Workforce Hub

The Workforce Hub is designed to help fleets access all worker profiles in a single hub to streamline compliance and reduce manual effort. It surfaces centralized worker insights and actions to effectively manage driver qualifications and time tracking, thereby reducing compliance and payroll risk.

Note: Driver Qualifications-related insights in the Workforce Hub are available with the Workforce Management subscription only.

Overview tab

The Overview tab provides the right information needed to effectively manage workers, qualifications, and timecards in one place.

1. Log in to the Motive Fleet Dashboard and click Workforce in the left-hand side menu. 
2. The Overview tab displays Summary Metrics, New and Deactivated Drivers, Qualifications, Timecards, Average Hours Worked, Expired and Expiring Qualifications leaderboard, and Overdue Timecards leaderboard.

Summary Metrics

• The summary metrics are provided as of the current day and time (as per the user’s timezone).
• The Workforce Hub summary box displays the Fleet’s Active Drivers, Expired Qualifications, and Expiring Qualifications for the time period selected. Learn more about driver qualification Statuses and document statuses here. 

• Active Drivers is the count of Drivers who are driving for the fleet as of the current date.
• Expired Qualifications is the count of driver qualifications that are past their expiration date.
• Expiring Qualifications is the count of driver qualifications that are expiring within 45 days.

Drivers

The Drivers widget displays the trend of new and deactivated drivers within the fleet based on the time period selected by the fleet user (such as Last week, Last 4 weeks, Last 12 weeks).

Note: The time period defaults to Last week; however, the fleet user can select from the available periods: Last week, Last 4 weeks & Last 12 weeks.

• Hovering over a date or week displays additional information about the new and deactivated drivers.
  • The date or date range used for count of new and deactivated drivers.
  • New Drivers: Count of drivers who have been onboarded during the time period.
  • Deactivated Drivers: Count of drivers who have been deactivated during the time period.

Qualifications

The Qualifications widget displays the Driver Qualifications by Document and Driver statuses.

Note: The Driver Qualifications data presented in the Workforce Hub is always as of the current date and time.

• Clicking on the Documents toggle button in the Qualifications widget shows the Qualifications by document status.
  • Expired: Count of qualifications that have expired 
  • Expiring: Count of qualifications that are expiring within 45 days
  • Needs Review: Count of qualifications that require the fleet manager/admin to review and approve before they are considered valid or complete.
  • Up to date: Count of qualifications that are in good standing. These qualifications warrant no action from the drivers or the fleet managers/admins.
  • Rejected: Count of qualifications that were not accepted after review by the fleet manager/admin.
• Clicking the Drivers toggle button in the Qualifications widget shows the Qualifications by driver qualification status.
  • Ineligible: Driver qualification status when any document has expired.
  • At Risk: Driver qualification status when any document is within a 30-day window of expiring.
  • Eligible: Driver qualification status when all documents are outside the 30-day window of their expiration. This is also the default state for any driver with no associated documents.

Motor Vehicle Records

• Currently, fleets need to execute Motor Vehicle Records (MVRs) checks outside of Motive.
• Once they have the driver’s MVR file, they can upload a PDF or photo into the Motor Vehicle Record document in Motive to store driver files in one place.

Note: Motive is going to introduce Integrated Motor Vehicle Records (MVRs) by the end of 2025 to streamline driver qualification. Fleets will also be able to access Motor Vehicle Records (MVRs) status through the Workforce Hub.

Timecards

The Timecards widget provides a quick view of time tracking for drivers and other fleet workers who are exempt from the Record of Duty Status (RODS) regulation, so that you can spot issues that may affect payroll and compliance.

• The widget shows the total timecards count by status.
  • Overdue: Count of past timecards that have not been submitted by drivers.
  • Submitted: Count of timecards that have been submitted by drivers.
  • In Progress: Count of the current day’s timecards or past 1-day timecards that have not yet been submitted by drivers.
• Hover over the chart elements to see the exact count for any status.

Note: The Timecards widget displays the total timecard count by status as of the current date and time.

Average Hours Worked 

The Average Hours Worked widget summarizes the work hours of timecard drivers/fleet workers in the selected period to help you quickly identify over- or under-utilization patterns across the fleet.

• The time period defaults to Last week on this widget; however, you can switch among Last week, Last 4 weeks, and Last 12 weeks, consistent with other widgets on the page.
• The Average Hours are reported from submitted timecards only.
• Hover over the chart elements to view precise average hours worked values and the trend for the chosen date or range.

Expired and Expiring Qualifications leaderboard  

The Expired and Expiring Qualifications leaderboard highlights drivers who have the most expired and/or expiring qualifications, helping you prioritize compliance actions.

• Use this leaderboard to quickly identify drivers needing immediate attention or fleet with respect to qualifications and fleet manager follow-up.
• The leaderboard shows the top 5 drivers with the most expired and/or expiring qualifications.
• Drivers are ranked based on the most expired qualifications, followed by expiring qualifications. 
  • For example, Driver A with 5 expired qualifications and 1 expiring qualification would be ranked higher and appear before in leaderboard than Driver B with 4 expired qualifications and 6 expiring qualifications.
• Click the arrow on the top-right of the widget to navigate to the Workforce > Qualifications tab, prefiltered to view all drivers with expired or expiring qualifications.
• Hover over any driver to see the respective count of expired and expiring qualifications (status definitions match the Qualifications widget):
  • Expired Qualifications: Count of qualifications that have passed their expiration date.
  • Expiring Qualifications: Count of qualifications that are within the 45-day pre-expiry window.

Overdue Timecards leaderboard  

The Overdue Timecards leaderboard surfaces drivers with overdue timecards so you can quickly follow up and reduce payroll risk.

• Use this view to identify drivers who still need to submit timecards, complementing the Timecards widget.
• The leaderboard shows the top 5 drivers with the most overdue timecards for the time period selected.
• The time period defaults to Last week on this widget; however, you can also switch among Last week, Last 4 weeks, and Last 12 weeks, consistent with other widgets on the page.
• Click the arrow on the top-right of the widget to navigate to the Workforce > Timecards tab, prefiltered to view all drivers with overdue timecards for the time period that was selected on the widget.

Three-dots Action menu

Use the action menu to quickly add drivers, qualifications, and training directly from the Workforce Hub. Below actions are available to the users, as per the roles and permissions set by the fleet admin:

• Add drivers:  Create a new driver profile.
• Import drivers: Bulk-import driver profiles.
• View import history: Review the status and results of prior imports.
• Add template: Create a reusable template for driver qualifications.
• Add document: Upload a new driver qualification document (for example, a driver's license or a medical examiner’s certificate).
• Add training module: Create a new training module in the catalog.
• Assign training: Assign one or more training modules to selected drivers or groups.

Action Center 

This section gives you quick access to drivers and qualifications that need your attention and displays live counts for each. Clicking the count takes you to the qualifications tab prefiltered for the respective drivers and/or qualifications to take corrective actions.

• Ineligible Drivers: The count of drivers who have at least one qualification as expired. 
• At Risk Drivers: The count of drivers whose qualifications are within a 30-day window of expiration that could soon lead to ineligibility.
• Qualifications to Review: The count of qualifications awaiting fleet manager/admin review and approval.

Reports

Use this section to audit qualifications and analyze workforce time tracking.

• Driver Qualification Documents Report: Run a consolidated report of driver qualification documents for audit and oversight.
• Hours Worked Report: View hours recorded by timecard drivers for payroll and utilization analysis.
• Timecard Details Reports: Drill into daily timecard entries for review and reconciliation.

Quick Links

Use this section to navigate to the Motive help center for quick assistance on the workforce workflows.

Drivers tab

This tab helps you manage all driver profiles with quick actions and filters for time tracking and qualification status to streamline daily operations. 

Timecards tab

This tab helps you monitor and manage the time tracking of workers exempt from the Record of Duty Status (RODS) regulation. You can view in‑progress/submitted/overdue timecards, audit entries, and suggest/approve edits for payroll accuracy.

Qualifications tab

This tab helps you track and manage driver qualification documents seamlessly with real‑time status and filter by driver status, document type and status, expiration, and other filters.

Templates tab

This tab helps you create and manage qualification document templates to standardize qualifications collection.

Training tab

This tab helps you create and manage training modules within Motive. You can assign one or more training modules to selected drivers or groups and track progress.

Enabling access to Workforce Management on the Fleet Dashboard

1. Log in to the Motive Fleet Dashboard and click the Admin icon in the lower left-hand side menu.

2. Click Fleet Users.

3. Click Roles & Permissions.

4. Click +Create Role to create a new role or click Options > Edit under the Actions column to edit any existing role.

5. To select Workforce permissions for the Fleet Dashboard, scroll to the Workforce section or type Workforce Management in the search bar.

6. Checkmark the box for the following:

• View Timecards: This allows fleet users to view timecards.
• Edit Timecards: This enables fleet users to propose edits to timecards submitted by Drivers.
• Manage qualifications: This enables fleet users to access Qualification Documents and make edits to these files.
• Manage qualification templates: This allows the creation or editing of the Qualification templates.

Note: A paid Workforce Management license is required to enable permissions of Manage qualifications and Manage qualification templates.

7. To enable Workforce Admin permissions, select Workforce under the Admin sub-section.

8. Click Create to save this role.

9. Go back to the Fleet Users page. Click Users to add fleet users to this role.

10. Click Options to add the fleet users of your choice.

11. Click Edit Roles & Groups from the dropdown.

12. A pop-up window appears. Here you can select the role that you want to apply for this specific fleet user to have access to. 

13. Click Save.

FAQs

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