Driver Profile Management

What is Driver Profile Management?

Driver Profile Management is how you create and maintain records for every driver in your fleet within TMS.ai. Each driver profile contains essential information like name, contact details, login credentials, and communication preferences that enable drivers to receive dispatched orders through the mobile app. Creating driver profiles is the foundational step before you can dispatch any freight, because the system needs to know who your drivers are and how to reach them.

Driver profiles can be created manually by adding individual drivers through the Driver module, or imported automatically when you connect an ELD integration. Once a profile exists, you send an invitation that prompts the driver to download the mobile app and activate their account using the credentials you provided. The profile becomes the central record for everything related to that driver: their assigned loads, completed trips, location history, hours of service data, and pay settlements. Keeping driver profiles current ensures smooth communication, accurate dispatch, and proper documentation of who handled which loads.

How Driver Profile Management works:

1. Navigate to Driver module: Access the Driver module from the main navigation menu in TMS.ai. This is where all driver records are stored and managed.
2. Click "Add Driver": To create a new driver profile manually, click the "Add Driver" button. This opens a form where you'll enter the driver's information.
3. Enter required details: Fill in the driver's name, phone number, and email address. The phone number and email serve as login credentials for the Driver Mobile App. Both are recommended, but you can create a profile with just a phone number if needed.
4. Add additional information: Enter any other relevant details about the driver such as license information, employee ID, hire date, or any custom fields your operation has configured for driver records.
5. Save driver profile: Save the profile to create the driver record in TMS.ai. The driver now exists in your system but hasn't been given access to the mobile app yet.
6. Send driver invitation: After creating the profile, use the "Invite Driver" widget or button to send an invitation. This invitation is sent via email or SMS (depending on what contact information you provided) and prompts the driver to activate their account.
7. Driver receives invitation: The driver receives the invitation message with instructions to download the TMS.ai Truck Driver app from the App Store or Google Play.
8. Driver downloads app: The driver downloads the mobile app on their iOS or Android device. The app is free to download from either app store.
9. Driver logs in with credentials: The driver opens the app and enters the login credentials you provided (email or phone number). When logging in with a phone number, they receive a verification code via SMS to complete secure login.
10. Profile becomes active: Once the driver logs into the app for the first time, their profile is fully activated and they can begin receiving dispatched orders.
11. Import drivers from ELD: Alternatively, when you connect an ELD integration, TMS.ai automatically imports driver records from your ELD account. The system creates driver profiles for all drivers found in the ELD system.
12. ELD import rules: If a driver in the ELD has both phone number and email, TMS.ai creates a record with the phone number as the primary identifier. If only a phone number exists, it creates the record with phone number only.
13. Manually invite imported drivers: Drivers imported from ELD are not automatically invited to use the mobile app. You must manually send invitations through the Driver Module using the "Invite Driver" widget after import.
14. Manage multiple companies: Drivers working for multiple carriers can use the same login credentials across all companies. Ensure carriers use the same phone number or email address when creating the driver profile in their TMS.ai account for seamless multi-company access.
15. Update driver information: Edit driver profiles as needed when contact information changes, drivers switch trucks, or you need to update any details. Click into the driver record and modify the relevant fields.
16. View driver history: Access a driver's profile to see their complete history including assigned loads, completed trips, location history (if ELD connected), hours of service data, and settlement records.
17. Manage driver permissions: Work with your Account Manager to customize which fields and information drivers can view or edit through the mobile app. Role-based permissions control what drivers can access.
18. Deactivate driver profiles: When a driver leaves your company, you can deactivate their profile to prevent them from receiving new dispatched orders while maintaining their historical records for auditing and compliance.

What it means for you:

Driver profile management becomes a one-time setup instead of a recurring administrative burden. Once you create a driver profile and send the invitation, that driver can receive dispatched orders immediately through their phone. You're not recreating driver information every time you dispatch a load or scrambling to find contact details when you need to communicate.

The centralized driver records eliminate the spreadsheets, sticky notes, and memory-based systems that cause communication breakdowns. When you need to dispatch a load, you select from a list of actual drivers in your system. When you need to check a driver's location or hours of service, you click on their profile. When settlement time comes, all their completed trips are already associated with their profile. The profile becomes the single source of truth for everything related to that driver, reducing errors, improving communication, and creating the documentation trail you need for compliance and operations. Setup takes 2 minutes per driver, and once complete, you never have to recreate that information again.