Onboarding Guide Part II: Getting started

Your onboarding plan consists of the following steps to be completed in the order listed. This ensures your Turvo onboarding is successful. 

• Step 1: Plan your plan
• Step 2: Prepare your data for migration with TDI
• Step 3: Configure your Tenant
• Step 4: Validate your data
• Step 5: Configure your Integrations
  • Registry Monitoring Insurance Services (RMIS)
  • Quickbooks Online (QBO)
  • Xero
  • DAT and ITS
  • EFS and Comcheck

Step 1: Plan your plan

In this step, you’ll create a plan to successfully execute the onboarding process. 

1. Review this Onboarding Guide: You’ll want to review this guide in its entirety to understand the onboarding process.
2. Assign a Turvo Champion: Your Turvo Champion will be in charge of managing and delegating the onboarding tasks. This person should also become the Turvo Subject Matter Expert for your organization.
3. Assign a Turvo Academy Admin: Your Turvo Academy Admin will be in charge of monitoring users’ progress and completion of Turvo Academy courses. This is a great way to keep users on track to be prepared for go-live.
4. Have admin and accounting personnel begin their Turvo Academy training: To get ready for onboarding and configuring your tenant, you’ll want to have your admin and accounting personnel begin their training. Keep in mind that Turvo Academy courses can be completed alongside your onboarding tasks.
5. Document Workflows: You’ll need to document both current state and future state workflows. 
6. Set Aside Time: Your Turvo Champion(s) should block out time to complete all the necessary activities to complete the onboarding process. We recommend at least 2 to 4 hours per day over the course of two weeks.
7. Decide how you will use TDI: Decide if you plan to migrate data into Turvo using the Turvo Data Importer, known simply as TDI. Use the table below to decide how you will upload existing data to Turvo. This is an important step as it will impact how you configure your tenant in the next steps. Use the table below to decide how you will use TDI:

Important Note: You will have one week from the date of your Kickoff Meeting to prepare your data for migration with TDI and send that file to your Onboarding Manager. If you have questions, please reach out to your Onboarding Manager.

Step 2: Prepare Your Data

Data migration is a self-service option via the Turvo Data Importer (TDI). To begin your data migration process, you’ll collect and provide Turvo with the master and historical data you wish to migrate from your previous system of record. 

Note: Shipment and order data is limited to up to 12 months of historical data. 

Create data files based on Turvo’s entity structure

You may not store your data in the same manner that Turvo does. To expedite data migration, categorize your data into CSV files correlated to Turvo’s entity structure listed below, prioritizing master data before transactional data. 

It is very important that the instructions below and in the Data Request file are followed exactly as provided. We want to ensure that your data is migrated properly and that onboarding is not delayed. 

1. Group
2. User
3. Parent
4. Factor
5. Carrier
6. Customer
7. Other accounts
8. Location
9. Contact
10. Asset
11. Items
12. Order*
13. Shipment*
14. Routing Guide

* Orders and shipments are considered transactional data; all others are master data.

Notes:

• Your Turvo contract and timeline may impact which entities are migrated. If you have questions about the timeline, contact your Onboarding Manager.
• If contact information is associated with other entities please highlight contact info in associated data.

Important Considerations for Preparing Your Data

• Do not manually create entities in Turvo that you plan to migrate. Doing so will create duplicates or issues during the migration. 
• Provide complete data sheets for the following entities: Groups, Users, Factors, Carriers, Customers, Locations, and Contacts.
• Provide up-to-date Master Data.
• We currently do NOT support different carriers who operate under the same DOT or MC number.
• If you are integrating with MCP or RMIS, the majority of the carrier data will be synced from the third party. Turvo uses the DOT # to map carrier data from MCP and RMIS, so only the DOT # is required. All other information will be synced. 
• Once your data is received and reviewed by the team, Turvo may compile questions and ask for clarifications to ensure accurate upload.

Once your CSV files are prepared, send them to your Onboarding Manager within one week of your Kickoff Meeting. The team will then upload your data to the Sandbox. Once we have successful Sandbox uploads, the Turvo team will have you validate your data, and then our team will handle the Production uploads. 

Important Note: You must complete your TDI Data migration before any integrations can be set up.

Step 3: Configure Your Tenant

Turvo offers self-serve configurations and non-self-serve configurations that require a support ticket to complete. We recommend Admin users complete the "Customize Your Tenant with Admin Console" and "Manage Your Users and Groups courses" in Turvo Academy before configuring your tenant. Both of these courses are in the Turvo Basics: Admin curriculum.

Reminder: Continue admin and accounting training

Admin users, accounting personnel, and Turvo Champions, should all be working towards completing a curriculum in Turvo Academy. Completing the appropriate curriculum is a prerequisite for any subsequent meetings with your Onboarding Manager.

Admin Console

The Admin console is where you can configure your Turvo tenant to meet your business needs. These configurations are considered self-service. For information on non-self-service configurations, see the Onboarding Guide Appendix.

Access the Admin console by clicking the profile icon at the top-right corner of the page and selecting Admin console from the drop-down menu.

Note: Avoid adding any data to the Admin Console until you have reviewed the sections below.

From the Admin Console, you can access a number of different tiles that allow you to set up user permissions, integrations, and configure tenant settings.

Below is a list of Admin console tiles, a description of their function, and links to the Help Center articles:

Note: Your tenant may look different depending on your company’s individual needs and business practice.

• API & Webhooks: Create any public API and Webhooks profiles.
• Appointment Scheduling: Collaborate with your carriers to manage the traffic coming in and out of your locations.
• Company profile: Input your company information like name, contact information, and company logos. 
• Document templates:  Change and update templates for customer and carrier rate confirmations and customer invoices. 
• Groups: Create and manage user groups.
• Integration hub: Configure specific integrations without having to contact Turvo.
• Payments: Manage payment terms, methods and advances.
• Roles & permissions: View access levels for each role. 
• Rules: Set tenant level rules for payments, customers, carriers, and users. This is also where you can set up Autopilot rules to automate workflows
• Payment Rules
• Customer Rules
• Carrier Rule
• User Rules
• Autopilot Rules
• Settings: Configure basic tenant settings for all of your Turvo users.
• Tags: Manage tags for your company’s tenant.
• Turvo data importer (TDI): Bulk upload data into the Turvo platform.
• Users: Create and manage new users.

Complete Self-Serve Configurations

As part of the onboarding process, you’ll complete the self-serve configurations below. This list provides links to Help Center articles for each self-serve configuration. 

Important Note: Configurations noted with an asterisk * should be skipped if you plan to utilize TDI files to migrate this data. If you would like to test your data before TDI migration is complete, create explicit test data to avoid duplicates. For example, Carrier Name should be TEST CARRIER 1, etc.

1. Setup Your Company Profile
2. Create Customers*
3. Create Carriers*
4. Create Users*
5. Create Locations*
6. Setup your Carrier Pay Terms/Methods/Advances
7. Update Settings
8. Manage your operational business rules
   • Payment Rules
   • Customer Rules
   • Carrier Rules
   • Autopilot Rules
9. Customize your Documents
10. Configure Notifications
11. Manage Tags
12. Create Groups*
13. Create Group Rules

Step 4: Validate your data

Work with your Onboarding Manager to decide on a process to test and validate your data.

Step 5: Configure your Integrations

As a Turvo customer, you have the ability to integrate your tenant with other platforms to better streamline your business. Below are links to each of our self-serve integrations available to you via the Integration hub in the Admin Console. Additionally, we’ve provided testing steps to ensure the integration is working properly. 

Important Note: Before you can configure your integrations, TDI data migration must be complete and all data must be validated. 

Note: Only enable integrations you need for your organization. 

Self-serve integrations are designated by the blue setup logo in the bottom-left corner of each integration. Any integrations with a grey setup logo require enablement by Turvo Support.

The order in which you set up your self-service integrations is important to ensure proper functionality. Please set up these integrations in the order listed below:

1. Registry Monitoring Insurance Services (RMIS) 
2. MyCarrier Packets (MCP)
3. Quickbooks Online (QBO) 
4. Xero
5. DAT and ITS
6. EFS and Comcheck

Registry Monitoring Insurance Services (RMIS)

If you’re enabling RMIS but are planning to migrate one year of historic shipment you’ll need to first ingest carriers via TDI. If doing so, please ensure your carrier TDI file has the DOT ID as the Turvo ID. 

Important Note: When first registering, we do not recommend accepting the RMIS offer to mass load your carriers through their "Grandfathered" process. Instead, we recommend sending your RMIS registration link to your existing carriers and for any new carriers moving forward.

See Turvo’s RMIS integration article in the Help Center for details on completing this integration.

MyCarrier Packets (MCP)

See Turvo's MyCarrier Packets integration article in the Help Center for details on completing this integration.

Quickbooks Online (QBO)

See Turvo's Quickbooks Online integration article in the Help Center for details on completing this integration.
 
Notes:

• Turvo does not support integration with Quickbooks Desktop at this time. If you have Quickbooks Desktop, and not Quickbooks Online, please reach out to your Onboarding Manager for potential solutions.
• Factoring in QBO must be enabled by Turvo; reach out to your Turvo representative to use this feature.

Xero

See How to enable Turvo's Xero integration for more information on setting up Xero in your tenant.

DAT and ITS

• See Turvo's DAT integration: How to enable DAT postings for information about setting up DAT in your tenant.
• See Turvo's ITS integration: Enable ITS postings for information about setting up ITS in your tenant.
  

Once your integrations are configured, How to post a shipment to DAT and ITS gets you started on posting shipments to those load boards.

EFS and Comcheck

• See Turvo’s EFS integration for more information.
• See Turvo’s Comcheck integration for more information.

Up Next 

In the Onboarding Guide: Part III, you’ll have Operators complete their training in Turvo Academy, complete the Readiness Assessment, and work with your Onboarding Manager to prepare to Go Live!