Your guide to DOT compliance management software

What is DOT compliance? 

To operate a commercial motor vehicle (CMV) as part of fleet operations, specific compliance regulations must be met and documented for every trip a driver completes. These federal regulations are set by the Department of Transportation (DOT) and enforced by the Federal Motor Carrier Safety Administration (FMCSA)—so they are important for fleet managers to understand. Non-compliance with DOT regulations can result in serious implications including penalties, fines, and being put out of service, all of which cost your business and can impact your carrier’s reputation. 

Looking to learn more about the specifics of compliance requirements? Read our DOT Compliance Overview for Fleet Managers. 

What is DOT compliance management software? 

In order to remain compliant with DOT regulations—such as Hours of Service (HOS) requirements, fleet maintenance standards, and more—many fleets leverage DOT compliance management software, or electronic logging device (ELD) compliance software. The system includes an ELD to record data on driving time, vehicle speed, location, and diagnostic information. This data is then sent to a central dashboard via WiFi or cellular data. 

Some software solutions also provide a mobile app for commercial drivers to record their hours on the go. For example, Samsara’s Driver App simplifies HOS compliance by allowing drivers to select whether they are on duty, off duty, or driving. 

Learn more: How an ELD Solution Can Help Your Fleet Stay Compliant 

5 key features to look for in a DOT compliance management system

DOT compliance management software can be helpful for staying compliant in the event of an audit so finding a complete fleet management software system that meets your business’ needs is critical. 

Look for a telematics platform that's intuitive, easy to use, and offers a comprehensive view of your fleet performance. It can be helpful to keep in mind the following functionalities: 

1. ELD with built-in WiFi hotspots

ELDs with built-in WiFi hotspots allow your fleet to avoid costly cellular data bills and give you peace of mind that critical compliance data will be recorded even in areas with no cell reception.

Because Samsara's ELD solution comes equipped with a WiFi hotspot, carriers do not need to purchase separate cellular data plans for their drivers. Furthermore, drivers can use their own mobile devices and the provided WiFi to meet the requirements of the ELD mandate, saving your fleet time and money that would be spent onboarding company-owned devices. 

2. Integrated HOS monitoring 

From driving limits to sleeper berth rules, navigating the FMCSA’s rules for HOS can be a challenge. With DOT compliance software that’s integrated in a fleet management platform, your fleet can eliminate paper logs and digitize your recordkeeping—which is especially helpful in the event of an audit. 

Samsara’s Compliance Dashboard gives fleet managers a comprehensive view to easily monitor driver compliance across their entire fleet including tracking trends in HOS violations, managing unassigned hours, improving reporting efficiency, and holding drivers accountable for maintaining compliance.  

Learn more: Samsara’s Complete Guide to Hours of Service

3. Mobile app with compliance workflows

When evaluating a new DOT compliance management system, make sure you select a platform with a mobile-first approach. Mobile apps, such as Samsara’s Driver App, help fleet managers simplify driver training, streamline driver logs and certification, and help drivers stay compliant. 

In addition, a user-friendly mobile app with built-in log transfer workflows allows drivers to approach DOT roadside inspections with confidence. 

4. DVIRs with maintenance scheduling

The FMCSA requires that CDL drivers complete vehicle inspections at the start of each shift (before operating the vehicle) and at the end of the day. These driver vehicle inspection reports (DVIRs), also known as eDVIRs, are a critical aspect of fleet compliance and vehicle maintenance. The goal of DVIRs is to catch vehicle issues or defects before they hit the road to maintain vehicle health and fleet safety—and prevent DOT inspection violations. If a vehicle is selected for a roadside DOT inspection and a safety issue is discovered, the defect must be repaired before the vehicle can return to the road.

To remain DOT compliant, be sure to select a compliance solution with features for maintenance management. Samsara DVIRs instantly appear in the dashboard and sit alongside vehicle maintenance scheduling, maintenance logs, and real-time vehicle statuses.

5. Dash cams with in-cab coaching

The FMCSA uses their CSA program to identify high-risk carriers in order to keep roads safer. Through this program, the FMCSA has the ability to put carriers with high CSA scores out of service until they can improve their compliance and safety. If your fleet is looking to lower your CSA score, dash cams can be a helpful solution. 

Dash cams are an extremely effective safety tool for commercial fleets and trucking companies. With better visibility into risky driving behavior (like speeding, distracted driving, and tailgating), you can more effectively coach drivers and prevent accidents. Plus, Samsara AI Dash Cams auto-upload incident footage to the cloud—which makes it easy to exonerate your drivers from not-at-fault accidents and avoid unnecessary marks to your CSA scores.

Maintain DOT compliance and improve your CSA score with Samsara

Samsara offers an integrated approach to compliance management, helping fleets meet DOT regulations and enhance their CSA scores with ease: 

• FMCSA-registered ELDs simplify HOS tracking, ensuring accurate and up-to-date records. Drivers can easily edit, review, and certify logs using the intuitive Driver App to streamline compliance workflows.

• DVIRs enable drivers to conduct and submit vehicle inspections electronically to help maintain vehicle safety standards and ensure timely maintenance, reducing the risk of violations. 

• AI-based dash cams and real-time alerts identify and help correct unsafe driving practices. Proactive driver coaching contributes to improved safety performance, positively impacting CSA scores. 

Learn how you can ensure compliance and improve operational efficiency by checking out Samsara’s ELD solution and speak with our team today.