Setting Up Phones and Emails in FleetWorks

Last updated: November 5, 2025

đź“ž Phone Setup

Individual Setup

Each rep gets their own FleetWorks phone number.

  • FleetWorks assigns a unique number to each person.

  • All calls and texts go directly to that rep.

  • Perfect if your reps manage their own book of business or specific carrier relationships.

Example:

Leslie posts a load → the carrier calls back → the call goes straight to Leslie.

Why teams choose this:

  • Easier to track performance by rep

  • Personalized relationships with carriers

  • Clear ownership of calls and loads

Team Setup

Everyone on the team shares one FleetWorks number.

  • All postings use the same shared number.

  • When a carrier calls back, FleetWorks routes the call to whoever’s available in the team queue.

  • Great for shared books of business or after-hours coverage.

Example:

A carrier calls the shared “Carrier Sales East” number → FleetWorks automatically transfers the call to an available rep.

Why teams choose this:

  • Simple, shared identity for your team

  • Consistent presence on DAT and load boards

  • Smooth handoffs when multiple people help cover the same lanes

📧 Email Setup

Individual Email

Each rep connects their own email to FleetWorks.

  • Connect your personal inbox (e.g., kyle@fleetworks.ai).

  • FleetWorks automatically creates a version of it that ends in +fw — like kyle+fw@fleetworks.ai.

  • Use that address for load postings so the FleetWorks agent knows which messages to read and respond to.

Example:

Kyle posts a load using kyle+fw@fleetworks.ai → a carrier replies → FleetWorks routes it to Kyle’s inbox automatically.

Why teams choose this:

  • Great for reps with dedicated carriers

  • Keeps communication personalized and consistent

  • Makes it easy to see each rep’s activity and results

Distribution Email

Your team shares one common inbox.

  • Everyone connects their own email first, then lists the shared one (for example, bookings@fleetworks.ai) and checks “Distribution List.”

  • FleetWorks uses round-robin assignment so new messages get evenly distributed to available team members.

  • The assigned person (or AI) replies from the shared inbox address.

Example:

A carrier emails bookings@fleetworks.ai → FleetWorks assigns it to Kyle → Kyle (or the AI) replies under the team email.

Why teams choose this:

  • Perfect for after-hours or coverage teams

  • Shared visibility and smoother handoffs

  • Consistent, professional presence for carriers