Automated Heavy Haul Driver Document Expiry Tracking
Every Monday, WebRun checks your driver document records for CDLs, medical certificates, and oversize endorsements expiring within 60 days, matches each expiring driver to their upcoming ProMiles move assignments, logs the results to a Google Sheet, and sends your fleet manager a renewal digest via Mailchimp.
How do I automatically track expiring driver documents for heavy haul and oversize moves?
WebRun checks your ProMiles driver roster every Monday for CDLs, medical certificates, and oversize endorsements expiring within 60 days, matches each expiring driver to upcoming move assignments, logs the data to Google Sheets, and sends your fleet manager a tiered renewal digest via Mailchimp so no driver runs an expired credential on a permitted load.
- No driver dispatched on a permitted load with an expired credential
- Renewals flagged 60 days in advance with three-tier urgency grouping
- Affected load assignments cross-referenced automatically for priority action
Built for heavy haul carriers · fleet managers · transport compliance officers · oversize transport dispatch teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.promiles.com/permit-managerin a real browser with your saved login - no setup, no API keys. -
1
ProMiles - match drivers to upcoming permitted move assignments
promiles.com
WebRun opens ProMiles to match drivers to upcoming permitted move assignments. - Open ProMiles and view the driver roster with credential expiry dates
- Flag any driver with a CDL, medical certificate, or oversize endorsement expiring within 60 days
- For each flagged driver, check their upcoming move assignments in the next 30 days
Done when All drivers with expiring credentials and their affected move assignments are identified.
-
2
Google Sheets - log expiring documents and affected loads
google.com
WebRun opens Google Sheets to log expiring documents and affected loads. - Open the driver compliance tracking sheet
- Append a row for each flagged driver with their name, document type, expiry date, and affected load IDs
- Highlight rows where a driver has a move assigned before their credential expires
Done when The compliance sheet is updated with all expiring driver documents and affected load assignments.
-
3
Mailchimp - send fleet manager a weekly renewal digest
mailchimp.com
WebRun opens Mailchimp to send fleet manager a weekly renewal digest. - Draft a weekly digest email to your fleet manager listing every driver with expiring credentials
- Group the list by urgency: expiring within 14 days, 15 to 30 days, and 31 to 60 days
- Include the document type, expiry date, and affected load assignments for each driver
Done when The weekly driver document renewal digest is drafted and sent to the fleet manager via Mailchimp.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it contact drivers directly about their expiring documents?
No. The digest goes only to your internal fleet manager. Outreach to drivers about renewals stays with your management team, who can use the report to follow up directly.
Which document types does it track?
It tracks Commercial Driver License expiry, DOT medical certificate expiry, and oversize/overweight endorsements as recorded in your ProMiles driver roster. Add any additional credential types during setup.
What if a driver has already renewed and the record is not updated in ProMiles?
It reads from ProMiles, so the most accurate results depend on keeping driver records current in the system. The weekly report is also a prompt to verify and upload renewals as they happen.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.