How to Add Roles to Loads and Trips

Assign team members to specific roles on loads and trips, including Customer Sales Agent, Customer Service Representative, Sales Manager, Customer Account Manager, and Load Planner at the load level, and Carrier Sales Agent at the trip level. Roles can also be pre-configured in customer and carrier profiles to populate automatically on new loads.

How to Add Roles to Loads and Trips

Overview

Roles on loads and trips let you designate which team members are responsible for specific tasks within each load. Assigning roles improves accountability and makes it easier to track who owns each part of the workflow, from sales through carrier coordination. Also known as: assign rep, assign agent, load roles, trip roles. You can assign roles directly on a load or trip. You can also pre-configure default roles in a customer or carrier company profile so they are applied automatically to new loads. Synonyms: sales agent, service rep, load planner, account manager, carrier sales agent, assign rep, assign agent.

Before You Start

Any authenticated Alvys user can assign roles to loads and trips. No special permission is required.

Steps

Open the Load Details Page. Navigate to the load you want to update and open the Load Details Page.
Assign load-level roles. In the load details section, locate the roles fields and assign any of the following:
- Customer Sales Agent (formerly Sales Agent): the salesperson who sold this load to the customer.
- Customer Service Representative: the team member managing customer communication for this load.
- Sales Manager: the manager overseeing the sales relationship for this load.
- Customer Account Manager: the account manager for the customer on this load.
- Load Planner: the person responsible for planning the execution of this load. Load Details Page showing the role assignment fields.
Assign trip-level roles. Open the trip within the load. In the trip details, assign the following role:
- Carrier Sales Agent: the team member who arranged the carrier for this trip.

If a Carrier Sales Agent is already set on the carrier’s profile in Alvys, the field auto-populates when you add that carrier to the trip. You can update it manually at any time.

Result

Assigned roles appear on the load and trip details and are visible to all users who can access the load. Changes take effect immediately.

Variations

Pre-configure roles in a customer profile

To save time on new loads, you can assign default roles directly in a customer’s company profile. The following roles can be pre-set there:

Customer Sales Agent
Customer Service Representative
Sales Manager
Customer Account Manager

When a new load is created for that customer, these roles are automatically copied to the load. Customer company profile showing role pre-assignment fields.

Customer company profile showing role pre-assignment fields.

Pre-configure a Carrier Sales Agent in a carrier profile

You can assign a Carrier Sales Agent within a carrier’s profile. Once set, that agent is automatically applied to any load or trip where that carrier is assigned. Carrier profile showing Carrier Sales Agent assignment field.

Carrier profile showing Carrier Sales Agent assignment field.

Troubleshooting

The user you want to assign may not have an active account in Alvys. Confirm the user’s account is active under Administration settings.

Carrier Sales Agent did not auto-populate on a new trip

Auto-population only occurs when the carrier profile had a Carrier Sales Agent assigned before the trip was created. If the carrier profile was updated after the trip was created, update the trip’s Carrier Sales Agent manually.

FAQs

Q: Is Load Planner the same as Dispatcher? A: No. Dispatcher is a trip-level role assigned separately within the trip’s details. Load Planner is a load-level role that identifies who is planning the load’s execution. They are independent roles. Q: Can more than one person be assigned to the same role on a load? A: No. Each role field supports one assignee at a time. To change an assignee, select a different user from the role dropdown. Q: Do roles control what a user can see or do on the load? A: No. Roles are informational designations used for tracking and reporting purposes. They do not grant or restrict access to features on the load; access is controlled separately by user permissions.