Manage Driver Qualification Status in Encompass

Purpose

This article explains how to view and manage Driver Qualification information in Encompass, including qualification status, probation, and restrictions. The system does not automatically determine qualification; users must ensure all required Maintenance Checklist items are completed before marking a driver as Qualified.

When to Use This Article

• When viewing or editing a driver's qualification status (Date Initially Qualified, Currently Qualified, Probation, Restrictions)
• When troubleshooting why a driver's Currently Qualified flag reverted to No
• When understanding the relationship between the Maintenance Checklist and qualification status

Steps to Follow

1. Select the Driver Qualification tab while viewing the employee in the Roster.

   

2. Review the basic Driver Qualification fields:

   • Date Initially Qualified — The date the employee was first qualified.
   • Currently Qualified? — On the Edit screen, check the Not Qualified box if the employee is not qualified. Add the not-qualified date and notes if applicable.
   • Is on Probation? — Enter start/end dates and notes if applicable.
   • Has Restrictions? — Enter start/end dates and notes if applicable.

   

3. Understand the Currently Qualified flag behavior:

   • The system defaults to No.
   • When all required Maintenance Checklist items are completed, a prompt will appear to qualify the driver — but the system will not do it automatically.
   • If any required maintenance item becomes overdue, the flag automatically reverts to No.

   

4. Use the Probation and Restrictions areas for informational tracking only. These do not affect qualification, alerts, or other functional aspects.

   

What Not to Do / Common Pitfalls

• Do not manually set Currently Qualified to Yes without completing all required Maintenance Checklist items — the system will revert it to No the next day when it detects null or overdue items.
• Do not rely on the Probation or Restriction areas for critical compliance tracking — they are informational only, with no alerts or automated actions.
• Warning: Any notes entered in Probation or Restriction fields are permanently deleted the moment the driver is taken off Probation or Restriction. Save notes elsewhere (e.g., Employee Tab) before changing the flag.
• Do not attempt to qualify hundreds of drivers by manually toggling the flag — if required checklist items are incomplete, they will all revert to Not Qualified.

Escalation Path

If drivers are unexpectedly flagged as Not Qualified, review the Maintenance Checklist for overdue or incomplete required items. Contact your system administrator if checklist item requirements need adjustment.