Driver Management Module

Driver management software is a system for tracking each driver's license, the vehicles they're authorized to operate, and the documents required to keep them qualified. EHS Insight Driver Management puts all of this in one place, assigns the right requirements automatically, and shows at a glance which drivers are qualified to drive.

A Driver Qualification file is the set of records an FMCSA-regulated motor carrier must keep for each commercial motor vehicle driver. Under 49 CFR 391.51, it includes the driver's employment application, motor vehicle records (MVRs), road test certificate or equivalent, annual review of driving record, and medical examiner's certificate. Driver Management tracks each of these documents and its dates for every driver.

Motor carriers must keep a DQ file for every driver who operates a commercial motor vehicle (CMV) in interstate commerce. A CMV includes a vehicle with a gross vehicle or combination weight rating of 10,001 pounds or more, a vehicle designed or used to carry more than 8 passengers for compensation or more than 15 without, or any vehicle carrying hazardous materials that require placards. Intrastate carriers should check their state's rules.

A DQ file must be kept for as long as the driver is employed, plus three years after employment ends. Some items, such as annual MVRs, annual review notes, and medical certificates, may be removed three years after they were completed. Driver Management keeps each driver's full record history, so past documents stay organized and easy to find.

Requirements are assigned automatically based on the driver's license type, class, and endorsements, the vehicles they're authorized to operate, and any Driver Requirement Groups they belong to. For example, a CDL driver operating a tanker in interstate commerce is automatically assigned requirements such as the Annual Review of Driving Record and the Previous 7 Days Hours of Service Statement.

A driver is Qualified when every assigned requirement is current and there is no active disqualification. A driver is Not Qualified when one or more requirements are overdue or missing. A driver is Disqualified when an active disqualification is on record, such as a suspended license, a failed drug or alcohol test, or a medical hold, regardless of requirement status.

Driver Management includes two reports. The Driver Document Expiration Log is a fleet-wide list of driver requirements with status and expiration dates, filterable by driver, category, status, and date. The Driver Qualification Record shows one driver's complete qualification file, including overdue and missing items, expirations within 30, 60, and 90 days, and full record history.

Yes. The Driver Qualification Record pulls together a driver's status, current requirements, upcoming expirations, and record history. Its Download Driver Records option exports every document in the driver's file as PDFs in a single zip file, so you can hand an auditor a complete file in one click.

Driver Management tracks the expiration date of every document and emails drivers before it expires, then on a recurring schedule until it's renewed. This matters for recurring items: medical examiner's certificates are valid for up to two years, and carriers must obtain and review each driver's MVR at least once every 12 months. When a document expires, the driver's status changes automatically.

Requirements are assigned automatically based on the driver's license type, class, and endorsements, the vehicles they're authorized to operate, and any Driver Requirement Groups they belong to. For example, a CDL driver operating a tanker in interstate commerce is automatically assigned requirements such as the Annual Review of Driving Record and the Previous 7 Days Hours of Service Statement.