Key Takeaways
- Drivers should log in with their own ELD credentials before operating the vehicle. Under 49 CFR 395.22, carriers must assign unique usernames and require proper login.
- The driver selects the duty status that matches the work being performed. The ELD automatically records Driving when the vehicle reaches its configured in-motion threshold, which cannot exceed 5 mph.
- Before driving, review the active driver, vehicle information, available hours, unidentified-driving prompts, malfunction indicators, and required in-vehicle information.
- At the end of the 24-hour period, the driver must review, correct, and certify the RODS after the final required entry. An edit made later requires recertification.
- Every edit or added entry requires an annotation. A carrier may propose edits only after the driver has submitted the record, and the driver must confirm or reject the proposal.
- Unidentified driving must be reviewed. The driver claims or rejects prompted time, while the carrier must assign it to the correct driver or annotate why it remains unassigned.
- If the ELD malfunctions, the driver must follow 49 CFR 395.34, including written notice to the carrier within 24 hours and manual RODS when required.
Introduction
A clean ELD shift starts before the truck moves and ends after the driver reviews the day’s record. The essential sequence is simple: use the correct driver account, select the status that matches the work, confirm the vehicle and record details, respond to ELD prompts, make accurate corrections, and certify the final RODS.
Some steps are performed by the driver and others by the ELD. A driver normally selects Off Duty, Sleeper Berth, or On-Duty Not Driving. The ELD must automatically record Driving when the vehicle reaches the configured in-motion threshold. Treating every status as a manual selection can create confusion about what may be edited and what the device must preserve.
This guide gives drivers and fleet managers a repeatable start-of-shift and end-of-shift process based on current Part 395 requirements and FMCSA ELD guidance.
What Does Starting a Shift Mean on an ELD?
Starting an ELD shift means authenticating the correct driver, reviewing the information connected to that account, and selecting the duty status that reflects the driver’s actual activity before the vehicle moves.
Section 395.22 requires carriers to assign unique usernames, maintain accurate driver-identification data, and require drivers and support personnel to use their proper login information. Drivers should never share accounts or use a generic driver profile.
After logging in, the driver should review any unidentified-driving records presented by the ELD. Under §395.32(b), the driver must claim records that belong to the driver or indicate that they are not attributable to the driver. Ignoring the prompt leaves work for the carrier and can leave the record incomplete.
The driver should also confirm the selected vehicle, trailer or shipping information when the platform requires it, the home-terminal time standard, available hours, and any diagnostic or malfunction indicator. These checks reduce later corrections and help ensure the record begins with the right driver and equipment.
How Does a Driver Log In and Choose the Correct Duty Status?
The driver logs in with the unique credentials assigned by the carrier and selects the status that matches the current activity. The four basic duty-status categories are Off Duty, Sleeper Berth, Driving, and On-Duty Not Driving.
A pre-trip inspection, fueling, loading, and other work for the carrier are generally recorded as On-Duty Not Driving unless another provision applies. Off Duty and Sleeper Berth should be used only when the driver meets the conditions for those statuses.
Driving is different. FMCSA’s ELD technical requirements say the device must automatically record Driving when the vehicle reaches the configured in-motion threshold, which cannot be set above 5 mph. The driver should not try to replace automatically recorded driving with a different status except where a specifically authorized edit is allowed.
When a vehicle recorded as Driving remains stopped for five consecutive minutes, the ELD must prompt the driver to confirm continued Driving or enter the correct status. If the driver does not respond within one minute, the ELD automatically changes to On-Duty Not Driving. Responding promptly keeps the record aligned with the driver’s actual activity.
Drivers who qualify for a short-haul exception may have different federal RODS obligations. If a carrier nevertheless requires or chooses ELD use, the driver should follow the carrier’s account and device procedures while ensuring the record reflects the applicable exception accurately.
What Should a Driver Check Before Driving?
Before the truck moves, the driver should verify:
- the correct personal driver account is active;
- the selected duty status matches the work being performed;
- the correct vehicle and available trailer or shipping details are associated with the record;
- unidentified-driving prompts have been reviewed;
- carrier-proposed edits or messages have been reviewed while the vehicle is stationary;
- available driving, shift, and cycle hours appear reasonable;
- no unresolved malfunction indicator prevents compliant operation; and
- the required ELD information packet and blank graph grids are available in the vehicle.
For a portable ELD, §395.22(g) requires the carrier to ensure the device is mounted in a fixed position during operation and visible to the driver from the normal seated position. This is a mounting and visibility requirement; it does not require the driver to interact with the screen while driving.
If the device was transferred between vehicles, confirm the correct engine connection and vehicle profile before departure. A mismatch can cause unidentified or inaccurate vehicle records even when the driver account is correct.
How Does a Driver End and Certify an ELD Shift?
Ending work and certifying a RODS are related, but they are not the same action.
First, once the vehicle is safely stopped, the driver selects the duty status that matches what happens next. That may be On-Duty Not Driving while completing post-trip work, Sleeper Berth when the driver qualifies for that status, or Off Duty after all work responsibilities have ended.
Next, the driver reviews the full 24-hour record. Section 395.30 requires the driver to correct inaccurate entries, enter missing information, and certify the record immediately after the final required entry has been made or corrected for that 24-hour period.
The driver should review duty-status changes, locations, vehicle and shipping information, unidentified-driving decisions, edits, annotations, and totals before selecting the ELD certification statement. If a later edit is made, the driver must recertify the record.
Logging out is an account-security and vehicle-handoff step. It prevents later vehicle movement from being associated with the wrong active user, but logging out does not replace certification. Follow the platform’s logout procedure after the record is complete when leaving the vehicle or turning it over to another driver.
What Happens When Driving Time Has No Authenticated Driver?
If a commercial motor vehicle moves while no driver is logged in, §395.32 requires the ELD to associate that operation with an Unidentified Driver account.
When a driver later logs in and the ELD presents unassigned driving, the driver must claim the records that belong to that driver or indicate that they do not. The driver should not claim time merely to clear a prompt.
The carrier has a separate duty to review unidentified-driving records. It must assign the time to the correct driver or annotate the record to explain why it remains unassigned. The carrier must retain unidentified-driving records for at least six months from receipt and make them available during an applicable inspection, audit, or investigation.
Yard movement by another employee, a technician moving the vehicle, a missed login, and an incorrect vehicle association can all create unidentified-driving records. The correct response is an accurate assignment or explanation, not deletion.
How Do Edits and Annotations Affect an ELD Shift?
Under 49 CFR 395.30, the driver and carrier share responsibility for accurate ELD records.
A driver may edit or add missing information within the ELD’s permitted limits. Each change or addition must include an annotation explaining the reason. The original record remains preserved.
After the driver submits a record, authorized carrier staff may propose an edit. The carrier cannot request the edit before the driver has submitted the record. The driver must confirm or reject the proposed change, implement the appropriate edit, and recertify and resubmit the record before the proposed change takes effect.
Automatically recorded driving time generally cannot be changed to a non-driving status. A narrow exception permits reassignment between team drivers when both were identified as co-drivers for the period and the ELD supports the required process.
A useful annotation is brief and factual, such as: “Driver selected Off Duty during post-trip inspection; corrected to On-Duty Not Driving.” It explains the error without inventing facts or attempting to hide the original event.
What Should a Driver Do If the ELD Has a Problem During a Shift?
A data diagnostic event and an ELD malfunction are not identical. For a diagnostic event, the driver follows the carrier’s and provider’s recommendations for resolving the inconsistency.
If the ELD malfunctions, §395.34 requires the driver to note the malfunction and provide written notice to the carrier within 24 hours. The driver must reconstruct the current 24-hour period and previous seven consecutive days on compliant graph-grid paper logs unless those records are already possessed or retrievable from the ELD. The driver then continues manual RODS until the ELD is serviced and compliant.
The carrier must correct the malfunction within eight days of discovery or driver notification, whichever occurs first, unless FMCSA grants additional time. The driver should keep the manually prepared records available for roadside inspection.
A recurring login, power, synchronization, or data-transfer problem should be documented and escalated promptly. Geosavi states that technical support is available 24 hours a day, seven days a week.
Correct and Incorrect ELD Shift Habits
| Situation | Correct habit | Incorrect habit |
|---|---|---|
| Starting work | Log in under the assigned personal account before operating | Use a shared account or begin driving while logged out |
| Pre-trip work | Select the status that reflects the actual work, commonly On-Duty Not Driving | Remain Off Duty while performing carrier work |
| Driving | Allow the ELD to record Driving automatically | Attempt to replace automatically recorded driving with non-driving time |
| Unidentified time | Claim only attributable records or indicate they are not yours | Claim unknown time merely to clear the prompt |
| Editing a record | Make a permitted correction and add a factual annotation | Change an entry without explaining why |
| Ending the day | Select the correct status, review the full RODS, certify, and log out when appropriate | Log out without reviewing or certifying the record |
| Malfunction | Notify the carrier, reconstruct required records, and keep manual RODS | Continue without a compliant record |
What Should a Fleet Ask Before Choosing an ELD for Shift Tracking?
- Does every driver receive a unique account with appropriate user rights?
- How clearly does the interface separate Off Duty, Sleeper Berth, Driving, and On-Duty Not Driving?
- How does the ELD prompt drivers to review unidentified-driving records?
- Can drivers review, annotate, certify, and recertify records without calling the back office?
- How are carrier-proposed edits presented for driver confirmation or rejection?
- What happens to locally stored records during a power or connectivity interruption?
- How does the platform display diagnostic events and compliance malfunctions?
- Does the system support the fleet’s U.S. and Canadian operating needs?
- What support is available outside normal business hours?
- Is the exact device and software version on the FMCSA registered ELD list?
Geosavi states that its ELD supports J1939, J1708, and OBD-II connections, uses a tablet certified to SAE J1455 for in-cab conditions, offers 24-hour technical support, and includes a 30-day money-back guarantee. Fleets should confirm compatibility with their vehicles and verify the exact device on FMCSA’s live list.
Common Questions About Starting and Ending an ELD Shift
Driver Login, Status, and Certification
What is the difference between starting a shift and starting to drive?
Starting a shift involves logging in, reviewing records and prompts, and selecting the status that matches the driver’s activity. Driving begins when the ELD automatically records Driving after the vehicle reaches its configured threshold, which cannot exceed 5 mph.
Which status should a driver use during a pre-trip inspection?
A pre-trip inspection is generally On-Duty Not Driving because the driver is performing work for the carrier without driving. The correct status always depends on the driver’s actual activity.
When should the driver certify the day’s record?
The driver certifies immediately after the final required entry has been made or corrected for the 24-hour period. If the record is edited later, the driver must recertify it.
Does logging out certify the record?
No. Certification is a separate ELD function through which the driver affirms that the entries and RODS are true and correct. Logging out ends access to the active account on that device.
Do short-haul drivers follow the same ELD procedure?
Drivers who qualify for a short-haul exception may have different federal RODS requirements. When an ELD is used, the carrier’s login procedures and accurate duty-status recording still matter, and any applicable exception should be recorded correctly.
What should a driver do with unidentified driving presented at login?
Claim records that belong to the driver and indicate when records are not attributable to the driver. Do not accept time merely to remove it from the prompt.
Edits, Carrier Review, and Device Problems
Can a driver correct a duty-status mistake after the shift?
Yes, within the ELD’s editing limits. The driver must annotate the reason, certify the corrected record, and preserve the original entry through the ELD.
Can the carrier change a driver’s log directly?
The carrier may propose an edit only after the driver submits the record. The driver must confirm or reject it and recertify and resubmit the record before the proposed change takes effect.
Can automatically recorded driving time be changed?
Generally, automatically recorded driving cannot be changed to non-driving time. A limited team-driver reassignment is permitted when the regulatory conditions are satisfied.
What happens if a vehicle moves while nobody is logged in?
The ELD records the movement under the Unidentified Driver account. The driver and carrier must review it, and the carrier must assign it correctly or annotate why it remains unassigned.
What should a driver do when the ELD malfunctions?
Note the malfunction, notify the carrier in writing within 24 hours, reconstruct required records unless they are possessed or retrievable, and maintain manual RODS until the ELD is compliant.
What should a fleet verify before selecting an ELD?
Verify the exact device on FMCSA’s current registered list, vehicle compatibility, unique-user controls, unidentified-driving workflow, edit and certification functions, record backup, malfunction support, and replacement process.
Make Every ELD Shift Reviewable
A reliable ELD routine is built from repeatable actions: use the right account, record the activity that is actually occurring, respond to unidentified-driving and edit prompts, review the full 24-hour record, certify after the final entry, and log out when leaving or handing off the vehicle.
The ELD automatically records driving, but it cannot decide whether every non-driving activity, edit, annotation, or unidentified event is accurate. That remains a shared responsibility between the driver and carrier.
For help reviewing your fleet’s ELD workflow, contact Geosavi or call (800) 261-4361. You can also use the price calculator to compare hardware options for your fleet.