Create/Edit Drivers

Abstract 

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.

Driver management 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.

To add 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. If the driver is exempt, click the Not Required tab and select a reason.
7. In the Log Settings section, set the driver’s Home Terminal Time Zone and choose between miles or kilometers for odometer readings.
8. In the Cycles section, select the appropriate Primary HOS Cycle rule. You can also add a Secondary Cycle if needed.
9. Under Special Duty Statuses, check the boxes for Personal Conveyance or Yard Move if these apply to the driver.
10. (Optional) If your fleet uses Motive Cards, you can assign a card to the driver during this setup.
11. Click Save to create the profile. The driver will receive an invitation to download and log in to the Motive App. 

To bulk import multiple drivers:

1. From the Drivers page (Admin > Organization > Drivers), click the Import Drivers button.  
2. Download the CSV template file provided.  
3. Fill out the template with the information for all the drivers you wish to add. Mandatory fields include name, username, email, password, time zone, compliance mode, and primary cycle.  
4. 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.

To edit 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. To deactivate a driver, click Options and select Deactivate. Deactivated drivers can no longer access the platform, but their historical data remains available.
6. Click Save to apply your changes.

To bulk edit multiple driver profiles:

1. On the Drivers page, check the boxes next to the drivers you want to update.
2. Click the Edit button at the top of the list.
3. In the text box, choose a setting to update
4. Click Save to apply the changes to all selected profiles.

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.

FAQs

Troubleshooting

• Driver App Login Issues
• Incorrect HOS Cycle on Driver App
• Not Connecting to Driver App
• Unable to Edit Driver Profile
• Invalid Violations on Driver Logs