The desk between your recruiter and your dispatch board. We clear applicant files, track CDL and medical documents, and place drivers on STOP/HOLD before expired documents become a problem.
Your safety department, fully staffed.
- MVR + PSP on every applicant
- Renewals chase 30 days before expiration
- Expired document → STOP/HOLD
Clear The File.Keep The Truck Legal.
Step 1 of 2 — Your operation
Send us the applicant. We send back a cleared driver.
Your recruiter already sends three things: the CDL, the medical card, and the applicant's information. From there it is our file to finish — and every step below is one your team stops doing.
What the desk does on every applicant
- Application checked for completeness before anything else moves
- CDL and medical card reviewed — DOT certification, expiration, validity
- MVR pulled and read against your hiring standard
- PSP report pulled and read against the same standard
- Employment verification opened, then chased through the 1–2 day wait
- FMCSA Clearinghouse consent sent and tracked to completion
- Drug test scheduled and the result followed back to the file
- Policies, forms and e-signatures out after orientation, chased until signed
- Driver added to your dashboard and handed to insurance
Already running drivers? The first thing we do is walk your current files and tell you where the gaps are — you leave knowing that whether or not we work together.
Ten steps from recruiter to dispatch-ready.
This is the sequence, in the order it runs. Nothing downstream starts on a driver who will not clear the gate at step 04.
- 01
Intake
From recruitingThe recruiter sends the CDL, the medical card and the applicant's information. That is the entire handoff.
- 02
File review
ComplianceThe application is checked for completeness first, then the CDL and medical card are reviewed on their own terms.
- 03
Records pulled
ComplianceMVR and PSP are both pulled and read against your hiring standard — not ours.
- 04
The gate
ComplianceMeets your requirements, or rejected here. This is the only step with a No branch, and it is deliberately the cheapest one to fail.
- 05
Employment verification
VerificationPrior carriers contacted and chased. This is the one step with a floor: 1–2 business days, and no amount of pushing shortens it.
- 06
Clearinghouse
ComplianceFMCSA Clearinghouse consent goes out and is tracked until the driver completes it.
- 07
Drug test
TestingScheduled with your provider, then followed back to the file. A scheduled test nobody reads the result of is not a step.
- 08
Orientation
ComplianceThe driver attends. Company policies, required forms and electronic signatures go out on the back of it.
- 09
Documents signed
Compliance · InsuranceSigned paperwork lands in the file, the driver is added to your dashboard, and insurance is handed the driver to add.
- 10
Ready for dispatch
To dispatchThe file is complete and the driver is legal to run. Dispatch is told, not left to find out.
A driver who does not meet your requirements is rejected at the MVR and PSP gate — before orientation, before the drug test, before anyone has spent money on them.
Every driver, every day. Not every quarter.
All company drivers are reviewed daily against CDL expiration, medical certificate expiration and the rest of the required file. When something comes due, the schedule starts — and it does not depend on anyone remembering.
30 days
First notice
Driver and dispatch are both told what is expiring and when. Early enough that a clinic appointment is a scheduling problem, not an emergency.
15 days
Second notice
Sent again, to both. Still comfortably inside the window where a renewal can be booked and completed without anyone changing their plans.
7 days
Third notice
Dispatch is now planning a week around a document that may not survive it, so dispatch hears about it as loudly as the driver does.
3–4 days
Final notice
The last one before the hold. At this point the outcome is decided by the driver, and both of you know exactly what happens next.
Still not renewed
The driver goes STOP/HOLD on the dispatch board and stays there until valid documents are received.
This is the part an alert cannot do. A notification tells you a medical card expired; a hold on the board is what keeps the truck from running on it. The desk watching the document and the desk assigning the load are the same team.
A renewal is not a renewal until it checks out.
Whenever a driver sends an updated document, it is verified before anything is unlocked. Two documents, two different checks.
/ Received /
Medical certificate
- DOT certification verified
- Expiration date verified
- Document validity verified
/ Received /
CDL
- Updated MVR pulled
- Renewal confirmed on the MVR
- Records updated
Everything valid
- STOP/HOLD removed
- Dashboard updated
- Dispatch notified
A photo of a card is not proof of a renewal. A CDL renewal is confirmed on a fresh MVR, not on the plastic — which is also how a suspension nobody mentioned shows up.
Three desks, one department.
Compliance clears and watches the drivers. ELD keeps the logs defensible. Claims handles it when something happens on the road.
Compliance
The driver file, start to finish, then watched for as long as the driver is with you.
- Applicant processing
- MVR & PSP reviews
- FMCSA Clearinghouse
- Drug test coordination
- Company policy documents
- Driver compliance monitoring
- CDL & DOT Physical/Medical monitoring
ELD
The logs, and the driver on the phone at 2am who cannot get the tablet to certify.
- Samsara support
- Driver document uploads
- Log certification
- Driver ELD troubleshooting
Claims
The desk you hope not to need, staffed as if you will.
- Accident claims
- Insurance claims
- Incident investigations
- Claims documentation
We work in the systems you already run.
There is no portal for your drivers to learn and no migration to sit through. The desk operates inside your stack, and if you change a provider, we change with you.
MVR provider
Records pulled at hire and on every CDL renewal
PSP reports
Crash and inspection history on every applicant
FMCSA Clearinghouse
Consent, queries and registration
Drug testing provider
Scheduling and results back to the file
Electronic signing
Policies and required forms out and back
Samsara
ELD support, document uploads, log certification
Insurance portal
Drivers added once the file is complete
Dispatch board
Where the STOP/HOLD actually lands
Driver dashboard
The live record of who is clear and who is not
The reminder trail, to the driver and to dispatch
The handoff is the whole point.
Safety is the middle link. It works on its own, and it works better when the links either side of it are not strangers.
/ Before /
Freight Marketing
Exclusive CDL applicants, screened before anyone calls them — which is the file this desk then clears.
Explore marketing & lead gen/ After /
Managed Dispatch
The board the STOP/HOLD lands on. Same team, which is the only reason a hold is a hold and not an email.
Explore managed dispatch/ Around /
Fleet Operations
Compliance and safety is one of nine disciplines a monthly operations review works through on your own numbers.
Explore fleet operationsStraight answers about the safety desk.
The same three things your recruiter already sends: the CDL, the medical card, and the applicant's information. Everything after that is ours — the application check, the MVR, the PSP, employment verification, Clearinghouse, the drug test, orientation paperwork and the signatures.
No. We check the file against your requirements and tell you where the driver lands. When a driver is rejected at the MVR and PSP gate, that is your standard doing its job — the standard stays yours.
The one step with a fixed floor is employment verification, which runs 1–2 business days. The rest moves as fast as the driver and the clinic do: Clearinghouse consent, drug test, orientation, signatures. We chase every one of them, and we do not sit on any of them.
It should never get as far as expiring. Every company driver is reviewed daily, and reminders go to the driver and to dispatch at 30, 15, 7 and 3–4 days. If the renewal still does not arrive, the driver goes STOP/HOLD on the dispatch board and stays there until valid documents are received.
We place the hold on the board. Safety and dispatch are the same team here, which is the entire reason it works — a vendor who only emails an alert is relying on someone at your company to act on it, usually on the day they are busiest.
Yes. Clearinghouse consent goes out from us and is tracked until the driver completes it, and the drug test is scheduled with your provider and followed back to the file.
The ELD desk supports Samsara, uploads driver documents, certifies logs, and takes the call when a driver cannot get something to work in the cab.
The claims desk handles accident and insurance claims, runs the incident investigation, and keeps the documentation together while it is happening rather than reconstructing it afterwards.
No. We work in your MVR provider, your PSP account, the Clearinghouse, your drug testing provider, your e-signature system, Samsara, your insurance portal and your dispatch board. If you change one of them, we change with you.
No. This desk is the driver side: applicant files, records, testing, documents, and the daily watch on what expires. New-authority filings are a different service, and we would rather say so than take the work and learn it on you.
It depends on how many drivers you run and how much of the desk you need — applicant processing alone looks very different from applicant processing plus daily monitoring, ELD and claims. Tell us your fleet size and we will give you a number. There is nothing to sign to find out.
It is the normal starting point. The first thing we do is walk your current driver files and tell you where the gaps are, so you know the size of it before anything changes — and you keep that list whether or not we work together.
Clear the file. Keep the truck legal.
Applicant processing end to end — CDL, medical card, MVR, PSP, Clearinghouse, drug test — then daily monitoring with reminders at 30, 15, 7 and 3–4 days, and a STOP/HOLD on the dispatch board if a renewal never lands.
Selected: Safety. We walk your current driver files and show you the gaps.
Prefer to talk? Call (464) 266-4411 — real dispatchers, 24/7.
Clear The File.Keep The Truck Legal.
Step 1 of 2 — Your operation