Driver Verification (DriverPass): Checking Driver Documents Before Arrival

How driver verification works end to end: the warehouse reviews a driver’s licence, insurance and vehicle photos before the visit; carriers keep the vehicle list current and follow each result; drivers send their documents from a link — no account needed.

Some warehouses ask drivers to prove who they are — and that their licence, insurance and vehicle are in order — before they arrive. That check is called driver verification. It starts by itself when a carrier accepts a dispatch for a warehouse that has it switched on: the driver gets a verification to complete, the warehouse reviews the documents, and the result rides along with the appointment, so the gate team can see it on the day.

For warehouse teams: reviewing a verification#

1. Open Operations → Driver verification. The counters at the top show how many appointments are not submitted yet, waiting for review, approved and rejected; the list below is the queue, soonest deadline first.
2. Open one verification to see the driver’s documents: driving licence (front and back), insurance certificate (COI) and vehicle photos. Documents only open inside this review screen, and every view is written to an audit log — that is deliberate, because these are personal documents.
3. Decide with one of the four actions: Approve (the driver is cleared for this visit, and the pass is remembered for later visits while the documents stay valid); Reject (you must pick a reason — expired document, unreadable document, name mismatch, insurance expired, vehicle mismatch, or other); Ask for documents (tick what is missing or must be re-done, the driver sees the list and can re-send); or Re-open a rejected verification once if the driver had a good reason.
4. The carrier sees the result right away in their portal. If a driver is rejected, the carrier can fix the documents or assign a different driver — a new driver simply starts a fresh verification.

For warehouse teams: switching it on and setting the rules#

1. Go to Warehouse settings → the DriverPass tab. First check the module is enabled for your organisation (your admin controls that switch in the Admin app centre).
2. Set the strength: Off (no verification), Optional (drivers are invited but a visit is not blocked), or Required (documents must be approved before the visit counts as cleared).
3. Set who it applies to (every driver, or only the carriers you name), the deadline drivers get before their time window, whether a pass earned at another warehouse counts at yours, and whether every visit needs a fresh check or one valid pass is enough.
4. Optionally turn on the gate code check: at check-in the driver reads a one-time code sent to their phone, and the gate confirms it before letting them in. Wrong codes lock after a few tries; a supervisor can always let a driver in by hand, and that is logged.

For carriers: your vehicle list and verification results#

1. Keep your vehicles in Company → Vehicles: plate, region, VIN, vehicle type and insurance expiry date. The VIN is decoded automatically so the vehicle details fill themselves in; a decode that fails never blocks saving. Yardor reminds both you and the warehouse before a vehicle’s insurance runs out.
2. Follow every check under Company → Driver verification: which drivers have not submitted yet (and their deadline), which are waiting for the warehouse, and each result. A rejection always shows the warehouse’s reason in plain words.
3. When a driver is invited, they work from the driver link you already use for the trip — there is nothing new to install and the driver never needs an account.

For drivers: sending your documents from the link#

1. Open the trip link your carrier sent you. If the warehouse needs verification, a “Driver documents” section appears on the page with the list of what to send: licence front, licence back, insurance certificate, and a photo of the vehicle plate.
2. Take a clear photo of each item (or pick one from your phone) and upload it. Blurry photos are the most common reason a warehouse asks again — check each photo is readable before you send it.
3. Tap Submit when the list is complete. The page then shows “Waiting for review”. Mind the deadline on the page — send your documents before it so your arrival is not held up.
4. If the warehouse asks for something again, the same page lists exactly what to re-send. Upload the new photos and submit again — you do not need a new link.

Yardor features used in this article#

• Warehouse console → Operations → Driver verification (queue, review, results)
• Warehouse settings → DriverPass tab (strength, scope, deadline, gate code)
• Carrier portal → Company → Vehicles and Company → Driver verification
• Driver trip link → “Driver documents” section (upload and submit)