Purpose
GroundCloud provides administrative tools for managing driver records and supporting information throughout a driver's lifecycle. These tools allow managers to maintain driver documents, training records, compensation settings, hours and time off, and driver notes.
Driver Documents
The Driver Documents page allows managers to track driver documentation and expiration dates.
Supported document types include:
Driver's Licenses
Medical Cards
Drivers and Fleet Managers can receive expiration reminders before documents expire.
Note: Medical Cards are securely stored in GroundCloud and can only be accessed by the user.
Add a Driver Document
To add a driver document:
From the left-hand navigation menu, select Driver Documents.
Click Add Document in the upper-right corner of the page.
-
Select the following:
Driver Name
Document Type
Expiration Date
Notification Preference
Upload a document image when applicable.
Accept the Terms and Conditions.
Click Save.
View Driver Documents in the Driver App
Drivers can view the following from the Documents section of the GroundCloud Driver App:
Medical Card images
Driver's License expiration dates
Important: For security reasons, managers cannot upload images of Driver's Licenses. Drivers can only view the expiration date of their Driver's License.
Manage Document Expiration Notifications
GroundCloud can send expiration reminders before Driver Documents expire.
Enable Notifications for Fleet Managers
Navigate to Account > Fleet Managers.
Select the Fleet Manager's name.
Click Edit.
-
Under Notification Preferences, select the desired preference(s):
Notify by SMS
Notify by Email
Click Submit.
Enable Notifications for Drivers
Drivers receive expiration reminders 30 days before a document expires when:
A valid phone number is associated with their profile.
Notifications are enabled when the Driver Document is added.
Driver Training
Drivers can be enrolled in P&D Safety Certification Training.
Enroll a Driver in Training
Open the driver's profile.
Click Edit.
Select Enroll Driver in P&D Safety Certification Training.
Click Submit.
Access Training
Drivers can access training by signing in to GroundCloud.io.
If a mobile number is associated with the driver's profile, the driver receives a text message containing the training link.
Training can be completed from any device with internet access.
Track Training Completion
Training completion can be monitored from the Training Courses page.
Driver Compensation
The Compensation tab allows managers to maintain driver compensation settings.
Manage Compensation
Open the driver's profile.
Select the Compensation tab.
Update compensation information as needed.
Click Save Compensation.
Compensation Fields
Field |
Description |
|---|---|
Payment Type |
Specifies whether the driver is paid hourly or per stop. |
Hourly Pay Rate |
Driver's hourly pay rate. |
Pay Rate per Stop |
Amount paid per stop. |
Overtime Configuration |
Overtime policy assigned to the driver. |
Driver Hours & Time Off
The Hours & Time Off tab allows managers to review and maintain driver schedules and time records.
Manage Driver Hours and Time Off
Open the driver's profile.
Select the Hours & Time Off tab.
Use the available filters to review time entries.
Select an entry to create, edit, or delete shifts.
-
Enter:
Start Date
End Date
Entry Type
Click Save.
Edit a Driver Shift or Timecard
Managers can manually edit driver hours when a driver:
Missed a punch in or punch out
Forgot to clock in
To edit an existing shift or timecard:
Open the driver's profile.
Select Hours & Time Off.
Select the worked shift you want to edit.
If the shift has already been approved, click Unapprove.
Enter the corrected date and time information.
-
Choose one of the following actions:
Approve to save the updated entry.
Cancel to discard changes.
Discard Timecard to remove the entry entirely.
Changes are reflected in the Driver Hours Report and Timecard Report.
Note: The Entry Type cannot be changed for an existing shift. To use a different Entry Type, create a new entry under Timecards.
Driver Notes
The Notes section allows managers to document information related to individual drivers.
Common uses include:
Driver documentation
Operations coaching
Safety coaching
Positive feedback
Progress reporting
Create a Driver Note
Open the driver's profile.
Select the Notes tab.
Click Add Note.
Select a category.
Enter the note details.
Click Create Note.
Edit or Delete a Driver Note
Open the Notes section.
Locate the note you want to modify.
Click the Edit or Delete icon.
Best Practices for Driver Notes
Use pre-populated categories or create custom categories when appropriate.
Driver Notes are not visible to drivers.
-
Do not store sensitive personal information such as:
Social Security Numbers
Bank account information
Driver Notes can be used to document:
Operations coaching
Safety training
Performance tracking