[velocity type="vimeo" id="671441120" img="https://dumptruckdispatcher.com/wp-content/uploads/2022/02/1360292766-928f8597fc6864523667df72430ff4c20b77f972a1ac2fd3470ffe6003fe954e-d_640.jpg" alt="Play" color="#FFFFFF" bkg_color="#000000"]
The Lease Hauler Portal makes managing subcontractors easier. Before, you had to request lease haulers and manually keep track of their trucks and drivers. Now, the portal allows lease haulers to manage these tasks themselves, saving you time and effort.
The Lease Hauler portal provides the following functionality:
- You can request trucks directly from subcontractors.
- Lease haulers can see which trucks and drivers are assigned to your jobs.
- Lease hauler drivers can use the app to stay updated and connected.
- Lease haulers can log tickets for jobs they’ve completed.
- Subcontractors can update their company information.
- Subcontractors can manage their fleet and driver details.
This functionality allows you to send or add requests for lease haulers. Through these requests, the “lease haulers” can specify the “available” trucks which can then be scheduled on the order lines.
This topic assumes you have already set up the lease hauler and have given them access to the Lease Hauler Portal.
Lease Hauler Request Process
Lease hauler requests enable Tenant Dispatchers to collaborate with Lease Hauler Administrators/Dispatchers by requesting trucks and drivers to fulfill specific jobs. The process involves sending requests, updating availability, approving trucks, and scheduling jobs.
Sending a Lease Hauler Request
There are 2 ways to handle lease hauler requests in Dump Truck Dispatcher. First, you can contact the lease hauler dispatcher the way you currently do and add the trucks and drivers to the schedule directly. The second option is to use the request process built into the system.
Option 1: Using Add New Request Button
If you prefer not to use the Dump Truck Dispatcher lease hauler request process, you can add the requests to the schedule using the “Add Lease Hauler” button at the top of the schedule or the "Add Request" button on the "Lease Hauler Request" list. After clicking on the “Add Request” button, you can manually create a request by entering the date, selecting the lease hauler, and updating the “Available” value through discussions with the lease haulers.


No SMS or email notifications are sent to lease haulers when this method is used. Once the “Approved” value is added, you can also enter the truck and driver details, if available.
Once you’ve added the lease hauler requests, you can modify them by clicking on the ellipsis (…) button and selecting the Edit option. This lets you update the available or approved values.
If you didn’t add truck or driver information when creating the requests, you can do so now using the Edit Lease Hauler Request modal. This modal also allows you to delete previously added trucks or drivers. However, if the trucks are already scheduled on order lines, the system will check and notify you before allowing deletion.
The Comments section displays any comments added by the lease haulers through the Truck Status form.
Option 2: Using Send Request Button
- Go to the Lease Hauler Requests screen under the "Lease Hauler" menu and click the Send Request button.

2. Fill in the Send Request dialog as shown below, including details such as date, message, office location, and the Lease Hauler (Sub-Contractor) to whom the request will be sent.

If the Lease Hauler has a valid cell phone or email and the “Receives Truck Requests” checkbox is enabled for them on the Lease Haulers page, they will receive an SMS, email, or both with a link to respond.
3. Click Save when done. You will see this on your screen.

Lease Hauler Responding to a Request
This section explains the two methods Lease Haulers can use to respond to requests: clicking the notification link for quick access or logging into the application for detailed management.
Option 1: Responding via Notification Link
Depending on the preferred format of the Lease Hauler Dispatcher/Administrator, they will receive notifications via Email, SMS, or both. In this case, if the preferred format is set to Email, the Lease Hauler Dispatcher will receive an email notification about the Lease Hauler Truck Request.

Lease Haulers will click the link in the notification to access the Available Trucks form, where they can specify the number of available trucks.

Once they save the “available trucks” on this form, you (Tenant Dispatcher) will see the “available trucks” displayed in the data table below for the request you previously sent.
The “Available” value is updated once the lease hauler modifies it on the “Available Trucks” form.

When the "Available" number is specified by the lease hauler, the tenant will also see this number. The tenants dispatcher can then enter the number of trucks to approve in the “Approved” value. The "Approved" may not equal the "Requested" number because the tenant dispatcher may already have gotten trucks from another lease hauler.
If the lease hauler reopens the request link sent earlier, they can specify their trucks and drivers for the approved number of trucks as shown below. These trucks will then be automatically added to the schedule page.

Option 2: Responding to Request by Logging into the Application
This method enables Lease Haulers to log in and manage requests within the system. They don't have to click the links in the SMS or emails. Instead, they log into the application directly as a Lease Hauler Administrator/Dispatcher. They will be redirected to the Company Information screen, where they can update company details and add new trucks or drivers from the Trucks/Driver tabs, if needed.
- To view the request sent by the Tenant dispatcher, click the “Truck Requests List” from the main menu. The Lease Hauler Dispatcher can enter the number of available trucks directly in the Available column.

2. For the lease hauler to specify the available trucks and drivers, they must select the specific request from the list, click the ellipsis (…) button, and choose the “Edit” option. This will open the Edit Truck Request form, where they can add trucks and drivers according to the specified available number of trucks. Then Save.

Approving Trucks as a Tenant Dispatcher
Learn how you (Tenant Dispatchers) approve available trucks submitted by the Lease Hauler.
- Navigate to the Lease Hauler Request screen and enter the Approved number of trucks in the corresponding column.

- To review details of the available trucks and drivers, select the specific request, click “...” or Action button, and choose Edit. From the “Edit Lease Hauler” form, you can see the trucks and drivers. Also, you can change the added trucks and drivers, if needed.

- The specific Lease Hauler Dispatcher will receive an email with the message:
“{Company Name} has accepted some of your trucks. Please visit the Requests to see the specifics.”
The word “Requests” will be a clickable link that directs them to the request form associated with the correct tenant.
The Lease Hauler Dispatcher will be redirected to the Truck Status Page by clicking the link provided in the email. Here, they can specify the relevant trucks and drivers and add comments if needed.

- Once the Lease Hauler Dispatcher saves the details on their end, the Dispatcher in the Main Application will see a transient message: "{LH Company Name} has committed trucks." This message will also appear in the Notification List for reference.
Scheduling Approved Trucks to Specific Jobs
The approved trucks will appear in the truck block on the Tenant Dispatcher's schedule screen for the specified date and shift.

As the Tenant Dispatcher, you can assign Lease Hauler trucks to the jobs you’ve created for a specific date and shift and add dispatches for them. You can also assign other trucks to the same job, but the Sub-Contractor (Lease Hauler Administrator/Dispatcher) will only be able to see their own trucks.

The Sub-Contractor (Lease Hauler Administrator/Dispatcher) can view jobs assigned to their trucks directly from their Schedule Screen.

To view job details, click the ellipsis button (…) and select the “View Job” menu option. This allows the Sub-Contractor (Lease Hauler Administrator/Dispatcher) to see more information about the job.

If you do not want to send the requests, another way of managing the requests is by using the “add new” button. After clicking on the “add request” button, you will be able to add the request by entering the date, lease hauler, and “available” value can be updated by discussing with the lease haulers. No SMS/email is sent to lease haulers when this button is used. Once the approved value is added, you can enter the truck/driver details as well (if you have).

Editing the Lease Hauler Request
Once you have added the lease hauler requests, you can modify them by clicking on the ellipsis (…) button and then selecting the edit option. This allows you to change the available/approved values.
Also, if you had not added the truck/driver information earlier while adding the requests, you can add it now using the edit lease hauler request modal. This also allows you to delete the already added trucks/drivers. However, checks will be done if the trucks are already scheduled on order lines and you are trying to delete them from the requests. Comments section shows the comments added by the lease haulers on the “truck status” form.
