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Motive AI Coach

Updated

Motive AI Coach provides weekly, automated coaching to your drivers through personalized video recaps that highlight their recent driving performance, safety events, and opportunities for improvement. By turning complex safety data into simple, driver‑friendly videos, AI Coach helps fleets deliver consistent coaching at scale while reducing the manual workload on fleet managers.

Note: AI Coach requires a workforce management subscription.

Overview

Fleet managers and admins can configure AI Coach from the Fleet Dashboard to control which drivers receive AI video recaps and how events are tracked once drivers complete their coaching. When enabled, the AI Coach video recap is automatically added to drivers’ weekly Safety tasks, so they know exactly what to review and when.

Key features include:

  • Automated coaching: AI Coach automatically generates and delivers weekly performance recap videos to eligible drivers, so they get regular, consistent coaching without needing a 1:1 session for every safety event.
  • Flexible rollout options: Enable AI Coach for all drivers or limit it to specific driver groups, allowing you to run pilots, roll out gradually, or focus on high-priority segments first.
  • Automatic coaching status updates: Safety events are automatically marked as coached once a driver reviews their AI Coach video, reducing manual follow‑up and keeping coaching records up to date. This feature is enabled by default and can easily be disabled. 
  • Standard and custom AI Coaches: Choose from a list of standard AI Coach avatars or create a custom AI Coach avatar that reflects your own safety leader or brand, so drivers see a familiar coach delivering their weekly recap.
  • Integrated with safety workflows: AI Coach ties into Safety settings and driver tasks in the Fleet Dashboard, so video recaps appear alongside other safety actions drivers must complete, keeping everything in one place.

Enabling AI Coach

Enabling AI Coach for all drivers 

  1. Log in to the Motive Fleet Dashboard and click the Admin icon. 
  1. Go to Safety and click Coaching.
  1. From the AI Coach section, click Edit.
  1. Check the box for Enable AI Coach.
  1. Select All drivers to enable AI coaching for all drivers so that every driver in your fleet can receive the AI Coach video recap.

Note: Even after enabling the AI coach from the admin settings, two conditions must be met for drivers to be eligible to receive the AI coach recap. 

First, the driver must have a generated Safety Score and be permitted to view it in their Driver App. Second, the driver must have at least one coachable event from the prior week. The coachable event must be for one of the top three behaviors currently impacting that driver's Safety Score.

  1. The Automatically mark events as ‘coached’ checkbox is enabled by default. In the enabled state, all safety events included in an AI Coach video are automatically marked as coached after the driver reviews their video. You have the option to disable it if you do not want to mark events as coached automatically after the driver reviews their video.

Enabling AI Coach for select groups 

  1. Log in to the Motive Fleet Dashboard and click the Admin icon. 
  1. Go to Safety and click Coaching.
  1. From the AI Coach section, click Edit.
  1. Check the box for Enable AI Coach.
  1. To limit AI coaching to specific driver groups, click For select groups.
  1. Click Edit beside the For select groups option to select the driver groups. 
  1. If you remember the group names, use the Search bar to find and select groups.
  2. Check boxes for the groups you want to select for AI coaching and click Save.
Note: You can see the number of selected groups in parentheses after For select groups. To make any more changes, you can click Edit to go back to the pop-up for selecting groups. 
  1. Click Save.

Assigning AI Coach

  1. Log in to the Motive Fleet Dashboard and click the Admin icon. 
  2. Go to Safety and click Coaching.
  1. From the AI Coach section, click Edit.
  1. From the Assign an AI Coach section, you can browse the list of available AI coach avatars and watch their preview videos to select a coach. 
  2. Click Save to confirm changes.

Creating a custom AI Coach

  1. Log in to the Motive Fleet Dashboard and click the Admin icon. 
  2. Go to Safety and click Coaching.
  1. From the AI Coach section, click Edit.
  1. Scroll down to the Create a custom AI Coach section and click Get started. 
  1. Click No if you are not located in Illinois. Our custom AI Coach feature is not available to Illinois residents due to the Biometric Information Privacy Act (BIPA).
  1. Read the steps for creating a custom AI coach and click Get started.
  1. Record a 2-minute-long video of yourself speaking about any topic in English. Please adhere to the instructions on this step carefully to record a high-quality video. 
  2. Click Upload video to add your video. 
  1. Once the video is uploaded, click Next.
  1. Record a less than 30 seconds long video of yourself reading the consent statement given on the screen. Click Upload video to add your video. 
  1. Once the video is uploaded, click Next.
  1. Enter a name for the AI Coach you created and click Finish.
  1. The custom AI Coach will be created and will appear under the Assign an AI Coach section.
  1. To rename, recreate, or delete an AI Coach, click its three-dot menu.

AI Coach SMS, push, and in-app reminders

AI Coach SMS, push, and in‑app reminders make it easier for drivers to stay engaged and on track with their weekly coaching. Automated notifications improve AI recap review rates and help fleets get more value from AI‑driven coaching without the need for manual follow‑ups.

Note: Initial notification and the reminders are only sent to drivers who are eligible for AI Coach and have a new weekly recap generated for them.

How SMS & push reminders work

Each week, AI Coach generates a new recap video for eligible drivers and then follows a simple reminder schedule if the video has not been reviewed.

Note: Drivers can mark AI Coach recap as reviewed in the Driver App and/or by watching the recap via SMS, whichever is applicable and preferred by the driver or fleet.

Driver App path: Driver opens the recap task in the app and taps Mark as reviewed. That explicitly sets the recap to reviewed status.

SMS‑only path: Driver taps the deep link in the SMS, watches the recap on the hosted web page, and the system directly records that recap as reviewed based on the web view event.

Weekly reminder schedule

Monday – Initial notification: When a new AI Coach video is generated, drivers receive a Driver App push or In-app notification, and an SMS with a deep link directly to the AI Coach video (no login required). SMS is sent to the drivers where Motive has their phone numbers in the records, as provided by the fleet, and includes a deep link directly to the AI Coach video (no login required).

  • Push or in‑app notification in the Motive Driver App
  • SMS with a deep link to the AI Coach video

The initial Monday notification or message lets drivers know they have a new performance recap to watch and prompts them to review their last week’s performance.

Tuesday – First reminder: On Tuesday, if the driver has still not reviewed and marked their AI Coach recap as reviewed, AI Coach sends the first reminder via:

  • A push or in-app notification
  • An SMS reminder with a deep link to their unreviewed AI Coach video.

Mid-week reminders encourage drivers to watch their AI recap video before the end of the week. The push or in-app reminder opens the AI Coach recap directly in the Driver App. The SMS notification deep link directly opens the AI Coach recap without needing a login for quick and easy review. 

Friday – Final reminder: On Friday, if the driver still has not reviewed that week’s recap, AI Coach sends a final reminder through:

  • A push or in-app notification
  • An SMS reminder with a deep link to their unreviewed AI Coach video.

The end-of-week message reminds drivers that only a few days remain before the next weekly video is generated and encourages them to finish their current recap.

Next Monday – New video cycle: On the following Monday, a new AI Coach recap is generated for eligible drivers, and the reminder schedule cycle restarts for the new video. 

Note: Reminders stop for the week’s video as soon as the driver watches their recap and marks it as reviewed.

Driver App experience

  • Drivers receive AI Coach reminders on their mobile devices through push and in‑app notifications in the Motive Driver App, as well as SMS messages with a direct link to their recap video (if Motive has their phone numbers as provided by the fleet).
  • Tapping any notification or link opens the AI Coach recap, allowing drivers to watch their video and complete their weekly safety task.
  • Once a recap is reviewed, the driver will not receive additional reminders for that week’s video.

AI Coach: Recaps via Webhook

With Recaps via webhooks, you can share weekly AI Coach recap videos directly through your existing systems, like in‑cab tablets, driver apps, or company portals. This lets fleets benefit from Motive AI Coach even if they use third‑party tools or have strict device policies.

When you use Recaps via webhooks, Motive still generates weekly AI Coach recap videos and tracks engagement, while your systems decide where and how drivers view them.

How AI coaching via webhook works

Here’s a quick look at how Recaps via webhooks work:

  1. Motive generates the weekly recap video
    Each week, AI Coach creates a personalized recap video for eligible drivers based on their recent driving performance and safety events, just as it does when recaps are shared through the Driver App.
  2. Motive sends a webhook event when the recap is ready
    When a new recap is generated for a driver, Motive sends a webhook event to the URL you configured in the Fleet Dashboard. The message includes:
    • Which driver is the recap for
    • The week the recap covers
    • When it was generated
    • Secure links to watch or download the video before it expires
  3. Your system surfaces the recap video to the drivers
    Your internal app, portal, or tablet software receives the webhook and can then:
    • Show the recap video to the right driver
    • Attach it to an existing workflow (for example, part of a daily or weekly task list)
  4. You tell Motive when a recap is reviewed
    After your system confirms that a driver has watched their recap, your developers can use Motive’s APIs to mark that recap as reviewed, which keeps:
    • Coaching status up-to-date
    • Auto‑coached events working as expected
    • AI Coach engagement metrics accurate in reports

Setting up AI coaching via webhook

To use AI coaching via webhook, your team must:

  1. Create a webhook in Fleet Dashboard
    An admin (or developer with the right permissions) sets up a webhook from Admin > Developers > Webhooks in the Motive Fleet Dashboard and chooses the AI Coach recap event as the trigger. For step‑by‑step instructions on creating and managing webhooks in Fleet Dashboard, see Webhooks in Fleet Dashboard.
  2. Have your developers handle the webhook payload
    Your developers configure your system to:
    • Receive the AI Coach recap webhook
    • Use the driver and recap details to show the video to the right driver
    • Store any information you want to keep for internal reporting
  3. Update Motive when drivers review their recap
    Once a driver has watched their video in your system, your developers use Motive’s APIs to mark that recap as reviewed, so your AI Coach reports and coaching workflows in Motive remain accurate.

For a technical list of supported webhook actions and payload formats, your developers can also review the Webhooks section in the Motive Developer documentation.

Best practices for using AI coaching via webhook

To get the most value from AI coaching via webhook:

  • Keep links timely and secure: Use each recap link soon after you receive it, and keep it within your driver tools, since the links are time‑limited and meant only for that specific driver. 
  • Make recaps easy to find: Place the recap video where drivers already go to complete work, for example, in a weekly task, home screen banner, or coaching section in your internal app.
  • Encourage completion: Add clear prompts or reminders inside your system so drivers are nudged to watch their weekly recap, not just see that it exists.
  • Keep Motive in sync: Ensure your system consistently marks recaps as reviewed in Motive when drivers finish watching, so coaching status, auto‑coached events, and AI Coach engagement reports remain trustworthy.

FAQs

What do I need before I can use AI Coach?

AI Coach requires an active Workforce Management (WFM) subscription. If WFM is not enabled for your account, you will not see AI Coach options on the Fleet Dashboard.

How do I enable AI Coach?

You can enable AI Coach from the Safety settings on the Fleet Dashboard. For detailed steps, see the Enabling AI Coach section in this article.

Which drivers will have the AI coach enabled?

AI Coach will be enabled for all drivers by default. However, you can limit enabling the AI coach to selected groups of drivers. For detailed steps, see the Enabling AI Coach for select groups section in this article.

What is required for a driver to receive an AI Coach video?

For a driver to receive an AI Coach video, two conditions must be met:

  1. Safety Score Enabled: The driver must have a generated Safety Score and be given permission to view it in their Driver App (this is controlled via Coaching settings in the Fleet Dashboard).
  2. Recent Coachable Event: The driver must have at least one coachable event from the prior week. The coachable event must be for one of the top 3 behaviors currently impacting that driver's Safety Score.

For example, if a driver's top three impacting behaviors are Speeding, Close Following, and Cell Phone, but they only had a coachable Hard Braking event last week, they will not receive a video.

When do drivers receive an AI Coach video?

Drivers receive the AI coach video recap weekly on Monday.

What happens if a driver belongs to more than one group?

If a driver is in multiple groups and at least one of those groups has AI Coach enabled, that driver will still receive AI Coach video recaps. This ensures drivers are not missed when you roll out AI Coach by group.

How do I assign or change the AI Coach avatar for my drivers?

From the Fleet Dashboard’s Safety settings, go to Coaching > AI Coach, and you can browse available coaches, watch their preview videos, and select the avatar you want for your AI coaching videos. For detailed steps, see the Assigning AI Coach section in this article.

How many AI Coaches can we assign within a fleet?

Only one AI Coach (either a standard avatar or a custom avatar) can be active at any time (for all drivers or selected groups as per your selection). However, we are planning to introduce the ability to assign different AI Coach profiles to specific groups of drivers.

How do I create a custom AI Coach for my fleet?

Go to the Fleet Dashboard and follow the steps for Creating a custom AI Coach from this article.  Follow the on‑screen instructions to upload a short video of yourself speaking in English, record a brief consent video, and name the coach. Once you finish, your custom AI Coach appears in the list of AI Coaches, where you can select it for your drivers. 

Why can I not create a custom AI Coach if I am located in Illinois?

Custom AI Coach is not available to Illinois residents because of the Biometric Information Privacy Act (BIPA). When you start the custom coach flow, you are asked to confirm whether you are located in Illinois. If you are, you will not be able to continue creating a custom AI avatar.

How do I rename, recreate, or delete a custom AI Coach I created?

Under Assign an AI Coach in the AI Coach settings, you can open the three‑dot menu next to your custom coach to rename, recreate, or delete it. This lets you update the avatar or retire a coach you no longer want to use.

What is AI Coach SMS & Push Reminders?

AI Coach SMS & Push Reminders automatically send your drivers SMS, push, and in‑app notifications to remind them to watch their weekly AI Coach recap video. This helps close the gap between videos being generated and actually being reviewed, so your coaching program has real impact.

Which drivers receive AI Coach SMS & push reminders?

Reminders are only sent to drivers who are eligible for AI Coach and who have a new weekly AI Coach recap video generated for them that they have not yet marked as reviewed. If a driver does not have a new recap for that week, they will not receive reminders.

How can drivers mark the AI Coach recap as reviewed in the Driver App and/or via SMS flow?

Driver App path: Driver opens the recap task in the app and taps Mark as reviewed. That explicitly sets the recap to reviewed status.

SMS‑only path: Driver taps the deep link in the SMS, watches the recap on the hosted web page, and the system directly records that recap as reviewed based on the web view event.

When do my drivers get AI Coach reminders?

Each week follows a simple reminder schedule:

  • Monday: When a new AI Coach video is generated, drivers receive the initial SMS and push notification.
  • Tuesday: If the video is still not marked as reviewed, drivers receive a reminder via SMS, push, and in‑app notification.
  • Friday: If the recap is still not reviewed, drivers receive a final reminder before the next week’s video is generated.

Once a driver reviews that week’s video, they stop receiving reminders for that recap.

What channels does AI Coach use to remind drivers?

Drivers receive reminders through:

  • Push notifications in the Motive Driver App
  • In‑app notifications in the Motive Driver App
  • SMS messages with a direct deep link to their AI Coach recap (if Motive has drivers’ phone numbers as provided by the fleet)

Each reminder is designed to take the driver straight to their weekly AI Coach video so they can watch and complete their recap task.

Do reminders stop once a driver watches their AI Coach video?

Yes. As soon as a driver does two things: a) watches their weekly AI Coach recap and b) marks it as reviewed (applicable to Driver App), AI Coach stops sending reminders for that specific video. The reminder schedule then starts again the following week when a new recap is generated (if the driver remains eligible).

Can I control or change the reminder schedule?

The reminder schedule (initial notification on Monday, reminders on Tuesday and Friday) is managed by Motive and cannot be customized. The goal is to provide a consistent, low‑effort way to improve review rates without requiring additional configuration from your team.

Do I need to enable anything for SMS & push reminders to work?

If your fleet has AI Coach enabled and your drivers are receiving weekly AI recap videos, recap reminders will work automatically for eligible drivers. For an overview of enabling AI Coach, see Enabling AI Coach.

What is AI coaching via webhook?

AI coaching via webhook is a way to deliver AI Coach weekly recap videos through your own systems instead of only through the Motive Driver App. Motive still generates the weekly recap videos and sends a webhook event to your system when each video is ready, so you can decide how and where drivers see their coaching.

What happens if the webhook endpoint is temporarily unavailable?

Motive’s webhook infrastructure is designed to retry failed deliveries and keep an audit trail of requests. However, the exact behavior of what your system does with those requests (for example, how you log, alert, or replay them) is controlled by your own endpoint. We recommend working with your developers to monitor webhook health and ensure failed deliveries are investigated and resolved quickly.

Can we use the same webhook URL for multiple Motive events?

Yes. In Fleet Dashboard, you can configure which events a webhook should listen to. Your developers can choose to:

  • Use a dedicated webhook for AI Coach recap events, or
  • Reuse an existing webhook endpoint that already handles other Motive events, as long as your system can distinguish between event types in the incoming payload

For general guidance on creating and managing webhooks, see Webhooks in Fleet Dashboard.

Will AI Coach reports still work if I use webhooks?

Yes, as long as your system updates Motive when recaps are reviewed. Once your integration marks recaps as reviewed, Motive can still calculate metrics like which drivers received a recap, who watched it, and how engagement trends over time, just as it does when drivers watch videos in the Driver App.

Are the recap video links secure?

Yes. The webhook includes temporary, secure URLs for streaming and downloading the video, along with an explicit expiry timestamp. Your system should use these links promptly and avoid sharing them outside of your controlled driver tools, since they are time‑bound and intended for that driver only.

How often are AI Coach recap webhooks sent?

Webhooks are sent whenever a new AI Coach weekly recap video is generated for an eligible driver. For most fleets, this is part of the regular weekly AI Coach cycle (for example, Monday recaps based on the prior week’s driving).

What does my team need to set up AI Coach via webhook?

You would need:

  • A fleet admin to create and configure the webhook in the Motive Fleet Dashboard.
  • A developer or IT owner to:
    • Receive the webhook payload at your system’s URL
    • Show the recap video to the right driver in your app/portal
    • Call Motive’s APIs to mark recaps as reviewed once drivers complete their video

For detailed setup steps on creating a webhook, see Webhooks in Fleet Dashboard.

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