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Managing Qualifications

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Managing qualification documents is essential for fleet compliance and safety. Motive’s Fleet Dashboard provides a centralized workspace for uploading, organizing, and tracking the status of qualification 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.
  • 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.
  • Template sets: Use templates and template sets to standardize required and optional documents for different driver cohorts (such as CDL, non‑CDL, or hazmat).
  • Document status and alerts: Track document status and set up driver qualification status alerts to know when qualifications are missing, expired, or expiring, helping fleets prioritize urgent compliance work first.
  • 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.

Viewing & uploading qualifications

Viewing qualification documents

  1. Log in to the Fleet Dashboard and go to Workforce > 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.
  1. A box appears displaying all existing templates. Select the desired template.
  1. Enter the document information.
  2. Click Save.

Filtering and sorting

Use filters and sorting to quickly locate qualification documents:

Filters

  • Drivers: Filter by specific drivers.
  • Qualification Status: Filter drivers based on their qualification status, such as Ineligible, at risk, eligible, and Deactivated. By default, Deactivated drivers are filtered out, so you can stay focused on your currently active workforce.
  • 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.
  • Show archived: View all your archived documents. 

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

  1. 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 
  1. Three-dot menu:
    • Add drivers individually or in bulk via Import drivers.
    • View import history.
    • Manage workforce settings.

Row-level actions (per document)

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

Archived documents

To access archived qualification documents:

  1. Log in to the Motive Fleet Dashboard and click Workforce.
  2. Click the Qualifications tab.
  3. Click the drop-down for More and select Show archived.
  1. Archived documents will have Doc Status as Archived.
  1. Click the three-dot menu for any archived document, and you can:
    • View details of an archived document 
    • Download the document file
    • Restore documents to make them active again
    • Permanently Delete documents.
    • View the driver profile and the message driver linked to the archived document 

Using templates

Templates standardize the creation and management of qualification documents.

  • To access templates, go to Workforce > Templates.
  • View template name, creator, status, and assigned drivers, and use filters or sorting to find specific ones.
  • Motive provides FMCSA-aligned templates for items such as driver's license, employment applications, medical examiner’s certificates, and road test certificate, etc.
  • Create custom templates using the Add template option and form builder.

Using template sets

Accessing template sets

  1. Log in to the Motive Fleet Dashboard and go to Workforce > Templates.
  2. Click Template sets to view the full list of sets created by your fleet.
  3. For each set, you can view the following:
    • Template set name 
    • Creator name 
    • Number of Assignees
    • Number of Templates added to the set 
    • Last modified date 
  4. Use Sorting to find specific template sets. 
  1. Click any listed template set to view more details. 

Creating template sets

  1. Log in to the Motive Fleet Dashboard and go to Workforce > Templates > Template sets.
  2. Click Create template set. 
  1. Enter the Name of your template set. 
  2. From Qualification templates, open the dropdown for Select. 
  1. Select a template from the list. 
  1. Once the template is added, you can check or uncheck the Required box for the template to make it required or optional to upload. 
  2. To add more templates to the set, click Add, then repeat steps 5 and 6 for each added template.
  1. To assign drivers, click Select from Assignees. 
  1. Select drivers or driver groups from the list and click Assign. 
  1. Once you have added all the templates and assignees you want to include in the set, click Save to create the template set.

Editing template sets 

  1. Log in to the Motive Fleet Dashboard and go to Workforce > Templates > Template sets.
  2. Click the three-dot menu for any template set and select Edit. 
  1. Make the necessary changes and click Save. 

Assigning drivers to template sets 

  1. Log in to the Motive Fleet Dashboard and go to Workforce > Templates > Template sets.
  2. Click the three-dot menu for any template set and select Assign drivers.
  1. Select drivers or driver groups from the list and click Assign.

Deleting template sets 

  1. Log in to the Motive Fleet Dashboard and go to Workforce > Templates > Template sets.
  2. Click the three-dot menu for any template set and select Delete.
  1. Click Delete to permanently delete the selected template set. 

Customizing admin settings

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

  • Configure Driver qualification status alerts for missing, expired, and expiring documents, as well as alerts for document uploads.
  • Control user access levels for uploading, editing, or archiving.
  • Enable or disable driver-initiated uploads.
Note: If enabled, drivers can upload their own qualification documents for approval. This can speed up the document collection process and reduce administrative work.

FAQs

Who can access and manage qualification documents?

Only users with the appropriate role permissions can access and manage these documents.

How do I add a qualification document for a driver?

Click Add document on the Qualifications page and follow the upload prompts.

Can I recover an archived document?

Yes. Click on Show Archived and use the row-level menu to restore the archived document.

What templates are provided by Motive?

Motive provides FMCSA-aligned templates, which can be customized or used as-is. The following qualification templates are available by default: 

  • Employment Application 
  • Pre-Employment Drug & Alcohol Test Results 
  • Inquiry to Previous Employers 
  • Employment Verification 
  • Medical Examiner’s Certificate 
  • Driver License 
  • Motor Vehicle Record 
  • Road Test Certificate

How do I create a custom template?

Click Add template and use the form builder to design your own.

Can drivers submit their own documents?

Yes, if enabled in admin settings, drivers can upload qualification documents for review.

What are Driver Qualification Template sets?

Driver Qualification Template Sets are grouped collections of qualification templates that define which documents are required or optional for a specific set of drivers (for example, CDL, non-CDL, or hazmat). Template sets enable you to standardize requirements by driver cohort, so Motive can automatically track when a qualification is missing and reflect it in driver qualification status. 

Where can I find and manage template sets?

Template Sets live under Workforce > Templates in the Fleet Dashboard. From there, you can switch to the Template sets view to create, view, edit, duplicate, assign, or delete template sets. 

What is the difference between required and optional documents in a template set?

Required documents impact driver qualification status and urgency. Missing or expired required documents can make a driver Ineligible or At Risk. Optional documents are still tracked and can be flagged as missing, but they are treated as lower urgency and do not drive ineligibility on their own. 

Can a driver be assigned to more than one template set?

Yes. A driver can belong to multiple template sets. Motive takes the union of all templates across those sets, and if a document is required in any one set, it is treated as required for that driver. 

How do template sets affect driver qualification status?

Template sets define the list of required documents Motive uses to calculate status. A driver becomes Ineligible when required documents are missing or expired, At Risk when required documents are approaching expiration, and Eligible when all required docs are present and not near expiry. 

How are missing documents shown on the Qualifications page?

Once template sets are assigned, the Qualifications page introduces a missing status for each driver. Missing required documents appear in red with an asterisk, while missing optional documents appear in yellow, and each missing row includes an Upload icon to add the document. 

How do drivers see and upload missing documents in the Driver App?

In the Driver App, qualification items that need attention are consolidated into a single entry point. Drivers can open the list to see missing, expired, or expiring documents with required missing docs in red and optional missing docs in yellow and tap a row to upload the missing file directly from their phone. 

What are Driver qualification status alerts, and how do they work with template sets?

Driver qualification status alerts replace older expiration-only alerts and can now be configured for missing, expired, and expiring qualification documents. You can target specific drivers or documents and check the box for Required document alerts. 

What subscription and permissions do I need to use template sets?

Template sets build on the paid Workforce Management Qualifications workflows, so they follow the same subscription model as WFM qualification management. To manage template sets, users need the appropriate viewing and editing qualification templates and template sets permissions under Admin > Fleet Users > Roles & Permissions. 

Can I delete a template set?

Yes, you can delete a template set, but it only removes the grouping and assignments. It does not delete any underlying qualification documents. Existing documents remain attached to drivers. Only the rules and coverage defined by that set are removed. 

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