Driver Guide
Everything you need to know about filing vehicle inspections from your phone or tablet.
These guides reflect Motrix Cloud v2.15.1, released September 9, 2026, including Fleet Readiness, defect verification before return to service, driver qualifications, and assignment safety checks.
Logging In
Open your phone's web browser — Safari on iPhone or Chrome on Android both work fine — and go to app.motrix.io. Enter the email address and password your Fleet Manager gave you, then tap Log In.
Once you're in, you'll notice your menu is simpler than what Fleet Managers see. That's by design — you only see Dashboard, Inspections, My Trips, and My Runs. Your role badge near the top of the screen shows Driver in amber, confirming you're logged in with the right account.
If you ever forget your password, tap Forgot password on the login page and Motrix will email you a reset link. Your Fleet Manager can also help if you have trouble getting back in.
Your Navigation
As a Driver, you have a focused view with just the tools you need:
- Dashboard — simplified view with My Trips, My Runs, New Inspection, and My Inspections cards
- Inspections — file new DVIR inspections and view your inspection history
- My Trips — see your assigned trips for today, dispatch when ready, and close trips when complete
- My Runs — work your assigned run manifests for today and tomorrow with one-tap status updates
You won't see Fleet, Service, Operations, Reports, or Shop menus. Those sections are for Fleet Managers and other management roles.
My Trips
If your agency uses the Dispatch module, you'll see a My Trips link in your navigation. This shows your assigned trips for today and upcoming trips. Each trip card shows the passenger name, pickup/dropoff addresses, scheduled time, and any mobility aids needed.
You can update trip status directly from your phone:
- Dispatch — tap when you're heading to the pickup location
- Close Trip — tap when the trip is complete and enter actual mileage
- No Show — tap if the passenger doesn't show up
Motrix checks every assignment against your license expiration and any qualifications your agency has marked as required for dispatch. If your license or a required qualification has expired, dispatch cannot assign you new trips or runs until your Fleet Manager updates the record. The same check runs when a trip is dispatched or a run is started.
This restricted view is intentional. It keeps your screen clean so you can focus on inspections instead of admin setup screens.
My Runs
If your agency uses standing schedules for recurring riders, tap My Runs to see your assigned run manifests for today and tomorrow. A run is your client list for one direction: an AM run picks clients up at home and drops them at the facility, and a PM run takes everyone back home. Each stop on the manifest shows the client's name, address, and pickup time, and you work through the run with single taps:
Start the Run
Open the run and tap Start Run. Enter the vehicle's starting odometer reading and you're rolling.
Pick Up Each Client
Tap Picked Up on a client's card as they board. The pickup time is stamped automatically — no typing needed.
Arrive at the Facility (AM Runs)
When you reach the facility on a morning run, tap Arrived at Facility once. Every client on board is automatically marked complete — you don't need to tap each one individually.
Depart the Facility (PM Runs)
On an afternoon run, tap Departing Facility as you leave. One tap boards everyone on the manifest at once.
Drop Off Each Client
Tap Dropped Off on each client's card as you drop them at home. The dropoff time is stamped automatically.
Mark No-Shows
If a client doesn't show up, tap No Show on their card. You can add a brief reason — it's optional, but it helps dispatch follow up.
Complete the Run
When the last client is off the vehicle, tap Complete Run and enter the ending odometer reading. If any trips were never closed out, the app warns you before completing so nothing slips through.
Scanning a Vehicle QR Label
Some agencies post a Motrix QR label in the cab of each vehicle. Point your phone's camera at it and tap the link: the inspection form opens with that vehicle already selected, so you can skip the vehicle dropdown. You still need to be logged in — if you're not, Motrix asks you to sign in first and then takes you to the form. The label never bypasses your login or your permissions.
Filing a Pre-Trip Inspection
Complete a pre-trip inspection before you start driving each day. Walk around the vehicle, check the items on the list, and record what you find. Here's how:
Start a New Inspection
Tap Inspections in the menu, then tap the + New Inspection button at the top of the page.
Select Your Vehicle
Tap the Vehicle dropdown and pick the vehicle you are about to drive. The vehicle number and description are listed to help you find the right one.
Select Your Name
Tap the Driver dropdown and choose your name from the list.
Choose a Template
Tap the Template dropdown and select DOT Pre-Trip Inspection. The full checklist loads automatically once you make your selection.
Set the Inspection Type
Tap Pre-Trip to set the inspection type.
Enter the Odometer Reading
Look at the vehicle's odometer and type the current mileage into the Odometer field.
Go Through the Checklist
Work through each item on the list one at a time:
Tap the green Pass button if the item is in good condition. Tap the red Defect button if something is wrong or needs attention. If everything looks good, you can tap Mark All Pass to pass all remaining items at once.
Report Defects
When you tap Defect on an item, a severity selector, notes field, and photo options appear below it:
First, select the severity: Minor (yellow — vehicle can keep running) or Major (red — vehicle should not be driven). A color-coded banner confirms your selection. Then type a brief description of the problem so the mechanic knows what to look for. Tap Take Photo to open your camera and photograph the issue — on mobile, this uses the rear camera automatically. Tap Gallery if you already have a photo saved on your phone. You can add up to 5 photos per defect item. To remove a photo, tap the X on its thumbnail.
Sign and Submit
Scroll to the bottom of the page and tap the Tap to sign button. A fullscreen drawing pad opens — draw your signature with your finger (or mouse on desktop), then tap Done. Tap Clear to start over or Cancel to back out. A small preview of your signature appears on the form; tap it if you want to redo it. A signature is required — the form won't submit without one. Enter your printed name for legibility, then tap Submit Inspection. Your inspection is saved immediately.
If the connection drops while you're submitting, just tap Submit again once you're back online. Motrix recognizes the retry and returns your original inspection instead of filing a duplicate.
Saving a Draft
Inspection forms can save an opt-in draft on your device while you work. Turn it on from the inspection form and Motrix keeps your checklist answers, photos, signature, and form fields in your phone's browser storage — so if the page reloads or your signal drops mid-walkaround, you can pick up where you left off. Saving keeps working while the open page is offline.
- When you return, Motrix asks whether to Restore or Discard the draft — nothing is restored silently
- Drafts are tied to your user, your company, and the specific form, and they expire after 24 hours
- A draft is not a filed inspection. The screen makes the difference clear, and it tells you if your device could not store the draft
- Submitting the inspection removes its draft
Drafts do not submit anything on their own — there is no background auto-submit. Reopening the app still requires a connection, and Motrix pages are not cached for offline use. Because drafts live on the device, don't turn this on if you share a phone or tablet with other drivers. Draft saving is not available on HIPAA-tier instances.
Taking Defect Photos
Photos are the fastest way to communicate a problem to the repair team. A good photo can save back-and-forth questions and get your vehicle fixed faster. Here are some tips:
- Get close enough that the problem is clearly visible in the frame
- Include some surrounding context — show which tire, which panel, or which side of the vehicle
- Take the photo before touching or moving anything, so the mechanic sees exactly what you saw
- Use Take Photo to open your camera and capture a fresh shot with the rear camera
- Use Gallery if you already took a photo on your phone before opening the form
- Photos are automatically compressed to save your mobile data
You can add up to 5 photos per defect item. Photos are stored permanently and attached to the work order for the repair team. More photos means less guesswork for your mechanic.
What Happens When You Report a Defect
When you submit an inspection that includes a defect, what happens next depends on the severity you selected:
Choosing the Right Severity
When you mark an item as a defect, the severity starts at Minor by default — change it to Major whenever the problem makes the vehicle unsafe to drive. As you select, a warning banner on the form confirms the outcome: a yellow banner for minor-only defects means the vehicle remains in service, while a red banner means the vehicle will be set to Out of Service when you submit.
| Severity | Examples | What Happens |
|---|---|---|
| Minor | Cosmetic damage, worn floor mat, weak A/C, cracked mirror housing | Vehicle keeps operating; repair is scheduled |
| Major | Brake issues, tire damage, steering play, lights out, wheelchair lift malfunction | Vehicle goes Out of Service immediately |
Minor Defects
The vehicle stays Active and you can continue your route. A work order is created at Normal priority so maintenance can schedule the repair.
Major Defects
The vehicle is immediately marked Out of Service — do not drive it. A work order is created at High priority. The vehicle is returned to service only after all repairs are completed and cleared by a manager.
In both cases, your defect notes and photos are attached to the work order automatically. The mechanic sees exactly what you reported. You don't need to call anyone or fill out any additional paperwork — filing the inspection is the only step on your end.
Filing a Post-Trip Inspection
A post-trip inspection is filed at the end of your shift to document the vehicle's condition after a full day of operation. The process is identical to a pre-trip inspection, with two differences:
- Select Post-Trip as the inspection type instead of Pre-Trip
- Use the DOT Post-Trip Inspection template, which has a shorter checklist focused on end-of-day items
Report any issues that developed during your shift — even minor ones. If you noticed something odd with the brakes, steering, or any other system during the day, the post-trip inspection is the right place to document it so the maintenance team can check it before the vehicle goes out again.
Viewing Your Inspection History
To see inspections you've filed in the past, tap Inspections in the menu. You'll see a list showing:
- Date — when the inspection was filed
- Vehicle — which vehicle was inspected
- Result — a green PASS badge if no defects were found, a yellow FAIL badge if only minor defects were reported (the vehicle stayed in service), or a red FAIL badge if a major defect was reported (the vehicle went out of service)
- Defects — how many defect items were reported
Tap any inspection in the list to open the full details, including the checklist results, your notes, any photos you uploaded, and a link to the work order that was created if defects were found.
Inspection records are permanent and cannot be edited after submission. This is required for DOT compliance.
Tips
- Always complete your pre-trip inspection before starting your route — do not skip it, even if you're in a hurry
- Be thorough during your walkaround — if something looks wrong or feels off, mark it as a defect
- Add clear notes so the mechanic knows exactly what to look for and where to find it
- Photos are your best tool for communicating problems — use them for anything you can't easily describe in words
- Don't worry if you make a mistake — inspections cannot be edited after submission, but you can always file a new inspection to document additional information
- Lost signal mid-inspection? If you turned on draft saving, your progress is waiting on your device for 24 hours — see Saving a Draft
- If your phone camera doesn't open when you tap "Take Photo," check that your browser has permission to access the camera. On iPhone, go to Settings → Safari → Camera. On Android, check Settings → Apps → Chrome → Permissions.
- The app works in your phone's browser — you don't need to download anything from the App Store or Google Play