Driver qualification files (DQF)
Maintain a 49 CFR Part 391 driver qualification file (DQF) per driver — CDL, medical examiner's certificate, annual MVR review and road test — with a red/amber/green status and automatic escalation of a disqualified driver.
This module maintains a 49 CFR Part 391 driver qualification file for each commercial driver — the per-driver file that groups the current CDL, the medical examiner's certificate (valid ≤ 2 years, 391.45), the annual MVR review (391.25) and a road test on file (391.31). A driver missing any one of those pieces is NOT QUALIFIED — an expired medical certificate or CDL is a legal disqualification, not just a paperwork gap.
Register a driver
- Go to Driver qualification and use the Register a driver form.
- Pick the Site, then choose the Driver from your workforce roster (or type a name).
- Enter the file: CDL number, CDL class (A / B / C), CDL expires, Med cert issued, Med cert expires, Last MVR review and Road test date.
- Choose Register. The driver joins the list with a computed qualification status.
Record the medical certificate, MVR review, and road test
Keep the file current from the row actions — each records a fresh event and rolls the status forward:
- Med cert… opens an inline issued + expires pair. The expiry defaults to issued + 2 years per 391.45, so you can just confirm the issue date. Save to file the renewed certificate.
- MVR records the annual motor vehicle record review (391.25) — due every 12 months.
- Road test records a road test on file (391.31).
Read the status
The row colour is the driver's qualification at a glance:
- Green — qualified.
- Amber — qualified, but the medical certificate is within 30 days of expiry (renew it now).
- Red — not qualified.
Badges call out the specific problem: expired (CDL or medical cert), expiring (medical cert due soon), and overdue (MVR review past 12 months). The Status column lists the gaps in plain words, so you can see exactly what the driver is missing.
What happens automatically
- A not-qualified driver escalates (danger). The sweep raises a notification to the Safety Team naming the gaps — "an expired medical certificate or CDL is a legal disqualification" — and telling you to restrict the driver until the file is complete. It's anchored to the disqualifying date, so re-running the sweep doesn't re-notify while the same condition stands.
- A medical certificate expiring within 30 days escalates (warn) as a heads-up, so the renewal lands before the driver falls out of qualification.
- The dashboard surfaces Drivers not qualified and Driver medical certs expiring as visible counts.
Follow up
- On a not-qualified file, use the Raise CAPA button to open a High-priority corrective action (set the owner and due date on raise); the row then links to that CAPA so you can follow it to closure.
- Export register (CSV) downloads the whole DQF register —
api/driver-qualification/register.csv.
Tip: keep the medical certificate current — it's the piece that lapses most often (the card is only good for two years), and a lapse turns the driver red overnight. A green file means the driver is legal to dispatch.
Related: worker credentials for the isolated CDL / DOT medical card as a credential (versus the DQF that groups the whole file), driver hours of service, and fleet & DVIR.
Related
- Fleet & DVIR — Register vehicles and daily DVIR inspections
- Driver hours of service — Log driver hours against FMCSA limits
- Carrier profile (FMCSA) — Your carrier's public FMCSA safety record
- Worker credentials & licences — Track the CDL and medical certificate
Want to see this working?
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