Introduction

The Drive App is a mobile application for maintaining Hours of Service compliance. The App is available for Android and iOS devices. As part of the greater Cloud ELD solution, the Drive App (running on a compatible mobile device), is used together with a Telematics Device — a type of Electronic Logging Device (ELD) — and the Fleet Management Application, to provide end-to-end compliance with federal regulations for motor carriers.

The Drive App has four main features:

1. Hours of Service (HOS)
2. Asset Inspection
3. Messaging
4. Software Add-Ins

The Drive App is available with the GO Plan.

The Drive App also has self-help buttons on each page that allows users to watch support videos for the Drive App, search the Knowledge Base, and view guided workflows while remaining in the app.

Hours of Service Compliance

The Drive App is a certified tool for meeting the Electronic Logging Device (ELD) requirements in North America. As a motor carrier, before using the Drive App, you must:

1. Know your obligation as a motor carrier — FMCSA § 395.20 of 49 CFR Part 395 and SOR/2005-313
2. Make sure every driver has a copy of the Driver’s Guide to the Drive App, the Driver’s Guide to Data Transfer at Roadside Checks, and the Driver’s Guide to Data Diagnostics & Malfunction Events;
3. Make sure every new driver has reviewed the Driver's Guide to Hours of Service (HOS) and Driver’s Guide to Asset Inspection.

The Drive App:

1. Supports three co-drivers logged in to the same device.
2. Supports all time zones.

For a full list of rulesets and exemptions, please refer to the Hours of Service Ruleset Matrix.

Company Setup

For compliance with Hours of Service regulations, you must add your company information to the Fleet Management Application. In the Fleet Management Application, go to System > Settings. Fill in the Company name and Company address fields, then set the Maximum personal conveyance distance.

The Personal Conveyance distance determines the maximum distance that a driver can drive under the Personal Conveyance exemption on a single day. Exceeding this distance will disable the exemption and place the driver in the Driving duty status. Click Save to finalize your changes.

To meet the requirements for Canadian HOS rulesets, users can also configure daily Personal Conveyance limit(s) on the Options page under the HOS Settings tab — when the Personal conveyance allowed: option is toggled On. After the daily limit is exceeded, the PC button is grayed out until the next day, and the driver receives a notification. If the driver continues to drive after receiving the notification, the status changes to Drive.

Vehicle Setup

Once the device has been added, the Asset Edit page automatically displays. From the Asset Edit page, complete the following information:

1. For State/province, enter license plate jurisdiction for the vehicle.

✱ NOTE: This can be an abbreviation of the state/province, and is used for asset inspections.

2. For Hours of service (HOS), set the Hours of Service option to On. This enables the creation of HOS logs for Hours of Service compliance. If set to Automatic, this feature auto-activates when the system determines the vehicle is using HOS features. Devices flagged as third-party using the customDevice type, are restricted from creating automatic HOS logs. Vehicles with Hours of service (HOS) set to Off do not create HOS logs, and are not compliant with ELD regulations.
3. 
4. For vehicles that are not equipped with a sleeper berth, set Sleeper Berth to Off.

When the vehicle is communicating with the Fleet Management Application, verify that the following information is correct:

1. Vehicle identification number (VIN)
2. Odometer value
3. Current engine hours

Trailer Setup

From the main menu, click Assets, then select the +Asset button at the top of the page, then select Add single asset. Enter the desired name for the trailer, your device serial number, and VIN. Next, select Trailer under the Asset type group dropdown and choose the Groups for this trailer. Once you are done, click the Save New Asset button.

The trailer will be visible to members of the selected groups and their parent groups. If the driver does not belong to the same group as the trailer or a parent group, the driver will not be able to select the trailer from within the Drive App.

Driver Setup

Once the vehicle has been properly configured, you can create and configure a user account for every driver using the Drive App. Before drivers can use the Drive App to manage their Hours of Service (HOS) and Asset Inspection, they must have a username and password to log in to the Drive App, and their accounts must be configured to meet compliance regulations.

From the main menu, navigate to People > Users & Drivers to view all user accounts. If a driver does not already have an account, click the +User button to create a new user. Otherwise, select the driver’s account from the list. In both cases, the User Edit page opens.

To create the new user’s account:

1. Verify the following information is included under the User tab:
2. 1. User email
   2. First and last name
   3. Password
   4. Security clearance
2. Set the user’s Data access to groups appropriate for the user. Users cannot see vehicles or HOS logs outside their data access.

✱ NOTE: The Drive App user clearance is the default clearance for Drive App users.

3. Set the following under the Driver tab:
4. 1. Set This user is a driver to Yes.
   2. Set Prevent driver access to shared data to Yes.
   3. Enter the user’s driver’s license number (must be compliant with Hours of Service regulations).
   4. Enter the driver’s license state or province of issue (required for Hours of Service compliance).

   ✱ NOTE: A valid driver license number and/or license state or province of issue is required to configure a driver under any ruleset.

4. Set the following under the UI Settings tab:
5. 1. Distance measurement system
   2. Fuel economy measurement
   3. Time zone

   ✱ NOTE: The time on the mobile device must be set to change automatically.

5. Set the following under the HOS Settings tab:
6. 1. Ruleset: The ruleset followed by the user.
   2. 24-Hour Restart: For drivers who restart their cycle in 24 hours. This applies if vehicle operation involves transportation of oil field or construction equipment.
   3. Oil Well wait Time and 24-Hour Restart: If the vehicle’s operation involves servicing oil wells. Waiting time (WT) at natural gas or oil well sites can be recorded as Off-Duty. The 24-hour restart is also applied when this setting is enabled.
   4. Home terminal: When the driver ordinarily reports for work. This can include a temporary work site designated by the motor carrier.
   5. Home terminal address: The motor carrier’s address where the driver reports for work.
   6. USDOT number: For US fleets, this is the motor carrier’s USDOT number. The USDOT number is required for Hours of Service compliance in the US. Canadian fleets that do not travel to the US, and do not have a DOT number, can leave this field blank. Fleets that travel to both US and Canada enter their USDOT number only.
   7. Yard Move (YM) and Personal Conveyance (PC): Exemptions for ON and OFF-duty driving events. YM is an ON-duty event (for example, moving from loading dock to parking area), and PC is an OFF-duty event (for example, personal driving time to and from the terminal). Neither is considered driving (D) time. The Yard Move exemption is only available for U.S. customers, and can be configured by Administrators (for example, changing the speed threshold, or disabling Yard Move when the vehicle exits a certain zone type).
   8. Maximum personal conveyance distance per day: The maximum distance traveled under the YM exemption before automatically switching to the D status. For Canadian drivers, the maximum distance is 75 km per day.
   9. System Settings: A setting of 0 has no Personal Conveyance limit.
   10. HOS Exempt Allowed: Exemption for vehicle operating under an emergency declaration, or other HOS-exempt conditions defined by the ELD enforcement requirements in North America. The name of the exemption can be customized via System > Settings. To learn more about this exemption, refer to How to use “HOS Exempt” exemption in the Community.
   11. Authority name: The motor carrier that the driver works for.
   12. Authority address: The motor carrier’s main office address.

Exemptions

Exemptions must be enabled by the Administrator before the driver can use the exemption in the Drive App. Enabling an exemption allows the driver to select the exemption under the Options tab in the Drive App when necessary.

Clearances

Clearances determine the features that users have access to in the Drive App. Set your drivers’ clearances to match their roles. Security clearances can be created and modified by clicking the Clearances button.

The Drive App has a built-in clearance for users of the Drive App called the Drive App user. The Drive App user clearance allows the user to access HOS, Asset Inspection, and messaging capabilities.

If you wish to limit the features that the driver has access to, select the Drive App user clearance, and click the Add Sub-Clearance button. A sub-clearance is a customized level of access to the Drive App. Sub-clearances can be used to expand or limit user privileges based on organizational need.

By default, the Drive App User clearance provides access to the following features. If you want to remove them, click X. To re-add them, click ✔.

Shipments can be removed from the Drive App by disabling the following two security clearances:

1. Administer Shipments – Create and edit shipments
2. View Shipments – View shipments

HOS-Only Access

Inspection-Only Access

Asset Inspection Sub-Clearances

Asset Inspection access is further defined by which part of the inspection a user can perform based on their role and area of expertise. Marking Asset Inspections as certified allows users to certify the vehicle as safe, or unsafe to operate. Marking Asset Inspections as repaired allows users to certify that repairs have been made for vehicles with defects, and performing Asset Inspection inspections allows users to inspect a vehicle for defects.

If you do not want users to perform certain actions within the Asset Inspection, remove the following sub-clearances that apply:

1. Gray: Unverified logs
2. Green: Verified logs
3. Yellow: Edited logs
4. Red: Driving in violation of HOS ruleset
5. Striped: Personal Conveyance or Yard Move exemption
6. Blue: Qualifying Break identifies logs that meet the break requirements for Canadian rulesets only.

Each graph displays duration and distance information for Yard Moves and Personal Conveyance. As well, graphs will display summarized information about violations, ruleset changes, authority changes, attached and detached shipments, trailer information, and malfunctions. You can click any bar on the graph to view the relevant log on the logs list.

When a log is ignored, the status color changes to gray, and is highlighted by a dashed border.

Unidentified Drivers

You can use the Unidentified Driving page by navigating to Compliance > HOS > Unidentified Driving to find trips created by unidentified drivers.

The Unidentified Driving page includes the following information:

1. Vehicle groups and comments to provide context about the vehicle.
2. Trip distance, duration, and a link to a map with the highlighted route.
3. If available, the driver of the previous and the next trip made by the vehicle.
4. The ability to filter trips by annotations, minimum distance, and minimum duration.
5. The option to identify probable Yard Moves with the Vehicle Movement Within Zones rule.

Editing Logs

If you are the Administrator or possess the required clearance, you can edit a driver’s HOS logs. Generally, logs do not need to be edited if the Drive App is being used properly. However, there are two instances that can result in inaccurate logs for a driver — unassigned logs and incorrectly claimed logs.

Editing Multiple Logs

Filtering Logs for Annotations

Select the Filter button to filter logs by those that already have annotations and those that need annotations.

Unassigned Logs

Unassigned logs are created when a vehicle is driven without a driver logged in to the App. Trips made without a driver logged in are still recorded, and have a duty status set automatically. These logs will all be assigned to the built-in Unidentified driver user. Drivers who do not claim their trips will not have accurate Records of Duty Status.

You can assign an unassigned log to a driver as follows:

1. Navigate to the Compliance > HOS > Unidentified Driving.
2. In the Options menu, select the Assets and an appropriate date range.
3. Click Apply changes to run the report.
4. Examine the trips on the page. The location, distance, and other assigned drivers provide insight into which driver may be responsible for the trip.
5. To edit a single trip, click Edit.
6. To edit multiple trips, click Select individual from the dropdown menu, select all trips you want to edit, then click the Edit selected button.
7. In the Edit selected pop-up, enter the name of the driver in the Driver field to change the assigned driver.
8. Click Save changes to finalize your changes.

Unassigned “D” Logs Must Be Assigned With Paired “ON” Logs

You cannot edit an automatic D log without editing it's paired ON log. To ensure edits are applied to both logs, this operation can only be completed using the Bulk edit feature.

Filter Unassigned Logs

When viewing the list of unassigned HOS Logs (assigned to Unidentified Driver), select the Filter dropdown at the top of the page, and choose Without annotations or With annotations, or set a minimum distance and/or duration.

Unassigned Logs That Cannot Be Claimed

The carrier can choose to leave logs unassigned. However, per § 395.32 (c)(1)(i), the carrier must provide an annotation for any log without an assigned driver. For example, a carrier uses a number of third-party mechanics for maintenance and repairs. The mechanics do not have credentials to log in to the Drive App. When moving a vehicle as part of their work, the mechanics will create unassigned logs for the vehicle. Because the mechanics are not part of the organization, they cannot claim the logs. The carrier must annotate these logs with an explanation about the mechanics’ work.

Incorrectly Claimed Logs

The Drive App asks drivers to claim unassigned logs every time they log in. Sometimes, drivers can make errors when claiming logs as their own. Incorrectly claimed logs affect the driver’s Record of Duty Status, and it only takes a few errors to put a driver in violation of their Hours of Service. Administrators can send these logs back to the unidentified driver. The logs can then be assigned to the correct driver, or the driver can claim them.

Ignoring Logs

To ignore automatic logs, follow the steps below:

1. Navigate to the HOS Logs report (Compliance > HOS > Logs).
2. In the Options menu, select the driver, and click Apply changes.
3. Locate the day that you want to edit on the graph, and click View Logs.
4. Find the log or logs you wish to ignore.
5. To edit a single log, click the log. To edit multiple logs, click Select individual from the dropdown menu at the top-right, then click the Edit selected HOS logs button.
6. On the HOS Log Edit page, set Ignored: to Yes, add an Annotation or select the Bulk Edit link, to ignore multiple logs.
7. Click Save to finalize your changes.

The ignored log, including those that continue from the previous day, fade with a note that it has been ignored. To learn more about ignoring logs, click here.

Driver Edits

When a log is edited, it is marked with a pencil icon. If you edit a verified log, the log’s verified status disappears, and the driver must verify the log again.

Carrier Edits

When a log is edited by a carrier, it displays as a carrier edit in the Drive App, and the Fleet Management Application. All modifications are displayed below the log.

Carrier edits do not affect the driver’s availability until the driver accepts or rejects the edit. If you edit a verified log, the verified status disappears, and the driver will have to accept the edit and verify the log again. If the edit is rejected, the logs and the driver’s availability do not change.

Carrier edits display in yellow on the graph.

Modification History

When a log is edited, modifications can be viewed by selecting the log and scrolling to the bottom of the page. The Modifications list displays any edits made to the log.

Trip History

When viewing a driver’s HOS Logs, click the location pin to view the Trips History on the map.

Trip Categorization (Feature Preview)

Trip Categorization allows Drivers to classify their assigned driving trips as either business or personal. You can generate a Trip Categorization report from the Reports dropdown menu on the Trips History page. The Trip Categorization report shows distance and ratios driven under each category for each driver.

To enable the feature for drivers, enable the security clearances listed above then, follow the steps below:

1. Navigate to People > Users & Drivers.
2. Select a user from the list.
3. On the User Edit page, select the Feature Preview tab.
4. Toggle Trip categorization to On.
5. Click the Save button.

Status Print

Click the Print button to create a print-ready set of logs grouped by day for a driver.

To save the compliance print as a PDF, set your browser’s printer destination to Save as PDF.

ELD Logs Transfer

ELD Settings Validator

We recommend that you validate the drivers’ settings to ensure that drivers and their vehicles are set up correctly to transfer logs to the enforcement officials. Visit the Marketplace to enable the ELD Settings Validator Add-In for your fleet.

In the event of an audit, you can electronically transfer logs from the application to the enforcement officials for any 30-day period within the last six months.

For Canadian Drivers

When electronically transferring logs, Canadian drivers are notified when logs are missing the following information, and prompted to Cancel or Proceed:

1. Vehicle distance
2. Engine hours
3. CMV VIN
4. CMV power unit number

Additionally, an audit log is created when ELD logs are transferred. The audit log includes the transfer type, the date and time of the transfer, and the date range included in the transfer. The Audit Log confirms that the App does a local validation when an ELD file is transferred.

ELD-Exempt Devices

In the Fleet Management Application, Administrators can set a vehicle’s status to HOS enabled or HOS disabled to control when HOS logs are created. The HOS enabled option generates automatic logs within the specified date and time — independent of the AutoHOS flag. The HOS disabled option will not generate logs within the specified date and time, even when a reprocess is triggered. Drivers can use this feature to compare the amount of time a vehicle is in use before an automatic HOS log is created; as well as the amount of time a vehicle is in use before an automatic log is created.

To add HOS enabled or HOS disabled logs, ensure that you have the Administer the device’s advanced settings clearance and follow the steps below:

1. Navigate to Compliance > HOS > Logs.
2. On the HOS Logs page, click the +HOS log button.
3. On the Add HOS Log page, enter the required information.
4. For Status, select HOS enabled or HOS disabled from the dropdown menu.
5. Click the Save button to save your changes.

Violations

The Violations Report provides a list of all HOS violations that have occurred in your fleet within a selected time period. The report includes the type of violation, when it began, when it ended (if available), and the total time spent driving in violation. You can also select Yes for the Show only drivers in violation display option from the Availability screen to view HOS violations.

Availability

The Availability Report displays a list of all drivers in your fleet with HOS logs. Non-drivers do not display in the Availability report. The Availability Report page updates every minute and includes:

1. A recap of driver hours;
2. Future availability with hours gained at midnight;
3. Shipments;
4. Trailer attachment;
5. Ruleset;
6. Location; and
7. Attached vehicle.

Asset Inspection

A vehicle inspection must be performed at the end of a driver’s shift. If the driver operates more than one vehicle during the day, a report must be prepared for each vehicle.

Maintenance staff must review the Asset Inspection, take corrective action on identified issues, and update the inspection report in the Fleet Management Application, noting that repairs were made, or repairs were not necessary.

At the beginning of a driver’s shift, the driver must review any open reports and confirm whether the vehicle is safe to operate or not.

Driver’s also have the option to perform an in-trip inspection to check for any defects incurred on the road, or to ensure the vehicle is in good operating condition.

The Asset Inspection lists all vehicle inspection reports that have been performed. To access the Asset Inspection in the Fleet Management Application, navigate to Maintenance > Asset Inspection.

You can search for reports by vehicle, trailer, and date. You can also filter reports based on the defect, repair, and certification status of each report.

Each report displays an icon associated with the vehicle certification status.

Click Save to save your changes. If desired, you can also Print the Asset Inspection on the top menu.

If the vehicle has been repaired, certify that it is safe to operate under the Certification section.

Then click Save and certify on the top menu.

Adding an Asset Inspection

1. In the Fleet Management Application, go to Maintenance > Asset Inspection.
2. Click +Inspection.
3. From the Add Inspection page, select the Asset and if the data is available, the Inspection location displays.
4. Add the height and width of load, if necessary.
5. Select from the Defect list. Once this is selected, you can add a defect or remark.
6. Click Save.

Using Defect Lists

The defects list is the set of items that a driver can look over when performing an Asset Inspection. The Fleet Management Application pre-configures all assets in your fleet to use a default defects list. This list contains most of the common defects that a vehicle might experience on the road.

Creating Custom Defect Lists

If your assets require specialized defects that are not covered by the default defect list, you can create a custom defect list(s) to meet the needs of your fleet, and apply those defect lists to specific groups. You can create as many defect lists as your fleet requires, which your drivers can select by name when performing an Asset Inspection.

1. In the Fleet Management Application, navigate to Maintenance > Asset Inspection.
2. Click the Defect Lists button.
3. On the Defect Lists page, click the Add button.
4. Fill in the Name field, and select the applicable groups to display the defect list for those vehicles.
5. Select whether the list applies to Devices, Trailers, or All.
6. In the Parts and defects field, enter the name of a part and click Add part.
7. Click the + button to add specific defects to each part.
8. Continue adding parts and defects until you have completed your list, then click Save.

You can categorize defects as Major, Minor, or Unregulated. Categorize most defects as Minor and reserve the Major defect status for defects that can endanger the safety of your drivers. Use the Unregulated defect status for defects that are not associated with federal compliance requirements, and do not pose a safety risk to the driver.

During asset inspection in the Drive App and Fleet Management Application, you can also mark parts as Required. Required parts must be marked as either safe or faulty by the user, and cannot be ignored. During the asset inspection workflow, the Required parts are displayed together, above the optional parts.

Major defects are shown with visual emphasis in both the Fleet Management Application and the Drive App.

Administrators also have the option to toggle the view of the Other defect option — does not require the NODVIROTHER custom code. The “Other” label includes any miscellaneous issues that may not be listed in the Defect List.

Asset Inspection Exception Rule

The Asset Inspection Exception Rule is a custom rule to alert drivers when an Asset Inspection defect has been reported. The rule is only available for vehicles at this time; trailers are not included in the rule. To learn more about setting up exception rules, please refer to the Fleet Management Application Product Guide.

Messaging

The Messaging feature allows you to communicate with your drivers through text messages sent between the Fleet Management Application and the Drive App. You can access the Messaging page in the Fleet Management Application by navigating to Messages. In the Drive App, the driver can click the Messages button to use the messaging feature.

The conversation-style message layout provides simple-to-use input controls, such as adding links and canned replies. A message can be sent to a single device or user, or to multiple devices or users.

Unread messages are displayed in tab titles for easy detection or as shortcuts under Notifications on the main title bar. Search for messages using date and display filters for accurate results.

Sending Text Messages

Messages sent to drivers display as alerts and can be answered using easy, single tap responses.

Dispatching to Zones

Vehicles and drivers can be dispatched to specific zones from the Fleet Management Application. You can dispatch zones to vehicles from the Map by clicking a zone and selecting Dispatch vehicle here.

Dispatching to Routes

Routes are a set of destinations meant to be visited in a defined order. You can dispatch vehicles and drivers to specific routes from the Fleet Management Application.

Sending Alerts

Alerts notify drivers about the infractions they make on the road. You can customize alerts to notify drivers in response to many on-road behaviors, including speeding, harsh braking, and working after hours.