters. Click "Reset" to clear everything and start over.

The results show up in a table. Here's what each column means:

• Load ID — A unique number the system gives each load
• Creation Date/Time — When the load was entered into the system
• Bill To — Who you're billing for this shipment (the shipper's name)
• P/L — Pickup Location (city & state)
• D/L — Dropoff Location (city & state)
• Miles — How far the shipment is
• Charges — The hauling fee you're getting paid
• Status — Where the load is in the process (Draft, Active, Completed, etc.)
• Dispatch — The reference number if a driver and truck have been assigned
• Action — Buttons to edit (pencil icon) or cancel (X icon) the load

How to Create a New Load

Go to Loads → Manage your Loads and click the "Create Load" button in the top-right corner. (You can also click "Create Load" from the Dashboard quick actions.)

The form has 5 sections. Just fill them in from top to bottom. Don't worry — if you miss anything, the system will tell you before it saves.

Section 1: Basic Load Info

Start by telling the system what type of load this is.

Section 2: Pickup Information (Shipper)

Where is the driver picking up the freight? Enter the shipper's details here.

Section 3: Delivery Information (Consignee)

Where is the freight going? Enter the receiver's details here. It's the same fields as the pickup, just for the delivery side.

Section 4: What's in the Truck? (Freight Details)

Describe the freight — how heavy, how big, what kind, and how much it's worth.

Section 5: How Much Are You Getting Paid? (Charges)

Enter the money side of the load.

Hit Submit — You're Done!

1. Scroll through the form one more time to make sure everything looks right. If anything is missing, the system will highlight it in red.
2. Click "Submit" at the bottom.
3. If there's a problem, a popup will tell you exactly what to fix. Just correct it and submit again.
4. When it saves successfully, you'll see a green success message and you'll be taken back to the loads list where your new load is now showing.

Need to Change Something? How to Edit a Load

Made a mistake or need to update something? No problem:

1. Go to Loads → Manage your Loads and find the load you want to change.
2. Click the pencil icon in the Action column.
3. The form opens with everything already filled in. Just change what you need.
4. Click "Submit" to save your changes.

Cancelling a Load

If a load falls through and the shipment isn't happening:

1. Find the load in Loads → Manage your Loads.
2. Click the X icon in the Action column.
3. Confirm that you want to cancel. The load will be marked as Cancelled.

Quick Tips — Avoid These Common Mistakes

• Delivery date before pickup date — The system won't save it. Always make sure the delivery date is after the pickup date.
• Leaving freight class as "NA" when you know it — It can affect pricing on LTL loads. Ask your broker if you're not sure.
• Phone numbers that are too short — You need at least 7 digits. Include the area code.
• Putting $0 for hauling fee — The load won't show any revenue in your reports. Always enter the actual rate.
• Forgetting to dispatch the load — Creating a load doesn't assign a driver. You need to go to Dispatch and assign a driver and truck separately.

Viewing Your Dispatches

Go to Loads → Manage Dispatch to see all your dispatches. Filter by time range and status to find what you need.

How to Dispatch a Load

Go to Loads → Manage Dispatch → Create Dispatch and follow these steps:

1. Pick the Load — Select the load you want to dispatch from the dropdown. This links everything together.
2. Add Notes (optional) — Any special instructions for this dispatch.
3. Assign the Driver and Equipment — Click "Add" to create an assignment row, then fill in:

Click "Submit Dispatch" and you're done. The driver and truck are now assigned to that load.

Searching for Loads

When you open the page, you'll see loads posted by companies looking for carriers. Use the filters to narrow down exactly what you need:

• Time Range — Filter by pickup window (next week, next month, custom dates)
• Origin & Destination — Search by pickup and delivery locations to find loads on your preferred lanes

Click "Search" and the results show a table with each load's pickup and delivery locations, departure date, freight class, miles, and rate. This lets you compare loads and pick the ones that make the most sense for your fleet.

Finding the Right Freight

Load Matching helps you keep your trucks moving instead of running empty. Use it to:

• Fill empty trucks — Got a driver finishing a delivery in Atlanta with no load home? Search for loads heading back your way.
• Compare rates — See what different loads are paying per mile so you can pick the best-paying freight.
• Plan ahead — Look at upcoming loads for next week to schedule your drivers efficiently.

Your Fleet Table

The equipment list shows all your vehicles in a table. Use the Type and Status filters at the top to narrow down what you see. Click the expand arrow on any row to reveal extra details without leaving the page.

Expanded details include: Plate Number, Odometer, Engine Hours, Fuel Type, Gross Weight, Height, Unladen Weight, Color, and any Notes.

Editing or Disabling a Vehicle

Click Edit next to any vehicle to update its details in a slide-out panel. Make your changes and click "Save Changes" when done.

How to Log a Fuel Receipt

Click "Add fuel receipt" in the top-right corner and fill in the details:

Finding Past Fuel Entries

Use the filters at the top to search your fuel history:

How to Log an Expense

Click "Add Expense" and fill in the details:

Expense Categories

The system has built-in categories so your reports break down spending clearly:

How to Create an Invoice

Click "Add Invoice" and fill in the invoice form:

Invoice Header

Line Items

For each service or charge, add a row with these fields:

Click "Add Row" to add more line items (fuel surcharge, detention, etc.). Delete any row with the trash icon. The Grand Total at the bottom updates automatically.

Notes & Memo

Click "Generate Invoice" to save it.

Invoice Statuses

Every invoice has a status so you can track where it stands at a glance:

Emailing an Invoice to a Broker

You can send an invoice straight to your broker without leaving the portal:

1. Find the invoice in your list and click "Email to Broker"
2. Enter the broker's email address
3. Click "Send" — the invoice is delivered as an email

How to Log Other Income

Click "Add Income" and fill in the details:

Fuel Report

See exactly how much each truck is spending on fuel. Filter by time range and specific trucks, or view the entire fleet.

Expense Report

Shows all your expenses (fuel + everything else) for a given time period, broken down by category.

Revenue Report — Your Profit & Loss

This is the big one. It takes your total income (invoices + other income) and subtracts your total expenses, so you can see exactly how much money you're actually making.

How to Upload a Document

Click "Upload Document" in the top-right corner and fill in:

Click "Upload" and the file is stored securely in the portal.

Composing an Email

Click "Compose Email" and fill in the form:

Click "Send" and the email goes out immediately.

Tracking Email Status

Every email you send shows a real-time status so you know exactly what happened:

Click any email row to see the full details: sender, recipient(s), content, and exact timestamp.

What Is the Access Token?

Your Access Token Key is a unique code that connects your Matrack TMS account with the Highway platform. This integration syncs your ELD (Electronic Logging Device) data with the TMS Portal.

Want to set up this integration? Contact our support team and we'll walk you through it step by step.

Basic Information

Address

Contact Information

Adding a New User

Click "Add User" and fill in their details:

User Roles & Permissions

Each user gets a role that determines what they can access in the system:

Extra Fields for Drivers

When you select the Driver role, additional fields appear:

Editing & Filtering Users

Click the edit button next to any user to update their info in a slide-out panel. Use the Category dropdown at the top to filter by role — show only drivers, only dispatchers, etc.

How to Update Your Password

Click "Update Password" and you'll be logged in with the new password immediately.

Password Best Practices

Available Timezones

Select your timezone and click "Save Timezone." All timestamps in loads, dispatches, invoices, and reports will display in your chosen time.

How to Create a Tracking Link

How to Get Reviews

Viewing Reviews

Click "Reviews" next to any driver's name to see all the feedback they've received. Each review shows:

How to Send It

Tips for Getting Help Faster

Include these details when you reach out and we can resolve your issue faster: