1. Overview

The DQF (Driver Qualification File) Tracker is the central hub for every driver's compliance documents: real-time status, AI-powered document scanning, and automated expiration alerts.

The tracker follows each driver's CDL, annual MVR and MVR review, medical certificate, Clearinghouse query, pre-hire documents, background checks, and policy receipts, and shows what is current, expiring, or missing at a glance.

2. Dashboard, Search & Filters

Stat cards across the top show counts for Active Drivers, Needs Review, Discrepancy, Expiring Soon, Expired, and SPH Pending. Click any card to jump to that filter. SPH Pending is a card-only filter: it counts open prior-employer verification requests (pending, sent, or followed up) and lists the drivers that have one.

Search is the main control on the toolbar. Type a driver's name to filter the list as you type; on the Applications view the same box searches applicants.

Toolbar actions: Run Audit is always visible. Less frequent actions live under More: Export CSV, Export Excel, DOT Audit Package, Email Blast, Initiatives, AI Accuracy, and Import from Drive (see section 11).

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
• Discrepancy: Drivers where the AI scan result conflicts with the stored value
• Expiring: Drivers with a document due within 60 days
• Expired: Drivers with past-due documents
• Applications: Switches to the applications table

3. Compliance Matrix

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

The driver detail panel uses tighter card colors: red when a document is expired or due within 15 days, amber within 30 days, green otherwise.

Columns:

• Driver: Last, First name (TERM badge if terminated)
• Type: CAREER or FLEX badge
• Level: The driver's current training level badge, or a dash if none is set
• 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
• Receipts: Count of policy and handbook receipts on file
• Pre-Hire: Count of pre-hire docs on file (application, pre-employment MVR, drug test, pre-employment Clearinghouse query, PSP authorization, employment verification)
• Background: Count of background items on file (FBI check, child-abuse clearance, PA criminal record, FCRA authorization)
• Cleared: Green when the driver is both in the random drug-testing pool and added to insurance, amber when only one, red when neither, gray if terminated

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
• Personnel details: Contact information, home address, emergency contact, employment, onboarding, day-1 intake, and communications
• Random drug-testing pool / insurance: Two checkboxes that drive the Cleared column
• Recurring Compliance: Document cards for CDL, MVR, MVR Review, Medical Cert, CH Query
• Policy & Handbook Receipts: Signed policy, handbook, and program acknowledgements
• Pre-Hire Documents: Application, Pre-Emp MVR, Drug Test, Pre-Emp CH, PSP Authorization, Employment Verification
• Background Checks: FBI, Child Abuse, PA Criminal, FCRA Authorization
• Prior Employer Verification (SPH): Employer records and email status
• Document History: Collapsible list of every file on record
• 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 saved file, 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. Enter the document's date(s) when prompted (for example Issue and Expiration for a CDL, or Exam Date for a medical cert)
5. The file is saved to secure storage and recorded in the database; if your company has Google Drive mirroring enabled, a copy is also placed in the driver's Drive folder
6. 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
• If the scan read the document badly, use Rescan (or Rescan with enhancement) to try again

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, address, start/end 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, SMS consent, ELDT certificate on file
4. Click Confirm Hire: the system creates the driver record and performs whichever options you left checked

9. Applications Toolbar

While on the Applications view, use the toolbar controls:

• 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.
• Enter Manually: Type in an application received on paper or by phone.
• Year: Filter applications by the year received.

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 & the More Menu

• Run Audit: Scans all active drivers for expired or expiring documents and emails the summary to the DQF admin addresses set in Settings (falls back to the dispatch address). The toast shows how many expired and expiring items were found.
• Export CSV / Export Excel (More › Export): Download the drivers currently shown, honoring the active filter and search, with per-document status, Receipts/Pre-Hire/Background counts, and drug-pool/insurance enrollment.
• DOT Audit Package (More › Export, admin/VP only): Pick one or more active drivers and download a package of their qualification files for an auditor.
• Email Blast (More › Communicate): Send one email to Drivers, Mechanics, Cleaners, Office, the whole company, and/or extra addresses you type in.
• Initiatives (More › Communicate): Create and track company initiatives (training, safety, policy, equipment) and choose who sees them.
• AI Accuracy (More › Tools): Shows the most recent reviewed AI scans and how many needed correction.
• Import from Drive (More › Tools, office roles and above; needs Google Drive connected for your company): Scan for driver folders in Drive that are not in the system yet and create the driver from one.

12. Quick Reference

Dot Color Legend:

Receipts, 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 the open menu, panel, or modal.