How-to guides
How to connect a broker mailbox and work the email inbox
Who this is for: dispatchers and owners.
Most freight offers arrive by email, not by phone. Connecting your dispatch mailbox lets the app read broker email, pull load offers out of it, and draft your replies — while you stay the one who hits send on anything that matters.
Two ways to get email in
Connected mailbox (recommended). You authorize Gmail or Outlook once and the app polls it every couple of minutes. Threads, attachments, and replies all work.
Forwarding. Your account has an inbound email address (Settings → Tenant → Inbound email address). Forward a broker email to it — or paste the body into the app — and a load opportunity is created from it. No threading and no replying, but nothing to authorize.
Connect a mailbox
- Settings → Email → Connect mailbox.
- Choose Gmail or Outlook.
- Sign in at the provider and grant access.
- You land back on the settings page with the mailbox listed as Connected.
Use the mailbox brokers already write to. Connecting a personal inbox that never receives freight will produce a very quiet inbox.
Mailbox statuses
| Status | Meaning | What to do |
|---|---|---|
| Active | Syncing normally. | Nothing. |
| Reauth required | The provider withdrew access — a password change, a revoked grant, or an expired authorization. | Reconnect the mailbox. |
| Error | The last sync failed. The reason is shown on the row. | Retry; if it persists, disconnect and reconnect. |
| Disconnected | You removed it. | Reconnect if you want it back. |
The Last sync column tells you when it last succeeded. If that timestamp is hours old on an Active mailbox, something is wrong — see My email inbox is not syncing.
What the app does with each message
Every incoming message is read and tagged:
Intent — what the email is:
| Intent | Typical content |
|---|---|
| Load offer | A broker offering freight. Produces a load opportunity. |
| Rate confirmation | The paperwork on a load you took. |
| Check call | "Where's my truck?" |
| Document | Paperwork attached. |
| General inquiry | Everything else legitimate. |
| Spam | Not worth your time. |
Stake — how much a wrong reply would cost:
- Low — an acknowledgement, a scheduling note. Safe to answer quickly.
- High — anything touching rate, commitment, MC verification, signature, BOL, POD, payment, or insurance.
When a message is a load offer, an opportunity is created and the whole email thread is linked to it, so you can read the entire back-and-forth from the opportunity.
Replying
Open the thread and Reply. The reply goes out from your connected mailbox, so the broker sees a normal email from you and the thread stays intact in your own inbox too.
Suggest replies drafts two or three options based on the thread. They are drafts. Read them.
You cannot reply if the mailbox is disconnected, or on a thread with no inbound message — reconnect first.
Auto-reply, and its limits
Each mailbox has an Auto-reply switch, off by default. Turning it on lets the app send a short acknowledgement on its own — the "got it, looking now" class of message.
Auto-reply never fires on a high-stake message. Rate, commitment, verification, signature, paperwork, payment, insurance — those always wait for you. It also will not fire twice in the same thread in quick succession, and it does nothing at all if there is no sensible draft to send.
Every auto-reply decision is recorded, including the ones that were deliberately suppressed and why, so you can see exactly what went out on your behalf.
Related
Still stuck?
Email support@dynamanic.io with your company name, what you did, what happened — quoting any message on screen — and when, with your timezone.