New Driver App Revolutionizes In-Cab Permit Book Process

With ELDs and the digitization of trucking, technology is challenging the old way things are done in the industry and driving a need to generate greater efficiencies in fleet management to offset the costs. Every day, more and more carriers are searching out and adopting better practices to reduce costs, drive their bottom line, and enhance operations across the board.

One of the biggest operational bottlenecks for any size fleet is getting the various required critical regulatory documents that must be carried in the truck; making sure they get to the right terminal, into right truck, for the right driver and right trailer timely; and replacing lost documents or expired documents.

The burden is amplified with every terminal, truck, trailer and driver as there are no shortcuts. Mistakes can result in a citation and/or downtime.

Accessing Critical Driver Documents from the Cloud/Phone is Just a Tap Away!

Permit Book is a cloud-based driver app that loads, organizes, and stores critical documents to the driver based on the driver login, truck and trailer assigned or selected. You can get the right documents into the right truck from your desk, get an updated document to the right truck instantly (push notifications will alert the driver to any permit or file changes, and never lose a document again.

Permit Book documents are automatically loaded, updated and cached whenever the application is in a cell phone service area. Because these documents are cached locally, they are accessible from the mobile application even when not in a cell service area.

If the roadside officer refuses to touch your phone or screen to see the documents, Permit Book documents are easily attached and emailed to the officer.

If an expiring document has been updated with a new document, or other new documents have been added, push notifications to the driver will alert them to any changes.

Legality of Electronic Documents at Roadside

As of January 1, 2019, all US States and Canadian Provinces are required to accept electronic images of IRP cab cards and IFTA licenses, with Alaska and Hawaii being exempt from this requirement.

While International Registration Plan (IRP) and International Fuel Tax Agreement (IFTA) e-credentialing are requirements of Core ITD, industry and State personnel are interested in electronic support for other permitting and critical documents.

For example, Oversize and overweight (OS/OW) loads are special case shipments that exceed the operational parameters defined by the State. The correct routing of these shipments makes sure that mobility, safety, and security concerns are addressed. Many states are now allowing drivers to carry and display oversize load permits electronically on screens seven-inches or larger, instead of having to carry paper copies. Some smart phones and most tablets meet the seven-inch screen requirement.

The Oregon DOT allows carriers to carry an electronic version of the following credentials in their vehicles for:

Apportioned Registration Cab Card (IRP)
Temporary Apportioned Vehicle Registration
Oregon Commercial Registration Cab Card
Temporary Commercial Vehicle Registration
International Fuel Tax Agreement (IFTA) License
Temporary IFTA Decal Permit
Oregon Weight Receipt and Tax Identifier
Temporary Oregon Weight Receipt and Tax Identifier
Single-Trip Oversize/Overweight Permit

Government is always behind in implementing technology but every State realizes the critical need to do so in order to meet the needs of business and improve their own efficiency. Every state is in a technology transition and paper is being eliminated wherever possible.

As a result, electronic truck credentials are here to stay, no matter how behind a State may be with their individual transition.

Until universal acceptance of electronic credentials is achieved, drivers and fleets should be aware of the state regulations that specify if in-cab electronic credentials is allowed, and on what size of device. To see a continually updated list of which states accept electronic documents and credentials at roadside, read the state-by-state breakdown here.

During this transition, it is advised that drivers continue to carry paper credentials in order to provide time for all involved to work out the details of this new program. If you are unable to provide proof of credentials, you may be ticketed and required to present proof of registration to a court of law.

How Will the Permit Book Workflow Change?

Setup up an account, simply bulk upload you list of drivers, trucks, and trailers to create where to assign and store your documents.
Obtain your documents as normal; you may need to digitize a paper document by scanning it as a PDF.
On the desktop dashboard, drag and drop (assign) each PDF to the appropriate Driver, Truck and Trailer and name the document. That’s it!

The driver will receive a push notification to their device that a document was added or updated and they need to download it to be cached on their phones.

If drivers are worried about using their personal phone data, there are many free wifi location to have documents be downloaded to the phone.

To learn more, go to www.permitbook.com and have your drivers download the new Permit Book app on the Android and Apple app stores.