Managing AI-Powered Driver Qualification Documents

The AI-powered Driver Qualification Document Upload feature makes it easier for fleets and drivers to submit, review, and manage Driver Qualification documents in the Motive Driver App and Fleet Dashboard. AI DQ documents help streamline onboarding and compliance while reducing manual work for drivers and fleet managers.

Overview

• Fleets and drivers can now upload driver qualification documents more efficiently with AI-supported document information extraction. Information from uploaded documents is automatically extracted and associated to a driver, minimizing manual entry.
• The following Driver Qualification (DQ) documents are supported for AI-powered document upload:
  • Motor Vehicle Record (MVR) (fleet user upload only)
  • Medical Examiner’s Certificate
  • Employment Application
  • Employment Verification
  • Inquiry to Previous Employers
  • Pre-Employment Drug & Alcohol Test Results
  • Road Test Certificate
  • Driver License 
• Fleets have control over what documents drivers can upload and whether approval is required prior to saving to a driver’s qualification file:
  • Administrative setting: Driver-initiated document upload
  • Administrative setting: Require fleet user approval before saving AI-processed documents to driver file
  • Template setting: visibility in the Driver App

Fleet Dashboard Uploads 

Fleet users with the permission to “Manage qualifications” can upload DQ documents using AI through the Motive Fleet Dashboard.

1. Open the Qualifications > Add document.

   
    

2. From the list of options, select the qualification document. Documents that can be uploaded with AI are indicated with a star.
   
3. Click Upload to add the document. Once uploaded, click Process.

Note: For best results, ensure files and images are clearly legible. Documents that are handwritten or rotated may process with lower accuracy.

4. The system will extract the data from the document and the template fields will be populated. The platform automatically assigns the document to an existing driver account. If no exact match is found, the Driver dropdown displays AI-powered suggestions of possible matches.

5. Review and verify the details, then click Save. The document will be added to the driver file for the selected driver.
    

Driver App Uploads

Drivers can upload documents through the Motive Driver App and AI will extract the key information to create DQ documents in Motive. Motive provides configurable settings that allow fleets to control which DQ documents drivers may upload through the Driver App and whether fleet user review is required.

Administrative Settings

Workforce Administrative settings control the following:

• Driver-initiated document upload: If the box is checked to allow, Drivers may upload qualification documents via the Motive Driver App.
• Require fleet user approval before saving AI-processed documents to driver file: If the box is checked, all driver-uploaded documents will require fleet user approval to allow fleets to ensure accuracy and compliance before being added to the Driver Qualification (DQ) file.
  
   

Template Settings

If fleets allow for driver-initiated document uploads, they can still control which documents may be uploaded by drivers or groups through template visibility settings. Please review Document Template Visibility in the Driver App.

Uploading a Driver Qualification Document in the Driver App

1. Log in to the Driver App and go to Documents from the home screen or the main navigation menu.
    

   

2. Tap the Drive Qualifications folder.
    

   

3. Tap + icon.
    

   

4. Select a document from the list or type in the search bar to find.
    

   

5. The Document screen appears, prompting the driver to upload a document image. Drivers should ensure the document is up to date, with all information visible and not blurry or dark, then tap Add image.
    

    

6. Choose between Take a new image or Choose an existing image.
    

   

7. If you select Take a new image, the app camera opens, and the document is ready to scan. Make sure the document fits within the frame. When the blue lines appear around the document, tap the Capture button.
    

    

8. Capture images of all pages of your document and tap Continue.
    

9. Review the details and tap Submit.
    

   

10. Once submitted, the document is in a Pending review or Processing state until it is saved to the Driver Qualification file.
     

    

Driver Qualification Documents with Needs Review status

Documents receive the “Needs Review” status for two reasons: 1) a required field from a driver-uploaded document was not able to be extracted with AI and must be entered manually by a fleet user, and/or 2) the fleet has enabled the admin setting that requires fleet user approval before saving AI processed documents to the driver file. Documents with the “Needs Review" status will not be available to the Driver until they are edited or approved. 

To edit a document that Needs Review

1. Open the Qualifications tab.
2. From the list, select Driver License with the status Needs Review.
   
3. Review the uploaded document and verify the required fields in the right-side panel.
   
4. From the three-dot menu, fleet users can Edit details.
   
5. Review and make changes. Once done, click Save.
   
6. A pop-up message appears on the screen confirming the changes.
   

To approve or reject a document that Needs Review

1. If the document is acceptable, click Approve.
   
2. If the document does not meet requirements, click Reject.
   
3. A pop-up appears with a Reason for rejection dropdown. Select the reason and click Reject. In this case, thedriver will be prompted to resubmit the document through the Driver App.
   
    
4. The status of this document is updated to Rejected on the main Qualifications page.
   

 Re-uploading a Rejected DQ Document in the Driver App

1. When the document is rejected by the fleet user after review, the driver receives a notification in the Driver App with the reason for rejection.

2. Tap the notification to open it.
    

   

3. Under the Needs Attention section, tap the rejected document.
    

   

4. Review the rejection reason and upload a new document that meets the requirements.

5. Tap Re-upload to attach new images for processing.
    

   

6. Tap Add image for the document, then tap Continue.
    

   

7. The updated document is sent to the fleet user for review.

FAQs

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