Reports and Alerts

Motive’s reports and alerts help fleet managers track hours worked, manage driver qualification requirements, audit training completions, and maintain compliance. These tools improve operational efficiency and keep fleets audit-ready. These tools improve operational efficiency and keep fleets audit-ready.

Overview

Motive provides detailed reports and proactive alerts for timecards and driver qualifications, giving admins clear insights and timely notifications. These tools make it easier to track workforce activity, manage compliance, and prepare for audits. Key features include:

• Centralized insights: View all compliance and timecard data in one place for quick reference. Having a single source of truth helps reduce errors and speeds up decision-making.
• Proactive alerts: Receive notifications when documents are uploaded or approaching expiration. This ensures you can act before compliance deadlines are missed.
• Customizable reports: Filter, export, and schedule reports to match your operational needs. You can tailor the data to specific time periods, drivers, or document types.
• Streamlined compliance: Reduce manual tracking by using automated tools that keep your fleet audit-ready. Consistent reporting and alerts help you maintain ongoing readiness.

Hours Worked Report

The Hours Worked Report summarizes total work hours for drivers, helping managers monitor labor and ensure compliance.

1. In the Motive Dashboard, go to Reports.
2. Select Timecards.
3. Click Hours Worked.

Report features:

• Filters: Narrow results by driver, date range, and other criteria.
• Data bar: View key totals such as total hours worked.
• Columns: See driver name, total hours, overtime, and date ranges.
• Report actions: Save, favorite, schedule, copy, or export reports as PDF or CSV.

Timecard Details Report

The Timecard Details Report provides an itemized view of each timecard entry for payroll and compliance reviews.

1. In the Motive Dashboard, go to Reports.
2. Select Timecards.
3. Click Timecard Details.

Report features:

• Filters: Filter by driver, date, and status.
• Data bar: View totals such as total hours and number of entries.
• Columns: Review clock-in/out times, job types, and notes.
• Report actions: Save, favorite, schedule, copy, or export reports as PDF or CSV.

Driver Qualification Documents Report

The Driver Qualification Documents Report tracks document status and expiration dates to help maintain compliance.

1. In the Motive Dashboard, go to Reports.
2. Select Documents.
3. Click Driver Qualification Documents Report.

Report features:

• Filters: Filter by document type, driver, and status (active, expiring, expired).
• Data bar: See counts of documents by status.
• Columns: Review driver name, document type, expiration date, and status.
• Report actions: Save, favorite, schedule, copy, or export reports as PDF or CSV.

Driver Training Summary Report

The Driver Training Summary Report shows overall training progress across drivers or groups, including trainings that are assigned, completed, and overdue.

1. In the Motive Dashboard, go to Reports.
2. Select Drivers.
3. Click Driver Training Summary.

Report features:

• Filters: Filter by name/ID and group.
• Data bar: View totals of assigned, completed, and overdue trainings.
• Columns: Assigned trainings, completed trainings, overdue trainings.
• Report actions: Save, favorite, schedule, copy, or export as PDF or CSV.

Driver Training Detail Report

The Driver Training Detail Report provides driver-level training information, including modules, categories, and due dates.

1. In the Motive Dashboard, go to Reports.
2. Select Drivers.
3. Click Driver Training Detail.

Report features:

• Filters: Filter by name/ID, group, module, and category.
• Data bar: Track totals of assigned and completed training modules.
• Columns: Driver name, assigned groups, training modules, categories, due dates, completion dates.
• Report actions: Save, favorite, schedule, copy, or export as PDF or CSV.

Viewing the Drivers Workload report 

1. Log in to the Fleet Dashboard and click Reports.
2. Click Drivers.

3. Click Drivers Workload.

   

4. Use the filters to create a customized view of the report.
5. Click Save to add the report to the saved reports tab for easy access. 

6. To download a report, click on the three-dot menu and select either Export as PDF or Export as CSV.

   

Driver Qualification Document Upload Alert

The Driver qualification document upload alert sends notifications when driver qualification documents are uploaded so you can track submissions promptly.

1. In the Motive Dashboard, go to Admin>Alerts.
2. Click Create Alert and choose Driver Qualification Document Upload.
3. Configure settings:

• Drivers: Select who the alert applies to.
• Trigger range: Choose when the alert is triggered.
• Delivery settings: Select email, SMS, or app notification.
• Use the Document type filter to choose which documents trigger the alert.

Where alerts appear:

• Fleet Dashboard notification center
• Push notification in the Motive Driver App
• Notification center in the Motive Driver App

Driver Qualification Document Expiration Alert

The Driver qualification document expiration alert sends a notification before driver qualification documents expire to avoid compliance risks.

1. In the Motive Dashboard, go to Admin>Alerts.
2. Click Create Alert and choose Driver Qualification Document Expiration.
3. Configure settings:

• Drivers: Select who the alert applies to.
• Trigger range: Choose the notification window.
• Delivery settings: Select your preferred method.
• Expiration status: Choose from expired or expiring within 3, 7, 15, 30, 45, 60, or 90 days.

Where alerts appear:

• Fleet Dashboard notification center
• Push notification in the Motive Driver App
• Notification center in the Motive Driver App

Viewing the ELD output file report 

The Fleet Dashboard enables the fleet admins and managers to view and download the ELD Output File report. The ELD Output file report lists all instances of when a Driver sent an ELD Output file to an officer.

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

2. Go to Compliance > ELD Output File. 

   

3. Use the filters to customize your view of the report.

   

4. Click Save to add this report to the saved reports tab for easy access.

5. Click Export as PDF or Export as CSV to export in a format of your choice. 

   

Viewing Form & Manner Errors Detail Report

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

2. Go to Compliance > Form & Manner Errors Detail. 

   

3. Use the filters to customize your view of the report.

   

4. Click Save to add this report to the saved reports tab for easy access.

5. Click Export as PDF or Export as CSV to export in a format of your choice.

   

Viewing Unidentified Trips Detail Report

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

2. Go to Trips > Trips Detail. 

   

3. From the filters section, click the dropdown for Driver. 

   

4. Click Unidentified.

   

5. Click Save to add this report to the saved reports tab for easy access.

6. Click Export as PDF or Export as CSV to export in a format of your choice.

   

Creating alerts for defects in the inspection report 

1. Log in to Fleet Dashboard and go to Admin > Platform > Alert > Create alert. 

   

2. In the Alert section, type the Name for the alert and search for Defect in Inspection Report in Type.

   

3. In Delivery, click Select to choose your alert recipients. 

Note: All Entities will be selected by default. You can select the Groups, Vehicles and Assets as Entities for the alert.

4.  Click Save.

   

5. Select a Geofence if you want to trigger the alert in a particular geofence. 

6. You can set the trigger range for the Alerts to All times, on Weekdays, Weekend, or set a Custom trigger range.

   

7. In the Delivery section, click Select and choose Fleet Users, Drivers, or Groups as recipients for the Alerts.

Note: All entities will be selected by default. You can custom-select the entities yourself.

8. Click on Save Selection.
9. Check the box for Important to flag the alert as important in emails and notifications.
10. The Frequency defaults as Immediate since these alerts are real-time.
11. Select the delivery Method through which you want the Recipients to receive the real-time alerts. You can select Email, Notifications, SMS, and Whatsapp.
12. You can also select External Recipients to receive these alerts.

13. Click Save.

    

Downloading the Spend Summary Detail report

The Spend Summary Detail report gives the total spending and savings over a specified time. Fleet Admins can check and download Spend Summary Details reports using the Fleet Dashboard.

1. Log in to the Fleet Dashboard and click Reports.

2. Go to Cards > Spend Summary Detail.

   

3. Use the filters Date, Group, categories, and cardholders to filter out results.

4. The Date filter also has an option to see details based on the Posted Date.

   

5. Click Save to add this report to the saved reports tab for easy access.

6. Click Export as CSV to download the report file.

   

Understanding Spend Summary Discrepancies 

1. Compare the total spend values in different tabs (e.g., Category, Card, Vehicle, Driver, Group).

2. If the totals do not match, proceed to the explanation provided within the report.

3. A message appears in the Category and Card tabs when a discrepancy is detected. The message explains that:

• The Vehicle, Driver, and Group tabs reflect the actual transaction amounts (posted date).

• The Category and Card tabs sum individual line items, which may result in minor differences.

• Motive is working with merchants to reduce these discrepancies.

Note: If you select a time-period where the totals match, the message will disappear.

FAQs

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