Driver file management for small fleets: never find an expired medical card in a driver file again.
Medical cards, CDLs, the annual MVR review and the Clearinghouse query. ExpirationPilot keeps the date of each one, for every driver, and emails you before it's due. Drivers send the new card from their phone.
- 14-day free trial
- No credit card needed
- Import your Excel list
In short
What is driver file management software?
Driver file management software keeps each driver's qualification file in order: the documents the DOT expects you to hold for every driver of a commercial vehicle. Most of the file is collected once, at hire. A few items come back every year or two, like the medical card, the annual MVR and its review, and the Clearinghouse query. Those are the ones that go out of date.
ExpirationPilot handles that recurring part for small fleets, from a few drivers to a hundred. It doesn't take applications, pull MVRs, run Clearinghouse queries or check your files for an auditor. The big DOT suites do all of that, and price it to match.
How it works
Every driver, every date, one list
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1
Import your driver list
One row per item: the driver, what expires, when, and who on your side handles it. Your spreadsheet works as it is.
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2
Get reminded before each date
By default 30, 14 and 7 days before, on the day and a week after. Enough time to book the physical or order the MVR.
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3
File the new copy
The driver sends the new card from a link. You check it, enter the new date, and the reminders start again.
What it does for your driver files
Yearly items
The annual MVR review and Clearinghouse query, on time every year.
These have no card and no expiration date printed anywhere, so they are the easiest to forget. Add them once with "renews every 12 months", and when you file this year's, we suggest next year's date. Copy in a teammate so it still gets done when you are out.
- Reminder days per type: earlier for a medical card, closer for an MVR.
- The review note or query result attached to its date.
- Each reminder shows whether it was delivered.
Drivers
Ask the driver for the new card once. The follow-ups go out on their own.
When a medical card or a CDL is due, send the driver a request. They take a photo of the new card and upload it from their phone, between loads. If it doesn't come, they get a follow-up email every week until it does.
- Drivers don't install an app or create an account.
- Up to six weekly follow-ups, stopping when the card arrives.
- You check the card, enter the new date and approve it.
Your spreadsheet
Start from the driver list you already keep.
Upload it, match its columns and check the rows before they are saved. From then on, the Expirations page shows what has expired, what is due in the next 30 days and which cards are waiting for your review. If the owner has a login, they can get a summary by email every Monday.
- Excel or CSV, with your own column names.
- One folder per driver: filter by it to see their whole file.
- Export the whole list to Excel whenever someone asks for it.
Driver file dates you can track
Anything in a driver file that expires or comes back on a schedule.
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DOT medical cards
Good for up to two years, often less when the examiner wants to see the driver again sooner
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Annual MVR and review
The new driving record and your review note, every 12 months
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Clearinghouse queries
The yearly query for each CDL driver, so it doesn't slip to month 13
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CDLs and endorsements
License renewals, hazmat endorsements, TWIC cards
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Non-CDL drivers
Licenses for the van and pickup drivers you also need to keep track of
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Anything else with a date
Defensive driving courses or the training your customers ask for
Your trucks on the same list
Registrations, inspections and service dates for every vehicle are on the fleet compliance page, and the rest of your crew's cards on certification tracking. The plans are on pricing.
Why not paper folders and a spreadsheet?
They work until a medical card lapses in a folder nobody opened, or the person who keeps the spreadsheet is on vacation.
| What you need | ExpirationPilot | Calendar reminder | Spreadsheet |
|---|---|---|---|
| Every driver's dates on one list | Yes | No | Yes |
| Several reminders before each date | Yes | You set each one by hand | No |
| Reminders to you and a teammate copied in | Yes | Only the calendar owner | No |
| Asks the driver for the new medical card | Yes | No | No |
| The current copy kept next to its date | Yes | No | No |
| Weekly email of what is overdue and due this week | Yes | No | No |
Questions about driver files
Does it manage the whole driver qualification file?
No. It keeps the items in the file that expire or come back every year: the medical card, the CDL, the annual MVR and review, the Clearinghouse query. It keeps the current copy of each one. The parts you collect once at hire, like the application and the road test, stay where you keep them now, and it doesn't check that the file is complete.
Does it pull MVRs or run Clearinghouse queries?
No. You order the MVR and run the query where you do today. ExpirationPilot reminds you when each one is due, and you attach the result and enter the next date.
Do drivers get the reminders?
Reminders go to the colleagues who log in: you, and anyone you copy in, such as a dispatcher or the safety manager with their own login. A driver gets a request to upload the new card from a link, with a weekly follow-up until it arrives.
Do drivers need an app?
No. They open the link in the email on their phone and upload a photo or a PDF of the new card. They don't need an account.
How do I see one driver's file?
Put each driver's dates in a folder with their name, then filter the list by that folder. You see every date for that driver and the copy attached to each one.
What happens when a driver leaves?
Archive their dates and the reminders stop. Nothing goes out about a driver who has left.
Can I import the spreadsheet I keep now?
Yes. Upload an Excel or CSV file, check the columns we matched, and check the rows before they are saved. You can export the list back to Excel at any time.
How much does it cost?
Plans start at $19 a month for one login and up to 100 dates, enough for about 25 drivers with four dates each. Professional is $39 a month for three logins and 500 dates. Every plan starts with a 14-day free trial, no credit card needed, and you don't need to book a demo.
Spend less time on your next renewal.
Start with a 14-day free trial. No credit card needed.