The Documents Nobody Checks Until an Inspector Does

A CDL expires. A medical card lapses. A Clearinghouse query goes unrun. Nobody notices — until a roadside inspection puts the driver out of service, or an audit reveals the gap was there for months.

S.A.F.E. tracks every compliance document across your fleet, alerts before anything expires, and flags drivers and vehicles that fall out of compliance — so the gap gets closed before it becomes a finding.

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Driver Qualification File Tracking

Every active driver in S.A.F.E. has a qualification file tracked at the document level. The platform monitors the components that FMCSA requires carriers to maintain — and the ones that create the most exposure when they lapse.

Commercial Driver's License: CDL status, class, endorsements, and restrictions. Expiration monitored with automated alerts at 60, 30, and 10 days. A driver operating on an expired or disqualified CDL is an immediate out-of-service condition and a Driver Fitness BASIC hit.

Medical Certificate: Medical card expiration tracked with the same 60/30/10-day alert cadence. Medical cards lapse more frequently than CDLs and are the most common DQF gap found during audits — because nobody looks until it's overdue.

FMCSA Clearinghouse: Pre-employment and annual queries tracked for completion. Clearinghouse compliance is a federal requirement that many fleets handle manually and inconsistently. S.A.F.E. tracks whether queries have been conducted and when the next one is due.

Drug and Alcohol Test Records: Testing records tracked for pre-employment, random, post-accident, reasonable suspicion, return-to-duty, and follow-up testing. Completion status and dates documented.

Commercial Driver Application: Application on file status tracked per driver. The application is the most basic DQF component — and one of the most commonly missing during compliance reviews because it's collected at hire and never checked again.

Additional Documents: Fleets can track additional documents beyond the standard DQF set — annual MVR reviews, road test certifications, employment verification, and others based on fleet policy or program requirements.

Alerts Before Expiration, Not After

Every document with an expiration date triggers automated alerts at 60, 30, and 10 days before it lapses. Alerts go to fleet administrators — not as a dashboard indicator someone might check, but as a notification that requires action.

The 60/30/10 cadence exists because compliance gaps don't resolve themselves. A 60-day alert gives time to schedule a medical exam or start a renewal process. A 30-day alert escalates urgency. A 10-day alert means the window is closing. If the document lapses despite all three alerts, the driver moves to the Compliance Watchlist automatically.

Vehicle Document Tracking

S.A.F.E. tracks compliance documents at the vehicle level — registration, insurance certificates, annual inspection records, and other fleet-configured documents. Expiration monitoring and alert cadences work the same way as driver documents.

Vehicle compliance gaps create exposure in two directions: a roadside inspection finding on an expired registration or lapsed insurance, and the audit liability of operating equipment without current documentation. Both are preventable with monitoring that most fleets don't have in place for vehicles the way they do for drivers.

Two Watchlists. Two Different Problems.

S.A.F.E. operates two distinct watchlists — each tracking a different type of risk.

Safety Watchlist

Behavior-based. A driver lands on the Safety Watchlist when their coaching, training, or event patterns cross fleet-configured thresholds — repeated camera events, recurring ELD violations, past-due training, escalated coaching interactions. The Safety Watchlist identifies the drivers who need intervention beyond automated coaching.

Compliance Watchlist

Document-based. A driver or vehicle lands on the Compliance Watchlist when a required document is expired, missing, or approaching expiration without action. An expired CDL, a lapsed medical card, an overdue Clearinghouse query — these are the conditions that put drivers out of service at inspection and create audit findings. The Compliance Watchlist makes them visible before they create consequences.

The two watchlists are separate because the problems are separate. A driver with perfect documents and terrible driving behavior is a Safety Watchlist issue. A driver with strong safety scores and an expired medical card is a Compliance Watchlist issue. Combining them into a single list buries the signal in both.

Fleet managers see both watchlists with drill-down to the specific driver, the specific trigger, and the current status. For insurance carrier programs, watchlists are visible to loss control teams with fleet-level and portfolio-level views.

S.A.F.E. surfaces the compliance data and watchlist status. What the fleet does with that information — dispatch decisions, driver restrictions, suspension policies — is determined by company policy, not the platform. The platform's job is to make sure the information is visible and current so those decisions are informed.