MVR Continuous Monitoring helps fleets continuously and automatically track enrolled drivers’ Motor Vehicle Records (MVRs) from the Fleet Dashboard. This allows safety and compliance teams to timely identify new violations, suspensions, crashes, license-status changes, and other record updates without waiting for the next manual or annual MVR check.
| Note: Currently, MVR Continuous Monitoring is only available to US-based customers of Workforce Management. Interested in MVR Continuous Monitoring, contact your account manager to get started. |
Overview
MVR Continuous Monitoring is a new add-on capability in Driver Qualifications within Workforce Management that helps fleets reduce compliance risk and review driver record activity.
Key features include:
- Continuous monitoring: Automatically monitors enrolled drivers’ records and retrieves new MVRs when qualifying activity occurs, helping fleets review and act on compliance issues sooner.
- Activity MVR: Monitored MVR activity includes various changes in drivers' records such as violations, crashes, suspensions, license status, and changes in key medical details.
- Driver enrollment: Admins can enroll drivers for MVR Continuous Monitoring from Workforce > Drivers. After a driver is successfully enrolled for MVR Continuous Monitoring, a new MVR is automatically generated with the Enrollment label.
- Clear MVR labels: Distinguishes monitoring-generated MVRs with labels such as Enrollment and Activity, so admins can quickly understand the source of each record.
- CA EPN support: MVR Continuous Monitoring supports CA EPN for California drivers and receives EPNs for enrollment, activity, and annuals.
- Monitored MVR alerts: An alert will be automatically configured with a recipient list of all fleet admins. Admins are recommended to review that alert and update the list of recipients so the right teams are notified when a Monitored MVR is generated.
Enrolling a driver for MVR Continuous Monitoring
- Log in to the Motive Fleet Dashboard and go to Workforce > Drivers.
- Click the three-dot menu for any driver with the Not enrolled status and select Enroll MVR monitoring.
| Note: You can use the MVR Monitoring filter to find drivers with a specific MVR Monitoring status such as Not Enrolled. |
- Click Upload driver’s license.
| Note: In cases where the driver’s license on the DQ (Driver Qualification) file is based on an old template or missing information required for MVR Continuous monitoring, you will still be asked to upload the license. This is because an up-to-date Driver License is required before you can enroll the driver for MVR Continuous monitoring. |
- Drag and drop or click Upload to add the driver license.
- Once the license is uploaded, click Process.
- Review the AI extracted information for accuracy and make edits when required.
- Click Save to continue.
- For drivers licensed in Arizona, Illinois, New Jersey, or Pennsylvania, enter the last 4 digits of the driver’s SSN (Social Security Number). If prompted, also enter the required state ZIP code.
| Note: If the uploaded license is expired, you will see Expired next to the license and the option to reupload an unexpired license. |
- Once done, click Enroll.
- An enrollment request is sent, and the MVR Monitoring status of the selected driver changes to Enrolled.
- Once enrolled, a new Enrollment MVR is generated for the selected drivers from the following US States: Minnesota, Missouri, Tennessee, Ohio, California, Maryland, New York, and Texas.
- To review this MVR, go to Workforce > Qualifications.
| Note: Enrollment MVRs come with a fee in California, Maryland, New York, Ohio, and Texas. |
| Note: Click Manage alert to review and update Monitored MVR alert for the driver you enrolled. |
Unenrolling a driver for MVR Continuous Monitoring
- Log in to the Motive Fleet Dashboard and go to Workforce > Drivers.
- Click the three-dot menu for any driver with the Enrolled status and select Unenroll MVR monitoring.
| Note: Use the MVR Monitoring filter to find drivers with a specific MVR Monitoring status, such as Enrolled. |
- Click Unenroll to confirm.
Viewing and resolving failed MVR Continuous Monitoring enrollment requests
- When an MVR enrollment request fails, the MVR Monitoring status column displays Failed.
- Click View reason.
- Read why the MVR enrollment attempt was unsuccessful under Reason for failure.
- Click the hyperlink for Samba Safety’s support page to find your error code in the given list and get help in troubleshooting.
Reviewing Monitored MVRs from Qualifications tab
- Log in to the Motive Fleet Dashboard and go to Workforce > Qualifications.
- Qualifications tab displays the following information:
- Driver name and ID
- Driver qualification status
- All documents uploaded for a driver profile under Document Type
- Document Expiration date where applicable
- Status of the uploaded documents where Up to date means no review is required and statuses highlighted in red and yellow mean the document needs to be reviewed.
- Use the filters to find the driver or document you want to review.
- Click any document with the status that indicates it needs to be reviewed.
- Review the MVR document and new reported activity details and take required action.
- Once done, click Save to save the MVR or Reject to dismiss it.
Reviewing a Monitored MVR from driver profile
- Log in to the Motive Fleet Dashboard and go to Workforce > Qualifications.
- Click the three-dot menu for the MVR document you want to review.
- Select View driver profile.
- From the Summary tab, you can see the unreviewed MVR activity alert on top of the profile and listed under the Action Center.
- Click Review MVR to review the document.
- Review the MVR document and new reported activity details and take required action.
- Once done, click Save to save the MVR or Reject to dismiss it.
Monitored MVR alerts
Monitored MVR alerts notify fleet users when a new monitored MVR is generated for a driver enrolled in MVR Continuous Monitoring. This helps safety and compliance teams quickly review new driver-record activity, such as violations, suspensions, crashes, license-status changes, and other updates, without waiting for the next manual or annual MVR check. To learn more about what this alert includes, see Alert Types.
Fleet admins with the permission to create alerts can set up Monitored MVR alerts from the Fleet Dashboard. For steps to configure or update the alert, see Create and Edit Alerts.
California EPN (Electronic Profile Number)
Setting up California EPN RCodes
California law requires fleets to obtain an EPN RCode before enrolling California-licensed drivers in MVR Continuous Monitoring. EPNs (Electronic Profile Numbers) are state-issued notices that California sends to employers when a driver's record changes, and fleets must be registered to receive them. Contact your Motive Account Manager to initiate the RCode paperwork. Once your RCodes are issued, you can configure them in the Fleet Dashboard.
| Note: If your fleet operates under multiple DOT IDs, you will receive a separate RCode for each DOT ID. Each RCode must be configured individually and mapped to its corresponding DOT ID in Workforce admin settings. |
To configure your California (CA) RCodes:
- Log into the Motive Fleet Dashboard and go to Admin > Workforce.
- Scroll down to the Qualifications section and click Edit.
- From Motor Vehicle Records, click Expand next to By states.
- Under California (CA) RCodes, enter the RCode for each listed DOT ID.
- Click Save.
Once RCodes are configured, California drivers enrolled in MVR Continuous Monitoring will automatically receive EPNs alongside their MVRs. Each EPN and its associated MVR are attached to the same document record as two separate PDFs.
Acknowledging California EPNs
California law requires fleet managers to acknowledge that they have received EPN notices. Any new EPN returned by the state is placed in a Needs Acknowledgement state by default and must be acknowledged before it can be considered complete.
To acknowledge a California (CA) EPN:
- Log in to the Motive Fleet Dashboard and go to Workforce > Qualifications.
- Click any MVR entry with the EPN label and Needs acknowledgement status.
- Review the MVR document and any new reported activity details to take required action.
- Once done, click Acknowledge to confirm receipt of the EPN notice.
- Once acknowledged, the EPN status is updated and the record is stored in the driver's DQ file with the EPN label alongside the associated MVR.
FAQs
How is MVR Continuous Monitoring different from Integrated MVRs?
Integrated MVRs support one-time MVR workflows, such as pre-hire, annual, and ad hoc MVR pulls. MVR Continuous Monitoring adds automated monitoring, so once a driver is enrolled, Motive automatically retrieves a new MVR when the driver’s record changes instead of requiring someone to manually order another MVR.
How is MVR Continuous Monitoring different from Manual MVR alerts?
Manual MVR alerts notify fleets when a manually ordered MVR comes back with activity or exception-related issues. Monitored MVR alerts are tied to continuous monitoring and notify fleets when Motive automatically generates a new monitored MVR after a change is detected on an enrolled driver’s record.
Who can use MVR Continuous Monitoring?
MVR Continuous Monitoring is currently only available for US-based customers with Workforce Management and SambaSafety Integrated MVR setup. To enable this feature, your fleet admin must contact your Motive Account Manager.
Does MVR Continuous Monitoring work in all 50 states?
Yes. MVR Continuous Monitoring supports automated monitoring across all 50 US states. However, some enrollment and MVR behaviors vary by state, including SSN requirements, enrollment fees, enrollment MVR availability, and California EPN requirements.
What events trigger a monitored MVR?
A monitored MVR can be generated when SambaSafety detects a qualifying change in the driver’s record, such as a violation, crash, suspension, license status change, or a change in key medical details. In most states, activity is typically detected within about 24 hours of the event.
Do all states generate an enrollment MVR?
No. An enrollment MVR is generated and returned only for the following US States: Minnesota, Missouri, Tennessee, Ohio, California, Maryland, New York, and Texas. Moreover, enrollment MVRs come with a fee in California, Maryland, New York, Ohio, and Texas.
Can I unenroll a driver from MVR Continuous Monitoring?
Yes. Admins can unenroll individual drivers at any time. Drivers are also automatically unenrolled when they are deactivated in Motive, and editing key identity details such as name, date of birth, or license number should prompt a recommendation to re-enroll the driver.
Where can I review monitored MVRs?
You can review monitored MVRs from Workforce > Qualifications or from the driver profile. Monitoring-generated records appear in the driver’s DQ file with labels such as Enrollment and Activity so teams can distinguish them from ad hoc, annual, or pre-hire MVRs.
How do Monitored MVR alerts work?
Monitored MVR alerts notify fleet users when a new monitored MVR is generated for a driver enrolled in continuous monitoring. Fleet admins with permission to manage alerts can configure these alerts from Admin > Alerts.
Is California EPN required for all fleets?
No. California EPN requirements apply only when a fleet is enrolling eligible California drivers in MVR Continuous Monitoring. Fleets must have an EPN R-code configured before those drivers can be enrolled, and authorized users must acknowledge returned EPN records as part of the California monitoring workflow.
What is an EPN RCode and how do I get one?
An RCode is a state-issued identifier that registers your fleet to receive California EPN notices. If your fleet has multiple DOT IDs, you will receive a separate RCode for each. To get started, contact your Motive account representative to initiate the paperwork. Once issued, configure each RCode in Admin > Workforce Settings under the California (CA) RCodes section.
Do EPNs come as separate documents from MVRs?
No. When a California driver enrolled in MVR Continuous Monitoring receives an EPN, it is attached to the same document record as the associated MVR, delivered as two separate PDFs within that record.
What happens if I don't acknowledge an EPN?
EPNs placed in a Needs Acknowledgement state will remain pending until a fleet manager acknowledges them. California law requires employers to acknowledge receipt of EPN notices, so unacknowledged EPNs should be reviewed promptly to maintain compliance.
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