Create and Edit Drivers

Creating and managing driver profiles in the Motive Dashboard is essential for compliance, accurate records, and smooth operations. This article explains how to add, edit, and manage driver profiles and settings.

Overview

The Motive Dashboard gives you full control over driver profiles to ensure compliance with federal regulations and improve fleet operations. Accurate profiles ensure hours of service (HOS) tracking, simplify dispatch, and improve communication.

• Ensure ELD compliance: Set up drivers' profiles with the correct license and HOS settings to meet federal requirements.
• Track HOS accurately: Choose appropriate cycle rules and duty status to avoid violations and maintain accurate logs.
• Speed up onboarding: Add drivers individually or in bulk. Then, invite them to the Driver App for immediate access.
• Manage everything in one place: Update compliance settings, assign devices, and more from the Fleet Dashboard.

Basics

Driver profiles are key for assigning compliance rules, linking Motive devices, and maintaining accurate logs. They ensure driving activity is connected to the correct driver, supporting data tracking and accountability. This section also allows users to manage settings, app access, and safety performance from one location. Fleet Admin or Fleet Manager permissions are required for these tasks.

Creating driver profiles

Authorized users can add drivers individually or in bulk from the Motive Dashboard.

Adding a single driver

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left corner.
    

   

2. In the Organization menu, select Drivers.

3. Click the + Add Driver button in the top-right corner.
    

   

4. In the Account and Security section, enter the driver’s name, driver ID, and contact information.
    

   

5. Enter the driver’s license number and select the issuing state. This is required for ELD compliance.
6. Under Hours of Service Compliance, select the tab for drivers who must maintain logs. Choose either ELD or Electronic Logbook.

7. If the driver is exempt, click the Not Required tab and select a reason.
    

   

8. In the Log Settings section, set the driver’s Home Terminal Time Zone and choose between miles or kilometers for odometer readings.
    

   

9. In the Cycles section, select the appropriate Primary HOS Cycle rule. You can also add a Secondary Cycle if needed.
10. Under Special Duty Statuses, check the boxes for Personal Conveyance or Yard Move if these apply to the driver.

11. (Optional) If your fleet uses Motive Cards, you can assign a card to the driver during this setup.
     

    

12. Click Save to create the profile. The driver will receive an invitation to download and log in to the Motive App.

Bulk importing multiple drivers

1. From the Drivers page (Admin>Organization>Drivers), click the dropdown next to Add driver and select Import Drivers.

2. Select Add Drivers.
3. Download the XLSX template file provided.
4. Fill out the template with the information for all the drivers you wish to add.
5. Mandatory fields include name, username, email, password, time zone, compliance mode, and primary cycle.

6. Extract a CSV file for your data.
    

   

7. Upload the completed CSV file and click Import. The system will process the file and create profiles for all valid entries.

Editing driver profiles

You can update a driver's information at any time in the Motive Fleet Dashboard.

Editing a single driver profile

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left corner.
2. In the Organization menu, select Drivers.

3. Find the driver in the list. Click the Options button next to their name and select Edit Account.
    

   

4. On the Edit Driver page, make any necessary changes to the driver’s general details, device assignments, or compliance settings.

   

5. Click Save to apply your changes.

Bulk editing multiple driver profiles

1. On the Drivers page, check the boxes next to the drivers you want to update.

2. Click the Edit button that appears at the bottom.
    

   

3. In the menu that follows, choose a setting to update and provide new values/configurations.

4. Click Save to apply the changes to all selected profiles.

   

Bulk editing the terminal time zone for multiple driver profiles

1. Log in to the Fleet Dashboard and go to Admin > Organization > Drivers.  

2. Mark the checkbox next to the desired Drivers from the list and click Edit.

   

3. From Available settings, select the home terminal time zone to move it to Selected settings. 

4. Once it is in Selected settings, click the dropdown below Home terminal time zone, select the desired timezone, and click Save. 
    

   

Bulk editing multiple driver profiles using a spreadsheet

1. From the Drivers page (Admin>Organization>Drivers), click the Import Drivers button.
    

   

2. Select Edit Drivers and pick the specific drivers you need edited on the modal that follows after pressing ‘Edit Drivers.xlsx Template’ button.
3. Download the XLSX template file provided. This will carry all editable data for your selected drivers.
4. Modify whatever needs to be changed on the spreadsheet.
5. Extract a CSV file for your data.

6. Upload the completed CSV file and click Import. The system will process the file and make the changes as per your provided data.
    

   

Accepting a pending driver request 

When a driver creates a profile, Fleet Admins get a notification on the Fleet Dashboard for whether the admin wants to approve or reject the driver. Without approving the request, the driver cannot connect with the ELD. 

1. Log in to Fleet Dashboard and click the Admin icon. 
2. Go to Drivers > All Drivers.
3. The Status for drivers with unapproved requests shows Pending.

4. Click the three-dot menu and select Approve or Reject.

   

Assigning a driver to a vehicle

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

   

2. Click Drivers.

3. Select the driver profile you want to assign the vehicle to and open its three-dot menu.

4. Click Edit Account. 

   

5. Scroll down and click + Assign Vehicle in the Vehicle Assignment section.

   

6. Select Vehicle from the list using the search bar and click Assign.

   

7. Once you see your selected vehicle listed under Vehicle Assignment, click Save.

   

Note: This functionality is only available for Drivers that are set up as Not Required to Log. Once assigned, all trips on this vehicle are associated with the Driver. Drivers who are required to log under the ELD mandate must connect to the Vehicle Gateway for compliance.

Deactivating drivers from the company

Reactivating a driver profile 

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

   

2. Click Drivers.

   

3. Open the filter for Status and click Clear or Deactivated to see all deactivated driver profiles. 

   

4. Select the driver profile you want to reactivate and open its three-dot menu.

5. Click Re-Activate. 

   

6. Fill in the Email, Username, and Password fields, and click Save to re-activate the Driver.

   

Enabling and disabling Personal Conveyance for drivers

Enabling and disabling Personal Conveyance for a driver

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

   

2. Click Drivers.

3. Select the driver profiles you want to change the password for and click the three-dot menu.

4. Select Edit Account.

   

5. Scroll down and find the Time Tracking section.

6. Check or uncheck the box for Personal Conveyance to enable or disable it. 

7. Click Save.

   

Bulk enabling and disabling Personal Conveyance for drivers

1. Log in to the Motive Fleet Dashboard and click the Admin icon. 
2. Click Drivers.

3. Select one or more vehicles and click Edit.

   

4. Click Special Duty Status: Personal Conveyance.

   

5. Select Allow or Don't Allow to enable or disable Personal Conveyance for the selected drivers.

6. Click Save.

   

Enabling and disabling manual driving for a driver

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

   

2. Click Drivers.

3. Select the driver profiles you want to change the password for and click the three-dot menu.

4. Select Edit Account.

   

5. Scroll down and find the Time Tracking section. A brief description of the duty status will be shown as you hover over the question mark icon.

6. Check or uncheck the box for Manual Drive Time to enable or disable it. 

7. Click Save. 

   

8. The Driver will now be able to manually record driving time in the Motive Driver App.

Note: A Driver can only record manual drive time when they have no current vehicle selected. They cannot record manual drive time with a current vehicle selected.

Bulk adding and removing drivers from groups

Bulk adding drivers to groups

1. Log in to the Motive Fleet Dashboard and click the Admin icon. 
2. Click Drivers.

3. Select one or more vehicles and click Edit.

   

4. Click Groups: Add to groups.

   

5. Click Select.

   

6. Mark the boxes for the groups you want to add to the selected driver profiles.

7. Click Save.

   

8. Once all selected groups appear under the Add to groups section, click Save.

   

9. Click Confirm. 

   

Bulk removing drivers from groups

1. Log in to the Motive Fleet Dashboard and click the Admin icon. 
2. Click Drivers.

3. Select one or more vehicles and click Edit.

   

4. Click Groups: Remove from groups.

   

5. Click Select.

   

6. Mark the groups you want to remove for the selected drivers.

7. Click Save.

   

8. Once all selected groups appear under the Remove from groups section, click Save.

   

9. Click Confirm. 

   

Resetting the driver’s profile password

Note: Motive Support can't reset passwords on behalf of our users for security reasons. Users can do it themselves or ask their fleet manager/admin to change it for them.

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

   

2. Click Drivers.

3. Select the driver profiles you want to change the password for and click the three-dot menu.

4. Select Edit Account.

   

5. Scroll down and find the Password section. 

6. Enter a new password and click Save.

   

7. You can also generate a password by clicking Generate Password. 

   

Changing a driver's Compliance Mode 

Enabling Electronic Logbook Mode for a driver 

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

   

2. Click Drivers.

3. Select the driver profiles you want to change the password for and click the three-dot menu.

4. Select Edit Account.

   

5. Scroll down to find the Time Tracking section.

6. To change the Compliance Mode, click Electronic Logbook.

   

7. Click Confirm.

   

8. When the Compliance Mode section shows the driver in Electronic Logbook Mode, click Save. 

   

Enabling ELD Compliance Mode for a driver 

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

   

2. Click Drivers.

3. Select the driver profiles you want to change the password for and click the three-dot menu.

4. Select Edit Account.

   

5. Scroll down to find the Time Tracking section.

6. To change the Compliance Mode, click ELD Compliance Mode.

   

7. When the Compliance Mode section shows the driver in ELD Mode, click Save. 

   

Managing profiles and compliance

Driver profiles include settings for compliance and operational needs. Adjust settings based on the driver's role or region.

• HOS rule sets and cycles: Update primary and secondary HOS cycles to reflect routes and regions, especially for drivers in both the U.S. and Canada.
• Special duty statuses: Enable or disable personal conveyance and yard move based on company policy.
• Driver Privacy: Adjust privacy settings when using Motive Dashcams, including turning off the driver-facing camera when the vehicle is stationary or the engine is off.
• Driver coaching: Use the coaching feature to review flagged safety or compliance events and guide improvement.

Best practices for managing driver profiles

• Audit driver profiles regularly: Ensure license and compliance details are accurate and up to date.
• Use groups to stay organized: Organize drivers by location, role, or DOT number for easier profile management and reporting.
• Enable Driver Walkthroughs: Create checklists to guide drivers through key tasks like updating logs or certifying their records.

Creating and assigning Driver Walkthroughs

Fleet Admins can create and assign a walkthrough from the Fleet Dashboard. Below are steps that you can follow to create and assign one.

Create a Driver Walkthrough

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

   

2. Go to Driver App > Driver Walkthrough. 

3. Click Create Walkthrough.

   

4. From the Create Walkthrough screen, select the Trigger Type for when you want this walkthrough to appear for the Driver(s).

   

5. If Location-based is your Trigger Type, click Select to add geofence information. 

   

6. Check the boxes for the geofences you want to select and click Save.

   

7. Specify the intended use for the walkthrough based on the driver's time tracking method.

   

8. Select the necessary Lock to define activities that cannot be performed before the completion of the walkthrough. This provides an enforcement mechanism.

   

9. Name the walkthrough and start dragging and dropping tiles from Walkthrough Actions to the middle.

   

10. Every Walkthrough Action added will appear under the Walkthrough Details section. 

11. You can check the box for Mark as required action to make the selected action mandatory to complete the walkthrough. 

12. Click the Preview arrows to see how the walkthrough appears in the Driver App. 

13. Once done, click Save.

    

Assign a Walkthrough

1. To assign a walkthrough to a driver or group of drivers, go back to the Driver Walkthrough tab. 
2. Find the walkthrough you created and click its three-dot menu.

3. Select Manage Assignment from the dropdown.

   

4. Search and add individual drivers or groups of drivers. 

5. Click Assign to confirm.

   

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