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Fleets & DOT compliance

Stop chasing proof of completion.
Start with an organized driver file.

Waiting for evidence of medical cards, MVRs, and drug test results should not idle a truck. Xenqu assigns each DQF requirement, follows up until the evidence is uploaded, and keeps it organized for your safety team's review.

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Use cases

Every DQF requirement to complete, chased until the evidence lands

Describe your requirements in plain language (what you need at hire, what renews on a cycle) instead of building it screen by screen. Xena turns that into the right ask for each driver, then does the chasing so your safety office never sends another follow-up text.

01
New driver qualification

Evidence in before the first dispatch

Assign every qualification requirement in one place and collect the proof when the driver or your provider completes it, instead of chasing evidence after they are already behind the wheel.

  • Employment application
  • CDL / driver's license
  • Medical examiner's certificate
  • Motor vehicle record (MVR)
  • Road test certificate
  • PSP report
  • Entry-level driver training certificate
02
Ongoing compliance

Renewals that don't slip

Assign each renewal on its own cycle and collect updated evidence before the expiration date, rather than discovering a gap after a driver is already out of service.

  • Medical examiner's certificate
  • Annual review of driving record
  • Motor vehicle record (MVR)
  • Drug & alcohol test results
03
Multi-terminal fleets

One evidence picture, every yard

Roll up every driver across every terminal into a single view: no spreadsheet per location, no chasing your own dispatchers for status. See whose evidence is received, expiring, or still missing, then apply your own qualification decision.

How it runs

One dashboard. Every driver. Every piece of evidence.

Know whose evidence has arrived, what expires soon, and what is still missing, then review it under your safety team's process.

New hire

Proof of application, MVR, medical card, and road test

Renewal window

Updated evidence requested before medical cards and annual reviews lapse

Exception review

Blurry scans and incomplete packets flagged for fix

All of it lands here

Review-ready DQF

Uploaded evidence with every ask and response attached

What drivers see

A link that works from the cab, not another portal login.

Drivers see only what they still owe. Xena follows up on commitments like "getting my DOT physical Thursday" instead of ignoring the reply.

Secure portal showing required driver qualification tasks
Each driver sees only the work and progress relevant to them.
How it works

Assign the requirements. Xena does the chasing. You review the evidence.

01

Describe the requirements, don't build them

Tell Xena what evidence each driver must provide, by hire stage, state, or fleet policy. No fields, forms, or conditional logic to configure first: you can send your first driver their link the same day.

02

Xena runs the chase

Each driver gets one link that works from the cab. Xena answers routine questions from your instructions and adjusts follow-up when a driver says "DOT physical Thursday." A missed commitment or question that needs judgment goes to safety with the case context, so the team handles the exception instead of every text.

03

The evidence comes back organized

Drivers and providers upload proof that each assigned requirement was completed. The evidence and full chase history land in one place, ready for your safety team to review, instead of piecing it together during an audit.

How Xenqu compares

You keep the fleet systems. Xenqu does the chasing.

Most DQF tools are either a full platform you switch to or an expiration alert that fires on a date. Xenqu assigns requirements, chases the evidence, and records what was uploaded, alongside the dispatch, telematics, and screening providers you already use.

Self-serve DQF software

Strong on scanning and predictive expiration alerts: follow-up is still a scheduled countdown.

Xenqu adds composed, reply-aware chasing on top of collecting DQF evidence, not just another alert at day 90.

Compare with DOT Driver Files
Enterprise TMS / telematics platforms

DQF is a module on a much larger stack: expensive to switch for a paperwork problem.

Xenqu handles the document chase without ripping out dispatch, ELD, or telematics.

Managed compliance services

Someone else tracks the file for a fee: slower to try, harder to own the process.

Xenqu is self-serve the same day, and your safety team keeps the record and the process.

Evidence

The full DQF history is already there when DOT asks.

See who was assigned each requirement, what the driver said, and when evidence was uploaded. Xenqu builds that history as the work happens, so safety can review it without reconstructing the chase from texts and email.

Medical card renewal request sent to driver

Driver replied: "DOT physical Thursday morning"

Commitment logged. Follow-up held until Friday.

Medical certificate uploaded for safety review.

Annual MVR review queued. Prior review attached to the case.

MVR result uploaded for safety review.

FAQ

Common questions

No. Xenqu is the collection and chase layer for qualification paperwork. Keep dispatch, ELD, and telematics where they are.
A calendar alert fires on a date. Xena also reads what the driver said, logs the commitment, and follows up on that, not the next generic nudge.
No. Each driver opens a secure link in a browser: no portal login and no app to install. That matters when they are answering from the cab.
Yes. Drivers and outstanding items roll up across terminals so safety is not chasing status from each yard separately.
You describe your DQF requirements in plain language and can send the first driver link the same day. There is no implementation project, no workflow builder to finish first, and no sales call required to start the trial.
No. Your safety team or third-party providers pull MVRs, run drug and alcohol tests, perform DOT physicals, and decide whether a driver is qualified. Xenqu assigns the requirement, follows up, and collects the uploaded evidence of completion for your team to review.

Keep trucks moving. Stop chasing paperwork from the cab.

Start a free trial and put one new-hire DQF on Xenqu. Card required; no charge until the trial ends.

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