Compliance Coaching

Compliance coaching within the Motive platform empowers fleets to proactively address hours of service (HOS) issues, improve driver behavior, and ensure ongoing regulatory compliance. This article explains how to use Motive’s tools to support effective coaching and maintain a safer, more compliant fleet.

Overview

Compliance coaching helps fleet managers spot and correct HOS issues before they become violations. Motive provides features for coaching, tracking, and documenting driver compliance.

• Proactive risk management: Address HOS issues before they result in violations.
• Improved driver safety: Guide drivers toward safer and more compliant habits.
• Streamlined documentation: Keep clear records of coaching actions and outcomes.
• Accountability & reporting: Track coaching progress and demonstrate compliance for audits.

Basics

Compliance coaching in Motive is a structured process where fleet managers work with drivers to correct risky behaviors, particularly around HOS rules. The goal is to prevent violations, improve safety, and maintain fleet compliance.

Coaching is vital for preventing costly violations, reducing accident risks, and supporting a positive safety culture. Motive’s Fleet Dashboard provides tools to identify HOS issues, annotate logs, and track coaching status. When used effectively, coaching benefits both drivers (through guidance and correction) and fleets (by reducing compliance risks and improving performance).

Coaching HOS violations

Fleet managers can use the Motive platform to identify and address HOS violations or Form and Manner errors before they escalate. Common HOS issues that may require coaching include exceeding driving limits, missing required breaks, uncertified logs, etc.

1. In the Fleet Dashboard, go to Compliance > Logs.

2. Use the Logs filter to select HOS violations.

   

3. Select the driver to review the violation details and prepare coaching points.
4. Discuss the specific violation, its impact, and steps for correction.
5. Use Motive’s tools to document the session and assign follow-up actions.

Coaching notes

Adding notes to driver logs helps record coaching actions and provide an audit trail.

1. In the Fleet Dashboard, navigate to Compliance > Logs.

2. Select the relevant driver log.

   

3. Click on Add Note to write the note.

4. Enter clear, concise details (e.g., the specific violation, summary of coaching conversation, required follow-up). 

   

Notes are visible only to fleet managers and admins in the Motive Dashboard. Drivers cannot see these notes in their Motive Driver App. Well-documented notes support ongoing driver development and ensure compliance actions are traceable for audits.

Coaching statuses

Coaching statuses help track the progress of compliance coaching for each driver's log. Statuses include: Not Coachable, Needs Review, Coachable, Coached, and Dismissed. Needs Coaching, Coached, and Resolved. Use coaching statuses and reports to show ongoing compliance efforts, support internal reviews, and simplify regulatory audits.

1. In Fleet Dashboard, go to Compliance > Logs.

2. Use the Coaching status filter to select Needs Review.

   

3. Select a driver, review, and add notes. Change the status to Coached after the session.
4. Mark as Coachable if the driver needs feedback on multiple behaviors. Use Coached if feedback is needed for only one behavior.

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