Qualifications Management lets you configure, manage, and monitor qualification records for specific worker or asset groups throughout your organization, such as commercial driver license records and special certifications.
You can review qualification status in Qualification Reports, allow drivers to upload their own records, export records for audits, receive alerts when qualifications are about to expire, and use the Samsara API to get a list of qualification records by Driver ID for third-party integrations.
Review the following sections for more details on Qualifications Management:
A Qualification Type represents the specific kind of qualification needed, such as a Commercial Driver's License or HAZMAT certification. The Qualification Type can be defined by customizable fields to match your organization's compliance needs.
Define the qualification fields:
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Select the Settings icon (
) at the bottom of your Fleet menu to view dashboard settings.
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From within Fleet, select Qualifications.
If applicable, select Worker or Asset under Qualification Types.
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Select + Create Type.
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Provide a title to describe the qualification type.
The default fields will display.
Note
The Worker/Asset and Issue Date are required fields. You can choose whether the Expiration Date is required, to accommodate cases such as one-time qualifications without an expiration date.
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(Optional) From the Expiration Date field, you can enable Autofill from to automatically set an expiration date based on the issue date. This is useful for fixed-term qualifications like annual vehicle inspections.
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(Optional) +Add Field to configure additional field types:
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Name the new field.
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Select the Calendar icon (
) to customize answer types: Text, Media (.jpg, .png, .pdf, and .docx), Date / Time, and Number.
Tip
From the Media field, you can Enable Autofill with AI to automatically update subsequent fields.
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Use the toggle to make desired fields Required.
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Select the more actions ( ••• ) menu to Duplicate or Delete a field.
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Save your configuration.
After you save your progress, the qualification type will display in the Qualification Type summary. To Edit or Delete a qualification type, select the more actions ( ••• ) menu beside any qualification type.
A Qualification Set is a group of required qualifications that can be assigned to all workers or assets—or only those matching at least one tag and, if attributes are added, at least one attribute. For assets, you can also filter by asset type.
For example, you might create one set for Texas commercial drivers and another for California warehouse workers. Since each group has different requirements, you can tailor them using Qualification Sets.
After creating a qualification set, missing qualifications for workers or assets within this set will automatically display as Missing in the Qualifications Report.
To create a Qualification Set, use the following workflow:
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Select the Settings icon (
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From within Fleet, select Qualifications.
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Select Qualification Sets to + Create Set.
If applicable, select Worker or Asset under Qualification Sets.
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Create a Qualification Set:
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Provide a Name
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(If applicable) Select an Asset Type
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(Optional) Select Tags
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(Optional) Add Attributes
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Select Qualification Types
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Save your configuration.
Note
To create Worker Qualifications records, you must have a Full Admin role or a custom role with permissions to View and Edit Qualifications.
Each worker or asset can have only one active record per qualification type (e.g., one active CDL), but may retain multiple archived records of the same type.
Use the following workflow to create a qualification record from the Samsara dashboard:
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From the Fleet menu, hover over the Compliance icon (
) and select Qualifications.
If applicable, select Worker or Asset at the top of the report.
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Select + Add New > Create Record.
Tip
From the Worker Qualifications report, you can Create Records with AI to automatically generate qualification records from images and documents, such as driver's licenses. After uploading a file, records such as driver information and dates are auto-filled. These records go to Needs Review for manager approval.
You can also Create a shared record for qualification types that apply to multiple assets, tags, or attributes, such as when a fleet insurance card applies to all vehicles in the insurance plan.
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Choose a Worker/Asset and Qualification Type.
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Continue to add qualification details.
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Fill in the required qualification details and Save updates.
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After you create a qualification record, you can select the record from the qualifications report and update the qualification:
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Renew: Archives the old version and creates a new one with a newer issue date
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Edit: Changes the record without keeping a previous version
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Archive: Moves the record to history; triggers a Missing status if still required
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Delete: Remove the record from the Samsara dashboard
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You can fine-tune Qualifications Management settings for drivers who are using version 2541.200 or later of the Samsara Driver App. For each qualification type, you can control whether workers can view their records, upload their own qualification documents, and whether administrator approval is required for worker-uploaded records. These settings are configurable per qualification, allowing different rules based on your organizational needs.
To configure Qualifications Management permissions for drivers, follow this workflow:
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Select the Settings icon (
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From within Fleet, select Qualifications.
If applicable, select Worker or Asset under Qualification Types.
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Locate the qualification type you would like to edit.
Click the more actions ( ••• ) menu on the right and select Edit for that qualification type.
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Select Configure at the top to configure the qualifications management permissions.
By default, all of the following settings are enabled:
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Allow workers to view records: Drivers can view qualification records for this qualification type, but they cannot edit them.
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Allow workers to upload records: Drivers can upload qualification records for this qualification type.
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Require approval of worker-uploaded records: Require administrator approval when workers upload qualification records for this qualification type.
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Click Save.
After configuring qualifications sets and types, you can monitor the status of worker and asset qualifications by using Worker Qualifications reports in the Samsara dashboard (Compliance () > Qualifications).
The Worker and Asset Qualifications report categorizes records based on their status:
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Active: Records marked as Current, Expiring Soon, or Expired.
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Missing: Required records from Qualification Sets with no submitted information.
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Needs Review: Records that need approval, either submitted by a driver through the Samsara Driver App or automatically created using Create Records with AI.
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Archived: Historical records for record-keeping purposes.
You can export qualification records and schedule regular email reports for both internal review and external audits. To export qualification records, from your Samsara dashboard navigate to Compliance () > Qualifications and click the more actions ( ••• ) menu.
The following export options are available:
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Export Report (CSV, PDF, XLSX, or email): Generate a summary table of qualification records to quickly confirm qualification status across your organization.
You can customize this report based on Driver Status (Active, Deactivated, or All) and Qualification Status (Current, Expiring Soon, or Expired). You can also filter by Tags and Attributes to narrow report results by region, team, or other custom criteria.
For example, you can create a report that includes only Active drivers whose qualifications are Expiring Soon, and who are assigned the Western region tag.
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Schedule Emailed Report (CSV or or XLSX): Receive an automatic, emailed summary table of qualification records, with the same filter options as Export Report. Emails can be scheduled on a weekly, monthly, or quarterly basis and can be sent to multiple recipients at once.
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Export Records as PDF: Export a comprehensive PDF for each selected driver, useful for audits or when qualification records need to be shared with third parties. Each PDF contains complete qualification records for each driver, including scans of the driver's license, annual DOT review, motor vehicle record, and any other attachments that have been added to the driver's qualification record.
Configure alerts for expired or expiring qualifications while assets are in motion:
|
Alert |
Description |
|---|---|
|
Asset Qualifications Expired |
Alert when asset is moving with expired asset qualifications |
|
Asset Qualifications Expiring Soon |
Alert when asset is moving with soon-to-expire asset qualifications |
|
Driver Qualifications Expired |
Alert when signed-in driver has expired qualifications and the asset is moving |
|
Driver Qualifications Expiring Soon |
Alert when signed-in driver has qualifications expiring soon and the asset is moving |
You can also configure a Location & Movement alert using the Asset is moving trigger and add Qualification Status criteria for more granular notifications:
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Alert if a vehicle is moving and has a missing, expired, or soon-to-expire qualification
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Alert if a vehicle is moving and the assigned driver has a missing, expired, or soon-to-expire qualification
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Alert if a vehicle is moving and the assigned driver is missing a specific qualification type
With Samsara Driver App version 2521.400 or later, drivers can view and renew their own qualifications. Once a driver submits updated qualifications, a pending record will display in the Samsara dashboard, and a manager needs to approve the record in order for the record to be submitted completely.
Drivers can use the following workflow to view and renew their qualifications:
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From the Samsara Driver App, tap the profile icon (
).
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Tap Qualifications.
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Tap on the qualification you want to view or renew (Worker or Vehicle).
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Tap on a worker or vehicle qualification to Renew Qualification.
The Qualification Details will display.
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From within Qualification Details, update the following information:
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(Optional) Attachments: Add media. Alternatively, you can tap Extract and Autofill to add a photo to let AI Extract fill linked fields automatically.
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Issue Date: Select the date your qualification was issued.
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Expiration Date: Select the date your qualification expires.
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Submit your qualification details.
After you submit your qualification details, your manager must approve the record in the Samsara dashboard (Compliance (
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