Industrial & Manufacturing
›
Transportation & Logistics
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Fleet Operations & Telematics
Driver Management
Multi-party coordination across carriers, warehouses, and supply chains where SLAs, compliance, and handoffs drive outcomes.
Example organizations in this space:
DriverReach
Tenstreet
Samsara
Geotab
This interactive experience is the shipped product itself — the same application code customers run in production, mounted read-only in your browser over a real sample journey. Not a video, not a mockup: because the demo and the product are one codebase, it can never drift from the real thing.
Inside this journey
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Recruiting & Compliance Discovery
Align on hiring targets, current recruiting sources, qualification bottlenecks, compliance gaps, and measurable success signals.
Discovery Questions
A quick snapshot of your driver pipeline
- How many driver applications does your team receive in a typical month?
- Tell me about your top three sourcing channels by volume and which one consistently sends the most qualified candidates
- Walk me through your applicant flow from initial application to scheduling orientation, highlighting any manual handoffs
- Which metric do you watch daily to judge whether recruiting is working for a terminal or region
- How often do you run formal audits of driver qualification files across terminals
Where the hiring funnel chokes
- What single failure in your funnel would make you stop hiring from a source immediately?
- Who on your team notices qualification bottlenecks first and how do they typically escalate them
- When you look at applicants who drop out between interview and orientation, which steps are the most common exit points
- Estimate the percent of applicants you lose because of qualification requirements such as MVR, medical card, or failed drug tests
- If improving application-to-hire conversion by 20 percent would free up budget for more sourcing, what internal barrier would still stop you from funding a pilot
Urgent compliance holes and their consequences
- Which compliance gap would immediately expose you to a regulator finding or a lost load
- Tell me about your current process for assembling a driver qualification file, step by step, from application to the completed audit-ready folder
- How many drivers currently have incomplete records that would fail an audit today
- List the external checks you run automatically and those you pull manually, for example FMCSA Clearinghouse, MVR, PSP, or employment verifications
- If a third-party audit found persistent gaps, could you pause hiring until they were fixed, and who would need to sign off on that pause
What breaks after a driver signs up
- Point to the single operational delay after hire that costs you most in time-to-dispatch readiness
- Walk me through the typical timeline from hire acceptance to a new driver's first dispatch at a representative terminal
- Who owns medical card collection, drug test tracking, and MVR pulls on your side
- In a typical month, roughly how many hires miss their first scheduled dispatch because paperwork or credentialing is incomplete
- What internal approval would be required to proceed if a new process guaranteed 48 hour readiness for 80 percent of new drivers
What alternatives are actually on the table
- Name the vendor or internal approach most likely to keep your team where it is and why
- Select the alternatives to this type of platform that you have evaluated or are still considering
- Under which concrete conditions would staying with your current approach make sense, for example cost, time to change, or audit risk
- Has anyone on your team proposed solving recruiting or compliance gaps by building internally rather than buying
- Could zero change and zero new budget make you cancel a vendor evaluation, yes or no
Practical gates and integration must-haves
- Point to a single integration or data gap that would force us to delay deployment beyond your target date
- List the systems that must be connected for recruiting, dispatch, payroll, and safety
- Identify the person or role who controls API access and whether they will be available during the planned deployment window
- How clean is the driver and applicant data you would provide for import, by percent ready versus requiring manual cleanup
- Name any regulatory or legal reviews that must complete before integration work can begin and the expected completion dates
Money, timelines, and the deal killers
- Describe the single budget, timeline, or pilot result that would stop this project immediately
- How does your procurement and legal process typically move once commercial terms are agreed, and who are the required approvers
- Estimate the internal decision cycle from pilot success to enterprise rollout in weeks
- Identify the role authorized to approve an immediate expansion from pilot to full rollout upon KPI validation
- State the threshold improvement in application-to-hire conversion or time-to-dispatch your finance team would require to greenlight purchase
If we agreed to pilot, what actually happens next
- Assume a 6 week pilot proves a 25 percent faster time-to-dispatch, what is the fastest internal path to scale that would be available to you
- Provide the names or roles of the three people who must be engaged in the pilot to make it operational
- How will you measure pilot success and which report or dashboard must show the improvement for you to consider it successful
- Describe the pilot milestone that would allow you to sign a contract that week
- When could you realistically commit to a pilot start date given your hiring cadence, regulatory windows, and integration availability
- Are there any obstacles that would prevent a pilot from starting within 30 days, and if so what are they
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Solution Experience
Walk through how the solution delivers improved sourcing, simplified qualification, audit-ready compliance, and faster time-to-dispatch using the buyer's real scenarios.
Solution Experience
- Solution Experience Session
- Confirm the current state and its cost
- You confirm the demonstrated flow eliminates the manual handoffs that cause dispatch delays.
- Run sample processing on three recent anonymized applicant records and deliver the processed qualification packets before the next meeting.
- Run an end-to-end hiring scenario using your data
- You confirm the assembled driver file meets your audit requirements and would prevent the compliance gaps you described.
- Provide three anonymized recent applicant records including MVR and basic employment history for the live scenario.
- Show the qualification and audit-ready file assembly
- List required integrations with your payroll, safety, and scheduling systems and provide the primary technical contact or API endpoints for each.
- You agree on the pilot scope, the remaining evidence needed to decide, and the timing for the next decision milestone.
- Confirm the decision timeline and identify the stakeholders who must sign off on pilot success metrics.
- Prove integrations and operational handoffs
- Validate the future state with the buyer
- Agree remaining evidence and next steps
- Solution Experience Session
- Solution Experience Deck
- Solution Brief
- meeting
- slides
- document
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Solution Scope
Define modules, integrations, data responsibilities, timelines, and measurable deliverables for recruiting, qualification, onboarding, and compliance.
Scope Configuration
- Activate job distribution to driver boards and social
- Deploy text-to-apply mobile application flow
- Provision applicant tracking system (ATS)
- Digitize driver DOT qualification files
- Retrieve and attach MVRs and PSP records
- Integrate drug and alcohol test results management
- Enable electronic onboarding forms and e-signatures
- Configure orientation scheduling interface
- Activate ongoing compliance monitoring and expiry alerts
- Integrate FMCSA Clearinghouse monitoring
- Deploy driver-facing mobile app access
- Connect payroll and safety systems via integration endpoint
- Launch driver retention and hiring analytics dashboards
- Export audit-ready driver qualification file packages
- Implement source-of-hire and time-to-hire tracking
Scope Questions
Activate job distribution to driver boards and social
- Please list the external job channels you currently use (mobile job boards, Facebook groups, niche CDL boards)
- Which recruiting regions or terminals should receive targeted job distribution first
- What is your current average application volume per week from each channel
- Who on your team will approve creative and job templates for distribution
- Are there any legally required job posting statements for CDL roles (state-specific leasing, drug testing language) that must be included
Deploy text-to-apply mobile application flow
- What SMS short code or existing messaging provider do you plan to use for text-to-apply (or would you like us to provision one)
- How long should the text-to-apply workflow take from first SMS to completed application on mobile
- Which applicant fields must be captured in the first mobile interaction (phone, CDL number, home terminal, availability)
- Who will own SMS opt-in compliance and archival of text consents for DOT recordkeeping
- Are there limits on SMS frequency or do-not-contact lists tied to any state recruiting regulations you must follow
Provision applicant tracking system (ATS)
- Which hiring workflows should be modeled in the ATS (sourcing, pre-screen, DOT qualification, orientation, dispatch-ready)
- How many user accounts and role types should be provisioned at go-live
- What candidate statuses and transitions must be auditable for FMCSA review (e.g., drug test ordered, MVR received, PSP cleared)
- Who will maintain ATS user provisioning and permission changes after deployment
- Are there existing ATS fields or picklists that must be migrated and preserved (e.g., previous employer types, endorsement flags)
Digitize driver DOT qualification files
- Please identify the DOT documents required for a complete file in your operation (MVR, PSP, medical card, drug test, employment verifications, CDL copy)
- How many existing driver qualification folders need digitization and migration at go-live
- Which file formats do your current qualification records exist in (paper, PDF scans, HRIS exports, third-party portal exports)
- Confirm acceptance criteria for digitized DOT qualification files including percent completeness and allowed missing-document thresholds
- Who will sign off on reconciled gaps between paper files and digitized records before the files are marked audit-ready
Retrieve and attach MVRs and PSP records
- Which MVR vendors or state DMVs are you currently using or require access to via the integration endpoint
- How often should MVRs and PSP queries run for new applicants and for ongoing monitoring
- What identifiers will you provide for queries (full name + DOB + SSN last 4 + driver license number)
- Are there state restrictions or consent forms your applicants must sign before a PSP or MVR pull
- Please list maximum acceptable turnaround time for MVR and PSP results to be attached to a candidate file
Integrate drug and alcohol test results management
- Which drug test lab providers or consortiums do you use for pre-employment and random tests
- What drug and alcohol test types must be tracked (pre-employment 5/7/10-panel, random selection, DOT split specimen processes)
- Who will receive and validate lab result PDFs and chain-of-custody documents before uploading to the candidate file
- How should positive or non-negative results trigger internal workflows (hold for hire, notify safety director, initiate retest)
- Are electronic result feeds available from your labs or must results be uploaded manually
Enable electronic onboarding forms and e-signatures
- Which onboarding forms must be e-signed at hire (I-9, W-4, direct deposit, driver safety acknowledgements, handbook)
- What identity verification method do you require for e-signature validity for I-9 and other forms
- How many distinct onboarding form templates need creation or import
- Who will be the approval authority for finalized e-sign templates and retention policy for signed forms
- Are there state or collective-bargaining required clauses that must be inserted into certain onboarding documents
Configure orientation scheduling interface
- What orientation session types do you run (classroom, terminal walk, vehicle orientation, online modules)
- How many orientation time slots per week should be published per terminal at launch
- Which notification channels should be used for orientation reminders (SMS, email, phone)
- Who is responsible for marking a candidate as orientation-complete so they are eligible for dispatch
- Describe required orientation artifacts to attach to the candidate file (signed roster, safety quiz score, equipment checkout)
Activate ongoing compliance monitoring and expiry alerts
- Which document expirations should trigger automated alerts (medical card, CDL, HAZMAT endorsements, drug test windows)
- What advance notice windows do you require for expiry alerts (e.g., 30/60/90 days before medical card expiration)
- Who should receive critical compliance alerts (safety director, terminal manager, HR)
- How should the system escalate unresolved compliance items before the driver is removed from the dispatch pool
- Are there state-specific compliance rules (medical recency, drug testing windows) we must encode differently by terminal
Integrate FMCSA Clearinghouse monitoring
- Do you have an existing Clearinghouse employer account or do you need assistance registering for query and consent coverage
- Which worker groups require continuous Clearinghouse monitoring (drivers with DOT safety-sensitive duties)
- How should negative Clearinghouse records be surfaced in the ATS and who will adjudicate them
- What cadence do you require for automated full-record checks versus limited queries
- Are there consent or data-retention policies your legal team enforces for Clearinghouse results
Deploy driver-facing mobile app access
- What driver actions must be available in the mobile app at go-live (apply, upload CDL/medical, sign forms, view orientation schedule)
- Which authentication methods should drivers use (SMS OTP, email, SSO via carrier portal)
- Confirm acceptance criteria for mobile access including login success rates and document upload success on Android and iOS
- Who will handle driver support for app login issues and broken uploads during the initial 90 days
- Are there language or accessibility requirements for driver-facing screens (Spanish translations, large-font mode)
Connect payroll and safety systems via integration endpoint
- Which payroll or safety systems must be integrated at launch (payroll provider category, TMS, telematics, safety management)
- What fields are required to flow to payroll and safety systems (driver ID, pay-rate, DOT status, license class, hours-of-service flag)
- Who will provide API credentials and sandbox access for each integration endpoint
- Confirm integration acceptance criteria including field-mapping coverage and acceptable sync latency
- Are there out-of-scope integration items we should note (e.g., legacy TMS middleware, custom EDI transforms you require separately)
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Mutual Commit
Finalize commercial and legal terms, acceptance criteria, responsibilities, and go/no-go conditions to confirm mutual obligations.
Agreement Modules
- Order Form / Subscription Agreement
- Master Services Agreement (MSA)
- Statement of Work (SOW)
- Service Level Agreement (SLA)
- Data Processing Agreement (DPA)
- Transportation Regulatory Addendum
- Acceptance & Go/No-Go Criteria
- Payment and Billing Schedule
- Change Order Agreement
- Implementation Completion Certificate
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Deployment
Lock readiness facts and configuration values before execution begins.
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Pre-Deployment Readiness
Capture concrete readiness facts — owners, data sources, access, timelines, and regulatory checkpoints required before execution.
Pre-Deployment Questions
Environment and site access
- Which buyer systems will the platform integrate with (list system category — e.g., CRM, HRIS/payroll, safety system, drug-test lab portal — and indicate environment: production or UAT)? This tells the team where to plan connectors.
- Is the production environment(s) ready to accept integrations, or provide a known readiness date? (so we can schedule endpoint testing and cutover windows)
- Who will provision integration service accounts or API credentials for the deployment team, and when will those accounts be available? (name, role, and target available date)
Data and configuration
- Which driver and compliance datasets require migration or bulk import before go‑live? List each dataset (e.g., active drivers, qualification files, MVR history) and an approximate record count if known.
- Has a single source of truth for driver records been agreed (which system will own canonical driver data)?
- Who will own and approve field mappings for driver and compliance data (name and role), and by what date will mappings be approved? (so field-mapping tasks can be scheduled)
People and ownership
- Provide the named buyer deployment owner (daily contact for cutover decisions): name, role, and email.
- Provide the named buyer compliance owner responsible for approving audit‑ready DOT qualification files: name, role, and email.
- Which operations site(s) or terminals are in scope for the initial rollout? List each site and the local point-of-contact (so we can scope per-site readiness).
Timing, constraints, and regulatory checkpoints
- What is the target go‑live date or window for the initial deployment? (so we can sequence integrations, training, and cutover)
- Are there blackout windows, payroll cut dates, or peak operational days when cutover cannot occur? If yes, indicate the blocked date ranges and the reason.
- Are there regulatory checkpoints or pending audits (DOT/state renewals, Clearinghouse reconciliations) that must be cleared before go‑live? If yes, list each checkpoint and the required clearance date.
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Configuration Details
Lock exact configuration values the deployment team will use — integration credentials, field mappings, webhook endpoints, and notification rules.
Configuration Details
Deployment — Environments & Endpoints
- Select the deployment environment for the platform instance (Default: Production)
- Enter the platform instance subdomain (format: https://<subdomain>.platform-hosting.example.com). Default subdomain: 'app'
Options & Features — enablement choices
- Enable regulatory clearinghouse integration (regulatory clearinghouse — FMCSA Clearinghouse) for real-time queries/alerts? Default: Yes
- Select applicant sourcing connectors to enable (these are configured in the connector settings page)
- Enable automated document expiration alerts (platform sends notifications to the buyer's operational email and driver mobile app). Default: Yes
Mappings — core field mappings (one value per question)
- Provide the buyer HR/Payroll field name that should map to platform 'driver.employeeId' (exact field/key name used in the buyer system)
- Provide the buyer field name that should map to platform 'driver.license_expiration' (exact field/key name used in the buyer system)
Integrations & Non-secret Identifiers
- Enter the payroll integration non-secret identifier (client ID, service account name, or integration account username). Do NOT paste a secret; this is an identifier only.
- Enter the payroll credential owner (format: Full Name <email>) — the person who will authorize and release the secret via your secure channel at kickoff
- Select the secure channel you will use to deliver the payroll integration secret at kickoff (the deployment team will not accept the secret via questionnaire)
Webhook & Notification Rules
- Enter the webhook endpoint URL where the platform will post driver status events (format: https://... ). This endpoint is consumed by the integration setup step.
- Select which event types should trigger webhook posts to the endpoint (multiple selections allowed)
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Deployment
Execute onboarding, system integrations, compliance file migration, orientation scheduling, and operational handoffs with clear owners and milestones.
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Success
Track hiring conversion, time-to-first-dispatch, compliance file health, and retention while managing issues and enhancement requests.
Success Reviews
- Go-live Health Check (weeks 1-4)
- First Outcomes Review (weeks 4-10)
- Acceptance Gate Review (around day 90)
- Quarterly Success Review (ongoing)
Issues & Enhancements
- Close or reassign any tickets older than 30 days and document next steps to prevent recurrence.
- Schedule a mid-remediation status check if any corrective action is longer than two weeks.
- Restate acceptance criteria and numeric targets
- Produce a documented acceptance decision with pass/fail recorded for each numeric target from Solution Scope.
- For any failed criteria, agree remediation actions and firm resolution dates to return the criterion to compliance.
- Confirm the incumbent system wind-down status or retention plan to prevent dual-system usage.
- Publish the acceptance record that lists pass/fail per criterion, evidence, and any remediation commitments with dates.
- Initiate the remediation plan for any failed criteria and schedule the follow-up measurement to verify closure.
- If incumbent system is being retired, finalize the archive/migration checklist and confirm the date after which the incumbent is read-only or deprovisioned.
- Trend review since acceptance
- Confirm quarterly direction of hiring conversion rate and 90-day retention rate, and whether they remain on track toward targets recorded in Solution Scope.
- Ensure compliance file completeness percentage is maintained or improved and that any audit gaps have remediation plans.
- Agree a prioritized set of enhancement requests and operational tasks for the next quarter with target dates.
- Publish a quarterly outcomes summary with trend charts for hiring conversion rate, time-to-first-dispatch, and compliance file completeness.
- Update the enhancement backlog with agreed priorities and target quarters for delivery.
- Reconfirm success criteria and owners
- Confirm integrations, user access, and data collection pipelines are operational or have remediation plans.
- Document top early adoption signals and the top 5 issues with owners and target resolution dates.
- Ensure measurement sources for hiring conversion rate and time-to-first-dispatch are enabled for the First Outcomes Review.
- Produce an issue register with owners and target resolution dates for all open blockers.
- Confirm and document the data sources and event definitions used to calculate application-to-hire conversion rate and time-to-first-dispatch.
- Enable automated exports or dashboard access so the seller and buyer can review the first measurement data.
- Present first measurement data
- Determine whether application-to-hire conversion rate and time-to-first-dispatch are trending toward the targets recorded in Solution Scope.
- Identify the root cause for each metric gap and commit remediation tasks with completion dates before the Acceptance Gate.
- Confirm the dataset and report definitions that will be used for the Acceptance Gate measurement.
- Publish a remediation plan that lists each corrective action, acceptance criteria, and a completion date aligned to the Acceptance Gate.
- Instrument any missing events or fields required to compute time-to-first-dispatch and compliance file completeness.
- Present outcome data vs each criterion
- Compliance file health check
- Deployment and migration validation
- Compare to targets recorded in Solution Scope
- Document pass/fail per criterion
- Early adoption and usage signals
- Open issues and ticket burn-down
- Root-cause diagnosis for gaps
- Blockers and open issues triage
- Agree corrective actions and timeline to acceptance
- Enhancement requests and prioritization
- Incumbent system wind-down status
- Agree immediate remediation actions
- Agree remediation and post-acceptance tracking
- Agree next quarter actions and owners