Documents, expiries and driver qualification files
Keep driver qualification files (49 CFR 391.51), vehicle, trailer and carrier documents in one place, with versions, expiry tracking and driver submissions.
What the Documents page is for
The Documents page stores your compliance paperwork and tells you what is expired, expiring soon or missing:
- Driver qualification files (DQF) with the 49 CFR 391.51 checklist: CDL, DOT medical certificate, motor vehicle record (MVR), annual review of driving record, road test certificate, employment application, pre-employment drug test result and Clearinghouse query.
- Vehicle documents: registration, insurance card, annual DOT inspection, IFTA licence / decals, IRP cab card, permits, lease agreement, title.
- Trailer documents (when the Assets feature is on): registration, annual DOT inspection, lease / interchange agreement, title.
- Carrier documents: operating authority (MC), certificate of insurance (COI), UCR registration and BOC-3 filing.
Open it from Compliance > Records > Documents.
Note: Documents is an optional feature (Documents). If you do not see it, the feature is not turned on for your company; contact EZ Logs support.
Who can do what
- Owner and Carrier admin: upload, edit, replace, archive and review documents, and change document types.
- Support (read-only): sees everything; write buttons are hidden.
- Drivers can submit a renewed CDL or medical card from the ELD app. It arrives as Pending review.
The tabs
| Tab | What it shows |
|---|---|
| Overview | Tiles for Expired, Expiring in 30 days, Missing required, Pending review, Drivers compliant, Vehicles compliant (and Trailers compliant), and Problems by document type |
| Drivers | Each active driver's DQF status and what is missing or expiring |
| Vehicles, Trailers, Carrier | Every required and uploaded document with Status, Expiry and Remaining |
| Document types | Which types exist, which are required, and how early they count as expiring |
Document statuses are Valid, Expiring soon, Expired, Missing and Pending review. Tabs show a red count of expired or missing items.
On the list tabs, filter by Driver, Vehicle or Trailer, Type, Status (for example Needs attention) and Expiring within, and select Export CSV to download the list.
Upload a document
- Select Upload document at the top of the page, or Add on a missing item.
- Choose Document for (driver, vehicle, trailer or carrier) and the driver, vehicle or trailer.
- Pick the Document type. Optionally enter a Title (optional).
- Enter the Issue date and Expiry date. For types with a validity period (for example the MVR or annual inspection, 12 months), the expiry date defaults to the issue date plus that period.
- Fill any type-specific fields and Notes.
- Add the files: PDF or photos (JPEG, PNG, WebP, HEIC), up to 15 MB each.
- Select Upload.
Work with a document
Select Open on a document to see its details, files (preview, open in a new tab or download) and Versions. From there:
- Edit corrects the title, dates, fields or notes.
- Replace uploads a new version (for example a renewed registration). The previous version stays in the history.
- Archive hides the document from lists and the DQF but keeps it as a business record. A required type then shows as missing again.
Review driver submissions
When a driver submits a renewed CDL or medical card from the app:
- Open the Pending review tile on Overview, or the document marked Pending review.
- Check the submitted files. Correct the Issue date (correct if needed) and Expiry date (correct if needed) if the driver entered them wrong.
- Optionally add a Note to the driver (optional).
- Select Approve to make it the current version, or Reject.
A driver's qualification file
- On the Drivers tab, select Open DQF on the driver's row.
- The page lists every 49 CFR 391.51 checklist item with its CFR reference, Status, Expiry, Remaining and number of Files, and shows Complete or Incomplete. Use Add or Replace on an item.
- Other documents lists any extra driver documents.
- Select Download DQF to download the whole file as a ZIP, for example for an audit.
Document types
On Document types you can:
- Turn Required on or off for a type. Required types without a document count as Missing.
- Change the Renewal lead time (days): how many days before expiry a document shows as Expiring soon.
- Deactivate a type you do not use.
- Select Add custom type for your own documents, with an optional validity period and extra fields. Custom types without documents can be deleted.
Expiry alerts
With the optional Alerts feature, create a Document expiring rule on Operations > Alert rules to be told when a document reaches its renewal window or expires. It can also notify the driver. See Alerts and geofences.