Editing and Managing Logs

To keep logs accurate and compliant, both drivers and fleet users can make changes to hours of service (HOS) records. This article explains how to edit logs, suggest changes, and approve them in the Motive platform.

Overview 

Ensuring logbook accuracy is a shared responsibility between drivers and fleet managers. Motive provides a collaborative workflow for correcting errors or adding missing information to a driver's logs. This process is designed to be fully compliant with Federal Motor Carrier Safety Administration (FMCSA) regulations, which require a clear audit trail and driver certification for all changes.

• Ensure compliance: All edits are tracked, and drivers are required to approve fleet user suggestions, maintaining the integrity of the Record of Duty Status (RODS) as required by the FMCSA.
• Improve accuracy: Easily correct duty statuses, add missing notes, or update log form information like trailer numbers and shipping documents to ensure logs are always accurate.
• Streamline communication: Drivers and fleet managers can easily view and respond to log suggestions, making it simple to resolve discrepancies and keep records accurate.
• Maintain original records: The system never overwrites original log entries. All edits are stored alongside the original record, providing a complete history of all changes.

Edits and suggestions

In the Motive platform, there are three ways a log can be changed: automatic entries by the system, edits made by the driver, and suggestions made by a fleet user.

• Automatic system entries: The Motive Vehicle Gateway automatically records driving time when the vehicle moves at 5 mph or greater. This automatic record cannot be edited or changed to a non-driving duty status.
• Driver-initiated edits: Drivers can directly edit their own logs to correct errors. This includes changing a duty status, inserting a past duty status that was missed, or adding notes.
• Fleet manager suggestions: A fleet manager can propose edits to a driver's past logs. These changes are sent to the driver as suggestions and do not take effect until the driver reviews and approves them in the Motive Driver App.

According to FMCSA regulations, both drivers and authorized carrier personnel can make edits to correct or complete log information. However, any edit must include a note explaining the reason for the change.

Types of edits and suggestions:

• Editing duty status: Correct an incorrect duty status or insert a duty status that was missed.
• Editing the log form: Correct or add details such as vehicle and trailer numbers, shipping documents, or co-driver information.
• Adding notes and remarks: Add notes to any event to provide more context. This is required for all edits.

Note: Trips recorded by the Vehicle Gateway will be highlighted with a green line. However, drive time added manually will be shown as the regular blue line. Trips recorded by the Vehicle Gateway cannot be edited as per FMCSA/CCMTA regulations. Manual driving duty statuses can be edited but they cannot be adjacent to duty statuses automatically recorded by the Vehicle Gateway.

Editing logs in the Driver App

Drivers have full control over their logs and must approve any changes suggested by a fleet user.

To edit your log:

1. In the Motive Driver App, tap Logs. 

   

2. Select the day you want to edit. 

   

3. Tap the duty status event on the log graph or in the list below it. 

4. Tap Edit. 

   

5. Make any needed changes to the duty status, time, location, or notes.

6. Tap Save. 

   

To review and approve suggestions:

1. When a fleet user suggests an edit, you’ll get a notification to review it. 

   

2. Go to the Logs screen and select the day with the pending edit.  

   

3. On the Edited Log tab, review the details and tap the Green check mark to accept and apply the changes, or tap the Red cross to reject the suggestion and keep the original log.  

   

To certify your log after edits are approved:

1. Tap Sign at the top of the screen. 

   

2. On the certify screen, tap Sign Log. 

3. Tap Agree to confirm. 

   

Managing logs in Fleet Dashboard

Fleet users can suggest edits to a driver’s logs from the past 14 days to help keep records accurate and compliant.

Suggest an edit to a driver’s log:

1. Log in to the Motive Dashboard and click Compliance.

2. Select the Logs tab. 

   

3. Use the filters to find the specific driver and log. 

   

4. Click the log entry to open the details page. 

   

5. Click Edit Log.  

   

6. To suggest a change to a duty status, select the event and click Edit. To insert a missing duty status, click Insert Duty Status. 

   

7. Make the required changes and add a note in the Notes field explaining the reason for the edit. This is required. 

8. Click Confirm. The suggestion is now sent to the driver for approval.  

   

You can check the status of your suggestions on the driver’s log page. Motive keeps a full record of all edits, including who made the change, when it was made, and the reason for it. 

For internal corrections where the official ELD record should stay the same, fleet users can use the Ignore Drive Time feature. This lets you reclassify incorrect drive time for internal HOS clock updates, while keeping the original entry on the official log sent to the FMCSA.

Adding a trailer number to driver logs

1. Log in to the Fleet Dashboard, go to  Compliance > Logs, and select the desired log. 

   

2. Click Edit > Log form. 

   

3. Go to General > Asset, click the dropdown, select the desired trailer number, and click Save. 
   

Ignore Incorrectly Recorded Drive Time

The Ignore Drive Time feature enables Fleet Admins to ignore an incorrectly recorded driving event and help drivers recalculate their accurate remaining HOS in the Driver App. This feature gives fleet users the ability to ignore an ELD-recorded drive time to get rid of violations internally. No changes are made to the driver’s ELD outputs (log PDF/output file), to help fleets stay in compliance. 

Note: In accordance with ELD regulations, once the driving time is automatically recorded to a driver’s logs, that event will remain on the driveline and cannot be edited. Check out our guide on how to navigate FMCSA's rules on reclassifying drive time.

Ignoring Incorrectly Recorded Drive Time using Fleet Dashboard

Follow these steps to ignore an incorrectly recorded drive time using the Motive Dashboard:

1. Once you have access to Ignore Drive Time, log in to the Fleet Dashboard. 

2. Click Compliance in the left-hand side menu. 

3. Click Logs.

4. Select the incorrectly recorded driving event. 

5. Click Edit Log (Driver must sign logs for that day to edit logs). 

6. On the next page, click Edit for the drive time you want to ignore.

7. Check the check box to select Ignore incorrectly recorded drive time.

8. Select an appropriate duty status, Off-Duty (PC), On-Duty (YM,) or Waiting Time (WT) to recalculate the driver’s HOS Clocks. 

9. Click Confirm.

10. An automatic internal note now displays on the logs detail page under the ignored driving duty status, and the driver receives a notification in the Driver App to view the log with ignored drive time. 

Once you ignore the drive time, that driving event will be excluded from the hours of service. The driving event will still show up on the Driver's log; however, it will be considered Off-duty instead.

Note: The internal note is only visible within Motive Platforms (Fleet Dashboard, Driver Application) for tracking purposes and is not visible on the driver’s ELD Outputs.

Ignoring Incorrectly Recorded Drive Time using Mobile Browser 

1. Open gomotive.com on your mobile browser (preferably Chrome).

2. Tap the three lines at the top-left corner.

3. Click Compliance.

4. Click Logs.

5. Choose the log.

6. Click Edit at the bottom.

7. Click the three dots at the top-right corner of your browser.

8. Select Desktop site.

9. Find the Edit button in the right corner of the driving event that needs to be edited (Zoom if needed).

10. Select Ignore Incorrectly Recorded Drive Time.

11. Choose Personal Conveyance or Yard Move.

12. Click Confirm at the top-right corner.

13. Click Save at the top-right corner.

14. Ensure the driver approves your edits from their Motive Driver App.

Viewing logs of deactivated drivers

1. Log in to the Fleet Dashboard and click the Admin icon.

   

2. Go to Drivers > All Drivers.

3. Click the Drivers drop-down and select Deactivated.

   

4. Click the Time tracking method drop-down and select Logs.

   

5. Click the three-dot menu for any deactivated driver and select View Profile.

   

6. From the Summary tab, go to Recent Activity > Logs. 

7. Click View All logs.

   

8. Apply filters to customize your results.

   

Editing Odometer Readings for driver logs

1.  Log in to the Fleet Dashboard and click Compliance.
2. Click Logs.

3. Click the log for which you want to change the odometer reading.

   

4. Click Edit to make changes to the log.

   

5. Click Form.

6. From the General section, enter the new odometer values and click Save.

   

FAQs

• How to navigate FMCSAs rules on reclassifying drive time.pdf
  (2 MB)

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