Keep a Full Audit Trail on Every Load

Updated 5 days ago

Answer any dispute, claim, or legal question about a load from the load page in one sitting: every update, message, stop time, owner change, and TMS response, timestamped and attributed to a person or a system. Teams ask for "a full audit trail on every load" and for the end of "whoever screams loudest gets the attention." The trail builds itself as long as the work happens in TrackFlo; this recipe covers where each record lives and the habits that keep it complete.

A load page's history tabs: All Updates, Issue History, Assignment History, Outreach Automation History, and Update History

What you need

Trackers updating loads in TrackFlo rather than straight in the TMS.
Outreach rules on, if you want driver and carrier conversations captured word for word.

Set it up

Update in TrackFlo, not in the TMS

An update typed straight into the TMS has no history in TrackFlo and no conversation behind it. One entered here has both, and still reaches your TMS.

Record stop times as stop updates

A comment is a note; a stop update is a timestamped arrival or departure that also reaches the TMS and backs any detention or on-time claim.

The Add Stop Update panel with arrival and departure times, delay reason, and quick-fill buttons

Email carriers from the load

Use Carrier Email Conversation and Send Carrier Email on the load page, so what was said to the carrier, and when, sits next to what the driver said.

Let outreach do the asking

A driver's text reply is captured verbatim on the load. A phone call a tracker made from their desk is captured only as well as they summarised it.

Manage, don't delete

Managing an issue keeps the exception in Issue History with the follow-up decision, so the load's story stays intact.

Where each record lives

Everything is in the history tabs at the bottom of the load page:

Update History: every update sent to the TMS, with the user, the time, and the TMS's response.
All Updates: the location and event timeline, including tracking pings and TMS status changes, with the source of each.
Issue History: each exception, when it was identified, who owned the load, and how it was resolved or managed.
Assignment History and Action History: who owned the load and when ownership moved, and what people did on it.
Outreach Automation History: every automated SMS, email, and AI voice call, with the reply and whether extracted data was approved.
The Stops table holds arrival and departure times, and the Docs tab holds the POD with who uploaded it and when.

The load page showing the Carrier tab and the Stops table

When it doesn't go to plan

A load's history has gaps

The work happened in the TMS or by phone. Both leave no trail in TrackFlo; the habits above close the gap going forward.

We need a POD from more than a year ago

POD files are kept for 12 months from upload, while the rest of the load's history stays with the load. Your TMS keeps its own copy for older loads.

We need a snapshot for a file

Export any board table to Excel, or schedule the Loads Export report for a standing record.

Measure it

A dispute is answered from the load page in one sitting: stop times, the driver's message, the tracker's update, and the TMS's acceptance, all timestamped.
Every billed detention load shows arrival and departure in the Stops table and a conversation or update inside the dwell window.
Performance conversations cite Issue History and shift scorecards rather than who complained.

Recover Detention and Accessorial Dollars

Catch dwell while it happens, record times that hold up, and find the dollars you never billed.

Read recipe

Hold the Tracking Team Accountable with Real KPIs

Schedules that own the work, objectives that score it, and a five-minute weekly review.