Manage drivers, credentials, and compliance

Reading compliance status (it is computed)

There is no compliance field to edit. Conterminal derives the chip from the driver's active credential records, their expiry dates, and whether each one has an uploaded document. Change a credential and the chip moves on the next load; there is nothing to mark complete by hand.

What is required

Employee

CDL, Medical Certificate, TWIC, and SeaLink. Four required credentials, each needing an uploaded document.

Owner operator

The same four, plus Bobtail Insurance and a W-9. The W-9 is not a credential — it comes from the driver record's W-9 status and its uploaded W-9 document.

Lease Agreement, Vehicle Registration, and Apportioned Cab Receipt always appear as rows too, marked Optional and Not on file until you record them. An optional credential that is expired never makes the driver non-compliant.

Per-credential status

Each row resolves to exactly one status, in this order of precedence:

Expired

The expiry date is in the past. This wins over everything else, including a missing document.

Evidence Missing

A credential record exists but no document is attached. This gates compliance exactly like a missing credential does.

Expiring Soon

Expires within 60 days, counted from today. The window is fixed and cannot be configured per workspace.

Unverified

Otherwise valid, but never verified. This does not block a Compliant chip.

Valid / Missing

Valid means dated, documented, and verified. Missing means no record at all for a required type.

The roster chip

The overall chip resolves in this order: any required item missing or missing its evidence gives Incomplete; otherwise any expired required item gives Expired; otherwise any required item inside the 60-day window gives Expiring Soon; otherwise Compliant. Hovering the chip (or the line under the mobile card) explains it: “3 required missing,” “Next required expiry Aug 14, 2026,” or “All required credentials current.”

On the driver page, the Credentials & Compliance header repeats the count as “2 required missing” or “All required on file.” For an owner operator that count includes the W-9, which has no row in this list — it lives in the Driver Profile & Access card further down the page. If the number looks one higher than the rows suggest, check the W-9.

Adding and editing a driver

1. Open the dialog. Select Add Driver in the Driver Roster header. The form is grouped into Core Setup and Contact & Address, with an Owner Operator Payee block that appears only when you pick that employment type.
2. Fill the two required fields. Only Driver Name and Employment Type are mandatory. The type is a two-button choice: Employee (“W-2 payroll driver”) or Owner Operator (“1099 with deductions”).
3. Enter identifiers carefully. The SSN Reference field states “Store only the final four digits. Do not enter a full SSN.” Anything that is not exactly four digits is rejected with “SSN last 4 must be exactly 4 digits.” Tax ID Last 4 behaves the same way.
4. Clear the duplicate check. If the name already exists on the roster, ignoring case, the form stops and lists the matches with their statuses, then warns “Duplicate records split confirmations and pay history. Only continue if this is a different person.” Select Create anyway only when it really is someone else.
5. Save. Add Driver to Roster creates the record. Credentials and the W-9 are added afterwards from the driver's detail page — the dialog says so.

Editing an existing driver

On the driver page, Edit Driver turns the profile fields into inputs and swaps the button for Save Changes. You can change the name, phone, email, hourly rate, SSN reference, license plate, VIN, address, date of birth, emergency contacts, and — for owner operators — the whole payee and W-9 block. Every change is written to the driver's change history.

Benching, terminating, and rehiring

Deactivate

A temporary bench. The confirm reads “Bench this driver? They stay on the roster and can be reactivated anytime.” No termination date is recorded.

Terminate

A permanent separation. The confirm reads “Terminate this driver? This records a permanent separation dated today.” The termination date is stamped with today's business date.

Reactivate / Rehire

An inactive driver goes straight back to active. A terminated driver shows Rehire and asks “Rehire this terminated driver? The termination date will be cleared.”

Invalid transitions are refused with a plain sentence: “Driver is already inactive.”, “Driver is already terminated.”, “Driver is already active.”, or “Terminated drivers can’t be deactivated — reactivate them instead.” On a phone these actions live behind the More button next to Edit Driver.

Uploading credential documents

Every credential row on the driver page has its own button: Add when nothing is recorded, Review / Update once something is. For anything outside the standard list — a port access permit, for instance — use Add Custom Document in the card header and name it yourself.

The dialog is titled after the driver and the document, for example Maria Lopez's CDL Upload. The evidence pane fills the left side; the editable fields sit on the right.

1. Attach the scan. Select Choose or drop evidence or drag the file onto the pane. Accepted formats are PDF, JPEG, PNG, or TIFF. Dropping several at once is refused with “Drop one evidence document at a time.”; a wrong format gives “Choose a PDF, JPEG, PNG, or TIFF document.”
2. Let the auto-read run. The panel shows “Reading document…” and then either “Read from the scan — review the highlighted fields before saving.” or “Couldn’t auto-read the document — enter the details manually.” Auto-filled fields get an amber border until you touch them. This is a suggestion, not an authority: check every value against the card.
3. Straighten the image if needed. The rotate buttons above the preview turn the document left or right, and the orientation you choose is saved with it. Conterminal only applies its own auto-rotation when it is reasonably confident; your manual rotation always wins.
4. Complete the fields. Every type has Identifier, Issuing Authority, Issued Date, and Expires Date. A CDL adds Class and Endorsements; a SeaLink adds Username and a Status of Verified, Pending, Inactive, or Suspended; a custom document requires a Document Name.
5. Tick the verification box. I verified this credential is required — the Save Credential button stays disabled until it is checked, and the server refuses with “Credential verification is required before saving.” Once ticked, the line underneath previews what will be recorded: your name, the timestamp, and Pending save.

Profile autofill

A CDL upload also offers Driver Identity Autofill (date of birth, address, city, state, ZIP). A lease agreement, vehicle registration, or apportioned cab receipt offers Current Vehicle Autofill (VIN and license plate). The badge reads Fills missing profile fields, and it means it — any field already populated on the driver profile is disabled and greyed out. Autofill only ever fills blanks. If the profile changes while you have the dialog open, the write is skipped rather than overwriting it, and you are told: “The driver profile changed during document review, so profile autofill was skipped.”

What saving actually does

Saving never edits a credential in place. The previous record is superseded and a new active one is inserted, so the old values remain visible behind the History (2) button on that row, with the date range, who verified it, when it was superseded, and a View original link to the old scan. Documents behave the same way: a new upload versions the old one instead of replacing it.

The W-9

The W-9 is not in the credential list. It sits in the Driver Profile & Access card and only for owner operators — attempting it on an employee returns “W-9 documents are only tracked for owner operators.” Uploading one sets the status to Uploaded and clears Verified At, so after every replacement you have to review it and set the status back to Verifiedyourself.

Fleet credential expirations

The Expirations panel at the top of the roster is the fleet-wide view: “Credentials expired or expiring within 60 days, across active drivers.” A chip on the right counts the rows, and a clean fleet reads “No credentials expiring in the next 60 days.”

Rows are sorted soonest first and carry Driver, Credential, Expires, Days, and Verified. The Days cell reads “12 days,” “Due today,” or “3 days overdue,” and turns amber inside the window and red once past it. The driver name links straight to that driver's page.

Active drivers only

Credentials belonging to inactive or terminated drivers are excluded entirely. Reactivating a driver makes their expiring credentials reappear here — plan for that before a rehire.

No lower bound

There is no cut-off on the past. A credential that expired two years ago still shows, with its overdue count. The panel is a backlog as much as a warning.

Dated credentials only

A credential saved without an expiry date never appears here, no matter its state. Use the driver's own compliance card to catch those.

Optional types included

The panel does not filter to required credentials. An expiring lease agreement or vehicle registration is listed alongside a CDL even though it does not affect the compliance chip.

Linking a driver to Motive

The Motive Link card on the driver page ties a Conterminal driver to a driver in your Motive fleet “so trip receipts can use ELD telemetry.” Three chips report readiness: Platform Enabled or Platform Disabled, API Key Ready or API Key Missing, and ELD Linked or Unlinked.

If the workspace is not set up, the card refuses to search and names the reason — “Platform access has not been enabled for Motive on this tenant.” or “Motive API key is not configured for this tenant.” — with an Open Carrier Integrations button. Both are workspace-level problems; nothing on the driver record will fix them. See the Motive integration article for that side.

1. The Search Motive Drivers box is pre-seeded from the driver's name or email and searches as you type, about a third of a second after you stop. Refresh Results re-runs it on demand.
2. Each match shows the Motive display name, the Motive ID, and whatever email, phone, and status Motive returns. No hits gives “No Motive drivers matched that search.”
3. Select Link Driver. The card confirms that the driver is now linked to that Motive driver ID, then switches to the linked panel showing the Motive Driver ID, Linked At, a Live Location link into Motive, and Unlink.
4. When Conterminal has already found a probable match, a blue Motive match found banner appears above the search with its confidence level and both Link and Dismiss.

Linking is what fills the roster's ELD Status column and the duty line underneath it (Driving, On Duty, Off Duty, Sleeper). An unlinked driver shows ELD unlinked on the mobile card instead of a duty status.

How drivers receive electronic POD links

Electronic POD requests are sent from the shipment page, not from the roster — but the roster is where the phone number comes from. There is no separate POD contact field. Conterminal finds the driver assigned to the delivery leg, reads the Phone value on that driver's record, and texts them a signing link that is valid for 72 hours.

The message the driver receives reads: “Conterminal>: POD requested for container ABCD1234567. Open and sign: {link} Msg & data rates may apply. Reply HELP for help, STOP to opt out.” Full detail on that flow is in the electronic proof of delivery article.

Three failures trace directly back to roster data, and only the roster can fix them:

“The assigned delivery driver does not have a phone number.”

The Phone field on the driver record is empty. Edit the driver, add it, and send again.

“The assigned driver's phone number must be a valid US or Canadian number.”

A number is stored but cannot be read as a North American one. International numbers are not supported for POD texts.

“Text messages are disabled for the phone ending in 1234.”

That phone replied STOP to an earlier message and is suppressed. Editing the roster does not undo it — the driver has to opt back in from their own handset.

Troubleshooting