Managing Qualifications

Managing qualification documents is essential for fleet compliance and safety. Motive’s Fleet Dashboard provides a centralized location for accessing, organizing, and controlling these documents, helping you maintain compliance while simplifying fleet management.

Overview

Motive’s Qualifications page in the Fleet Dashboard streamlines how fleets track and manage driver certifications, qualifications, and safety records. This centralized feature allows fleet managers to organize, review, and maintain all qualification documents in one place, ensuring they are always audit-ready.

• Centralized access: Access and manage all qualification documents for your entire fleet from a single location. This keeps important files organized, easy to find, and readily available for compliance checks.
• Flexible permissions: Control who can view, upload, or edit qualification documents using role-based access settings. This helps protect sensitive information and maintain data accuracy.
• Efficient filtering: Use built-in filters and sorting tools to quickly locate documents based on driver, expiration date, or last modified date. These tools save time and make it easier to manage large volumes of records.
• Customizable templates: Create custom templates or use standard FMCSA-aligned templates to standardize qualification documentation. This ensures consistency across your fleet’s records and streamlines the document creation process.

Viewing qualifications

1. In the Fleet Dashboard, go to Workforce Hub > Qualifications.
2. Use the top navigation to access other Workforce page features as needed.

Uploading qualification documents
Fleets can easily upload qualification documents from the Fleet Dashboard, which allows drivers to view their documents from the Driver App.

1. Log in to the Motive Fleet Dashboard and click Workforce.

2. Click the Qualifications tab.

3. Click Add document.

4. A box appears displaying all existing templates. Select the desired template.

5. Enter the document information.

6. Click Save.

Filtering and sorting

Use filters and sorting to quickly locate qualification documents:

Filters:

• Drivers: Filter by specific drivers.
• Qualification Status: View drivers based on their qualification status, such as Ineligible, at risk, and eligible.
• Document: Filter by qualification document type.
• Expiration: Identify documents that are expired or nearing expiration.
• Doc Status: Filter by documents that Need Review, Expired, Expiring, or have been Rejected.

Sorting:

• Driver name (A → Z): Sorts drivers alphabetically by name.
• Qualification status: Sorts drivers based on their current qualification status.

Using qualifications

Page-level actions:

• Add document: Upload a new qualification document for a driver. When adding a new qualification document, the system automatically extracts information from the uploaded file with AI, reducing manual entry for the following documents:
  • Motor Vehicle Record (MVR)
  • Medical Examiner’s Certificate
  • Employment Application
  • Employment Verification
  • Inquiry to Previous Employers
  • Pre-Employment Drug & Alcohol Test Results
  • Road Test Certificate
  • Driver's License 
• Add template: Create a new qualification document template.

Row-level actions (per document):

• View details, edit, download, or archive the document.

Page-level three-dot menu:

• Add drivers individually or in bulk via Import drivers.
• View Import history.
• Manage workforce settings.

Archived documents:

To access archived qualification documents:

1. Go to Fleet Dashboard > Qualifications
2. Click Show Archived.
3. Archived documents will have Doc Status as Archived.
4. You can:
   1. Restore documents to make them active again.
   2. Permanently delete documents.

Using templates

Templates standardize the creation and management of qualification documents.

• Access templates from the top navigation bar.
• View template name, type, and status, and use filters or sorting to find specific ones.
• Motive provides FMCSA-aligned templates for items such as driver's license, employment application, medical examiner’s certificate, road test certificate, etc.
• Create custom templates using the Add template option and form builder.

Customizing admin settings

Admins can configure qualification document settings to meet fleet policies and compliance requirements:

• Configure alerts for document expiration and document upload. 
• Control user access levels for uploading, editing, or archiving.
• Enable or disable driver-initiated uploads.

FAQs

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