Consult the post on Additional documents in driver app
What is driver documents expiration date check
As per official requirements in most countries, drivers are required to have valid documents in order to work.
Document expiration date check is a vital mechanism to make sure a driver’s documents are not expired, and the driver is eligible for work.
If a company wants to enable “Document expiration date check”, it has to request an “Expiration field” to be added for every mandatory document that has a validity date.
Once the ‘Expiration date’ attribute is added for a document, this document gets an additional field ‘Expiration date’ in My Hub and in the mobile apps. The field is mandatory for the users to fill in. The document’s “expiration date” field can be added for both text and image types of documents.
The “expiration date” field appears as a date picker in the mobile apps and in My Hub.
How to activate drivers with the Driver documents expiration date check
When a driver registers with the company, they have to add the required documents and specify the expiration date for each document with the “expiration date” field.
Once a driver adds all the required documents data via the app, the company has to manually review their validity from the driver’s profile record in My hub.
A driver whose documents need to be verified and approved from My hub has a profile status “Waiting for activation” and “Documents validity” status “Pending review”.
If all the documents and their expiration dates are in order, the company activates the driver by manually changing his status to “Active”. Once a driver is activated, his “Documents validity” status in My hub profile changes to “Valid”.
A manager with proper access level can edit all driver documents with the expiration date check directly from a driver’s My hub profile.
IMPORTANT
A driver/manager can not add a document if it expires in less than 7 days from the moment of the addition. The date selection (< = 7 days) is disabled in the date picker.
How to check all driver profiles whose document validity is pending review
One can easily filter drivers by “Pending review” status in the Documents validity parameter and check all the profiles for which documents require review.
How to set up documents expiration alerts for drivers
To help a driver track their documents expiration date, a company can set “Document expiration policy” in “Driver settings".
In the "Document Expiration Policy," a company can determine the number of days prior to a document's expiration a driver receives 3 push notifications on their device.
1. for the first time - first warning
2. for the second time - second warning
3. for the third time - deactivation alert
Default “Document expiration policy” settings are:
first warning - 30 days
second warning - 8 days
deactivation alert - 7 days
A driver gets warnings on all the documents that are going to expire as per “Document expiration policy” settings
First warning on 1 document expiration
Second warning on 1 document expiration
First warning on 2 documents expiration
Second warning on 2 documents expiration
Deactivation notification
If at least one driver’s document is close to its expiration date (30 days by default), their “documents validity” status in My hub changes to “Expires soon”. The company manager can filter drivers with this status, contact them personally and notify accordingly.
In case at least one driver’s document expires, their “Documents validity” status in My hub changes to “Expired”, and the driver’s profile is deactivated - status changes to “Waiting for activation”.
If a driver in “Waiting for activation" status:
has several expired documents
uploads at least 1 new document
still has 1+ expired documents
the driver’s “document validity” status is still “Expired”. Only once all expired documents are updated, the status changes to “Pending review”.
A document that has expired is marked as “Expired” in a driver’s My hub profile.
A driver can review his documents to track the expiration:
1. The documents that are going to expire are marked with a label “Expire soon”
2. The expired documents are labeled “Required”
How to reactivate drivers who resubmit document/s after their eхpiration.
“Expired” documents are deleted from a driver’s profile. To reactivate, a driver has to re-add the expired mandatory document/s from his app and resubmit the profile.
Once the new document/s have been added, the driver has to wait for the company to review it/them and “Activate” the profile.
A company can quickly review all drivers who have resubmitted the expired documents. Tap “Review drivers” in the yellow Notification message at the top of My hub to open a filter with all profiles in “Pending review” status.
All the documents with the expiration check that have been added by the driver in the last 14 days are marked in My hub as “Recently added”
What happens if an active driver edits a document with the expiration date check
If a driver edits the already approved documents, his “Documents validity” status in My hub changes to “Pending review” and his profile status becomes “Waiting for activation”. So, the company has to review the documents and activate the profile yet again.
Mind that if a company does not “Allow drivers to change his/her details” in Driver settings , drivers are still able to edit/re-add documents with expiration dates.
The driver documents expiration date check is also made at the stage of bulk driver actions.
So, if any profiles have “Pending review” or “Expired” documents, they will not be activated.
Good luck with keeping your driver documents updated and valid!