Fleet Managers: Editing Driver HoS Logs

Fleet Managers: Editing HoS Logs 

In accordance with the ELD Mandate, edits to a driver's log cannot be suggested until after the driver has certified their log. Beginning on December 18th, 2017, the following steps are required to complete an edit:

1. A driver certifies their daily log.
2. The carrier makes corrections to the driver's log.
3. The driver is notified of the changes and can accept or reject the suggested corrections.

Please note:

• You cannot suggest corrections to a log that has not yet been certified by the driver. See Uncertified Logs & Queued Edits for more detail.
• Drivers cannot edit certified logs (unless you enable an organization setting to enable drivers to do so)
• Admins can edit up to 184 days (6 months) of certified logs (the driver will be prompted to accept/reject these edits).
• Per the ELD Mandate and FMCSA rules, editing automatically recorded Drive time is not allowed. To learn more, see our article on Managing Automatically Recorded Drive Time. 

ELD Mandate on Driver Approvals

The ELD mandate requires driver approval of edits suggested by a carrier. Specifically, 49 CFR 395.30 (d) 1-2 requires:

• "A driver must confirm or reject any proposed change... in order for any motor carrier-proposed changes to take effect."
• "A motor carrier may not request edits to the driver's electronic records before the records have been submitted by the driver."

Samsara complies with this regulation by allowing carriers to suggest edits to a driver's log only after it has been certified.

 

How it Works

Driver approval introduces significant changes to the correction process used by devices prior to the mandate. You can understand how to conduct this process using the steps below.

Step 1: Driver Certifies their Log

At the end of a driver's day, the driver certifies their log from the HOS > Log screen in the Samsara Driver app.

Step 2: You Make Corrections in the Dashboard

Navigate to Compliance > Driver HOS, then click on the driver and date range of interest.

Note: If your driver selected the incorrect vehicle upon logging into the Driver App, see Incorrect Vehicle Selection article. 

Certified Log

Once a driver has certified their log, the Missing Driver Certification violation will be cleared and a Certified on... timestamp will appear above the log itself.

To make a correction to the certified log:

1. Click Edit near the top-right corner of the log, or to the right of any individual segment. You are also able to drag and select the segments you want to edit directly on the graph grid portion of the log.

2. In the following window, select a Start and End Time of the edit (this selects the beginning and end of the segment you are modifying). You may click the left and right arrows to quickly jump to the next time segment.

3. Select the Status you want to apply to this time segment (if only editing vehicle assignment, you can leave the status as is).

4. Select the Vehicle that should be assigned to the driver during this time segment. If the current vehicle assignment is correct, select 'Unchanged.' To remove a vehicle assignment, select None.

5. Type a brief explanatory Remark about the edit.

6. Click Save.

7. Once the correction has been saved, a Show Pending Edits and Hide Pending Edits option can be used to toggle between views of the original log and the corrected log. Your pending edit will be highlighted yellow until it is reviewed and accepted by the driver.

Uncertified Logs & Queued Edits

As required by the ELD mandate, the carrier cannot suggest edits to an uncertified log, however, you can still queue edits for a driver to review upon certifying their log.

Queue an edit to an uncertified log by following the editing workflow above. While you work on the edits, a bubble will appear in the editing window advising you that the log is still uncertified. As soon as the driver certifies their log, they will be prompted to review your edits.

Step 3: Driver Reviews Corrections

Once a correction has been saved by the carrier, and the HOS log that contains that queued edit has been submitted and certified by the driver, the correction is pushed to the driver's mobile device in the Driver App.

1. The driver will see a red banner labeled Review Carrier Edits on the main HOS screen as well as on any individual log where pending edits exist.

2. The driver taps Review Carrier Edits to Accept or Reject the edits. If they do not view the edits here, they are prompted again immediately before Sign Out.

3. The log you edited will open, prompting the driver to review your changes and re-certify. They can switch between Edited Log and Original Log to compare your changes with the original.

4. If more than one edit exists on the log, the driver may tap the checkmark or  X next to each edited segment to accept or reject that individual segment. To reject all edits, they must tap the  X next to each edited segment.

5. The driver selects Certify and Submit at the bottom of the screen.

6. If more logs exist with pending edits, tapping Certify and Submit will then direct the driver to the next log needing review. They can click Skip at any time to move on to a different day or Cancel to exit this screen. 

For Edits that are older than 30 days 

Note: This is new functionality available with the latest Driver App version. This will be rolling out to all customers starting on 8/17/2020.

When a driver has carrier edits or uncertified logs older than 30 days, they will see a “View Older Logs” button in their HOS tile of the app.

Selecting “View Older Logs” will bring the driver to an older 30 day time window. Drivers can navigate to logs up to 6 months in the past in these 30 day segments. 

Selecting the "Review Carrier Edits" button will bring the driver directly to the log with the edits as well. 

Once a driver has addressed all outstanding edits or uncertified logs, the app will go back to the standard mode and only display the last 7 days of logs. There will be no option to "View Older Logs" if there are no outstanding items to address. 

Note: In order to navigate to an older log window, the driver needs to have internet connectivity. In order to navigate BACK to the current set of logs, the driver needs to have internet connectivity. 

 

Queued Edits:

If the driver has any outstanding queued edits the admin has made, the app will let the driver know they need to to certify logs in order to see queued edits. This will appear in a grey banner (top) and additional helper text on the log row (middle). 

The driver would then need to certify the log in order for the admin edit to appear. 

 

 

Step 4: Log is Corrected

Once the edits have been accepted by the driver, the Show Pending Edits button is removed from the driver's log in the Samsara Dashboard, and the driver's log is updated on their DOT Inspection screen in the Samsara Driver App.

For more information regarding HoS Logs check out this article: Driver's Edit their HoS Logs.