1. Overview

The DQF (Driver Qualification File) Tracker is your central hub for managing every driver's compliance documents. It replaces the old Google Sheets workflow with real-time status tracking, AI-powered document scanning, and automated email alerts.

Every active driver needs a complete DQF containing their CDL, MVR, medical certificate, Clearinghouse query, pre-hire documents, and background checks. This tracker shows you exactly what's current, what's expiring, and what's missing — at a glance.

2. Dashboard & Filters

Stat cards across the top show counts for Active Drivers, Needs Review, Expiring Soon, Expired, and SPH Pending. Click any card to jump to that filter.

Filter buttons:

• All — Every driver (active + terminated)
• Active — Currently employed drivers (default view)
• Terminated — Drivers with a termination date
• Needs Review — Drivers with AI-scanned docs awaiting confirmation
• Expiring — Drivers with documents expiring within 30 days
• Expired — Drivers with past-due documents
• Applications — Switches to the applications table

Search — Type a driver's name to filter the list in real time.

3. Compliance Matrix

The main table shows each driver as a row with compliance status dots for each document type:

Columns:

• Driver — Last, First name (TERM badge if terminated)
• Type — CAREER or FLEX badge
• CDL — CDL photo on file
• MVR — Annual Motor Vehicle Report
• MVR Rev — Annual MVR Review (your sign-off)
• Med Cert — Medical Examiner's Certificate
• CH Query — FMCSA Clearinghouse query
• Pre-Hire — Count of pre-hire docs on file (application, pre-emp MVR, drug test, CH query, employment verification)
• Background — Count of background checks (FBI, child abuse, PA criminal)

Click any driver row to open their detail panel.

4. Driver Detail Panel

Clicking a driver opens a slide-in panel on the right showing:

• Header — Name, employee ID, CDL class/endorsements, Career/Flex badge, Active/Terminated status, and a button to change employment type
• Recurring Compliance — Document cards for CDL, MVR, MVR Review, Medical Cert, CH Query
• Pre-Hire Documents — Application, Pre-Emp MVR, Drug Test, Pre-Emp CH, Employment Verification
• Background Checks — FBI, Child Abuse, PA Criminal
• Prior Employer Verification (SPH) — Employer records and email status
• Audit Trail — Timestamped log of all actions taken on this driver
• Notes — Free-text notes field (click Save to persist)

Each document card shows its status, effective/expiration dates, a link to the file in Google Drive, and an Upload button.

5. Document Upload & AI Scanning

1. Open a driver's detail panel
2. Click the Upload button on the relevant document card
3. Select a PDF, JPG, or PNG file
4. The file uploads to Google Drive and is saved in the database
5. For scannable documents (CDL photos, MVRs, Medical Certs), AI automatically extracts key data

After AI scanning:

• The card shows a blue "NEEDS REVIEW" status with extracted data
• Click Confirm if the AI extraction is correct
• Click Correct & Confirm to fix any dates before confirming

Once confirmed, the document status updates to green and the compliance matrix reflects the change immediately.

6. MVR Review

FMCSA requires an annual review of each driver's MVR. To complete one:

1. Open the driver's detail panel
2. Click the Complete MVR Review button
3. Fill in the review form: reviewer name, date, verification checkboxes
4. If violations are noted, check the box and describe them
5. Type your full name as an electronic signature
6. Click Submit Review

The review is saved as a document record and the MVR Rev column updates accordingly.

7. Prior Employer Verification (SPH)

DOT requires verification of a driver's safety performance history from previous employers.

1. Open the driver's detail panel and scroll to the SPH section
2. Click Add Employer and fill in the employer's details (name, email, phone, dates, DOT-regulated checkbox)
3. Click Save
4. Click Send Email to send a verification request to the employer
5. If no response, click Follow Up to send a follow-up email
6. When the response arrives, click Mark Received

Status badges: pending → sent → followup_sent → received

8. Applications

Click the Applications filter to see incoming driver applications.

• Click a row or the Review button to open the full application in the detail panel
• The application view shows personal info, CDL details, driving experience, employment history, accident/violation records, clearances, and references
• Click Hire to begin the hiring flow or Reject to decline

Hiring flow:

1. Click Hire — a modal appears pre-filled with the applicant's info
2. Review/edit the first name, last name, employee ID (auto-generated), hire date, email, phone, and employment type
3. Choose options: Create Google Drive folder, Send onboarding email, Create driver app login
4. Click Confirm Hire — the system creates the driver record, Drive folder, and sends the onboarding email

9. Send Application Link

While on the Applications view, use the toolbar buttons:

• Send Application — Opens a modal to email the application form link to a prospective driver. Enter their email and optionally their name, then click Send.
• Copy Link — Copies the application URL to your clipboard so you can paste it in a text message, social media post, etc.

10. Career / Flex Status

Each driver is classified as Career (full-time) or Flex (part-time).

To change a driver's type:

1. Open their detail panel
2. Click the "Change to Flex" or "Promote to Career" button in the header
3. Select an effective date (defaults to today)
4. Click Confirm

For Career promotions, the effective date is used for holiday pay eligibility and vacation accrual.

11. Run Audit & Export

• Run Audit — Scans all active drivers for expired or expiring documents and sends an email summary to admin. The toast notification shows how many expired and expiring items were found.
• Export CSV — Downloads a spreadsheet of all drivers with their basic info and compliance status.

12. Quick Reference

Dot Color Legend:

Pre-Hire & Background columns show a fraction (e.g. 3/5) — green check when complete, amber when partial, gray when empty.

Keyboard shortcut: Press Escape to close any open panel or modal.