Overview
The Employees section of DSP Ops Center is the central record system for everyone in your organization. Every employee has a detailed profile that tracks contact information, employment details, compliance documents, vehicle certifications, attendance history, disciplinary records, and more.
This guide covers how to add, manage, and organize your employee roster.
Adding Employees Manually
To add a single employee:
- Navigate to Employees in the sidebar.
- Click Add New Employee (or navigate to Onboarding and click Add New Hire).
- Fill out the employee form. Required fields are marked with an asterisk.
Basic Information
| Field | Description | Required |
|---|
| First Name | Employee's legal first name | Yes |
| Middle Name | Middle name (if applicable) | No |
| Last Name | Employee's legal last name | Yes |
| Date of Birth | Used for birthday reports and age verification | No |
| Photo | Employee headshot for identification | No |
Contact Information
| Field | Description |
|---|
| Personal Email | Employee's personal email address |
| Work Email | Company-assigned email (can be synced via Zoho Mail) |
| Phone Number | Primary phone number for SMS notifications and contact |
Employment Details
| Field | Description |
|---|
| Employment Type | Full-Time or Part-Time |
| Start Date | First day of employment |
| Starting Pay | Hourly pay rate |
| Transporter ID | The unique identifier assigned to the driver in the delivery network's systems — the ID that appears on weekly performance scorecards |
| Status | Current employment status (see Employee Statuses below) |
Driver License
| Field | Description |
|---|
| DL Number | Driver license number |
| DL State | Issuing state (US states) |
| DL Expiration Date | License expiration date — tracked in compliance alerts |
DOT Compliance
| Field | Description |
|---|
| DOT Application Complete | Whether the DOT application has been submitted |
| DOT Medical Exam Complete | Whether the medical exam has been passed |
| DOT Medical Card Expiration | Expiration date — tracked in compliance alerts |
Vehicle Certification
Select the vehicle type the employee is certified to drive:
| Certification | Description |
|---|
| CARGO_VAN | Standard cargo van — the default delivery vehicle for most routes |
| EDV | Electric Delivery Vehicle — battery-powered delivery vans |
| SV | Step Van — a large walk-in delivery vehicle (the classic delivery truck shape) |
| CDV | Commercial Delivery Vehicle — a large box truck used for oversized deliveries |
Tip: Vehicle certification determines which schedule positions an employee can be assigned to. Set this accurately to avoid scheduling conflicts.
Flags and Options
| Field | Description |
|---|
| Is Transfer | Employee transferred from another DSP |
| Previous DSP | Name of the previous DSP (shown when Is Transfer is checked) |
| Is Veteran | Military veteran status |
| Is Manager | Non-manager employees have a built-in scheduling limit to prevent excessive consecutive shifts. Enabling this flag removes that limit for managers who may need to work longer stretches. |
| Exclude from Driver Rankings | Removes this employee from performance ranking calculations. Use this for employees who don't drive routes, like dispatchers or warehouse workers, so they don't affect your team's performance averages. |
Uniform Sizes
| Field | Options |
|---|
| Shirt Size | XS, S, M, L, XL, 2XL, 3XL, 4XL, 5XL |
| Bottom Size | XS, S, M, L, XL, 2XL, 3XL, 4XL, 5XL |
Notes
A free-text field for any additional information about the employee.
- Click Save to create the employee record.
New employees are created with the ONBOARDING status by default and will appear in the onboarding pipeline.
Bulk Import from Google Sheets
For adding multiple employees at once (e.g., during initial setup or a hiring wave):
- Navigate to the Onboarding page.
- Click the Google Sheets Sync button (Admin only).
- The system will pull employee data from the configured Google Sheet.
- Imported employees are matched by name. New employees are created; existing employees are updated.
- After import, a name verification banner appears for any employees whose names may have been split incorrectly (e.g., middle names placed in the first or last name field).
- Review and correct any name issues directly from the onboarding checklist.
Important: Google Sheets import must be configured in Admin > Settings before first use. Contact your administrator to set up the Google Sheets URL.
Tip: Your spreadsheet must follow a specific format. The system will guide you through column mapping during the import process. Make sure employee names, contact info, and employment dates are in separate columns.
CSV Import
Alternatively, you can import employees from a CSV file:
- Navigate to the Onboarding page.
- Click the CSV Import button (Admin only).
- Upload your CSV file following the required format.
- Review the import preview and confirm.
Tip: Your CSV file must follow a specific format. The system will guide you through column mapping during the import process. Make sure employee names, contact info, and employment dates are in separate columns.
Employee Statuses
Every employee has one of four statuses that reflects their current relationship with your DSP:
| Status | Description | When Used |
|---|
| ONBOARDING | New hire going through the onboarding pipeline | From hire to first day |
| ACTIVE | Currently employed and working | After onboarding is complete |
| ON_LEAVE | Temporarily not working (medical leave, personal leave, etc.) | During approved leave periods |
| TERMINATED | No longer employed | After separation |
Changing Employee Status
Individual status change:
- Navigate to the employee's profile.
- Click Edit.
- Change the Status dropdown to the new status.
- If changing to TERMINATED, provide a termination date and reason.
- Click Save.
Bulk status change:
- Navigate to Employees.
- Use the checkboxes to select multiple employees.
- Click the Bulk Actions dropdown.
- Select Change Status.
- Choose the new status.
- If terminating, enter individual termination dates for each selected employee and a shared termination reason.
- Click Confirm.
Important: Terminating an employee is a significant action. The system records the termination date and reason for compliance and reporting purposes. This data is used in retention analytics.
Employee Profiles
Click any employee's name from the employee list to view their full profile. The profile page contains:
- Full name (first, middle, last), date of birth
- Personal email, work email, phone number
- Employee photo
Employment Details
- Employment type, start date, starting pay
- Current status and transporter ID
- Transfer information (if applicable)
- Rehire information (previous termination date, rehire date)
Documents
- Uploaded documents organized by type (offer letter, handbook, W4, I9, etc.)
- Document sensitivity levels control who can access each file: Standard (visible to most users), Sensitive (restricted to managers and above), and Restricted (admin-only access for items like SSN documents)
- Upload and download capabilities
- As a security measure, every file you upload is automatically scanned for viruses before it's stored
Attendance History
- Complete attendance record
- Attendance flags with reasons
Disciplinary Records
- Documented incidents and coaching sessions
- Disciplinary flags with reasons
Compliance Status
- Driver license status and expiration
- DOT medical card status and expiration
- Required document completion
Employee Photos
Each employee can have a profile photo for easy identification.
To add or change a photo:
- Navigate to the employee's profile.
- Click Edit.
- Click the photo area or Upload button.
- Select an image file from your device.
- Click Save.
Photos are displayed on the employee list, profile page, and scheduling views.
Transfer Tracking
When an employee is transferring from another DSP:
- Check the Is Transfer box on the employee form.
- Enter the name of the Previous DSP.
- The employee's profile will display a transfer badge, making it easy to identify transfers in the employee list.
Transfer status is visible in the employee list and can be useful for tracking onboarding differences (transfers may already have completed certain training requirements).
Example: If a driver transfers from another local DSP, they likely already have a valid DOT medical card, Mentor account, and vehicle certifications. By marking them as a transfer, your team knows to verify existing credentials rather than starting from scratch, which can cut onboarding time significantly.
Manager Flag
The Is Manager flag has a functional impact on scheduling:
- Standard employees are limited in consecutive scheduled shift days.
- Employees marked as managers are exempt from the consecutive shift limit, allowing 5 or more consecutive days to be scheduled.
Set this flag for DSP owners, operations managers, and other leadership who may need extended scheduling flexibility.
Attendance and Disciplinary Flags
DSP Ops Center allows you to flag employees for attendance or disciplinary review:
Attendance flags:
- Set on an employee's profile when attendance patterns need review.
- Includes a reason field to document the concern.
- Flagged date is recorded for tracking.
Disciplinary flags:
- Set when a disciplinary issue needs management attention.
- Includes a reason field and flagged date.
- Integrates with the Disciplinary module for documentation.
Flagged employees appear with visual indicators in the employee list for quick identification.
Bulk Operations
Bulk Status Update
- On the Employees page, use the checkboxes to select employees.
- Open the Bulk Actions menu.
- Select Change Status and follow the prompts.
Bulk Email
- Select employees using checkboxes.
- Open the Bulk Actions menu.
- Select Send Email.
- Enter a subject line and email body.
- Click Send.
Emails are sent to each selected employee's personal email address via the configured SendGrid integration.
Tip: Bulk email is useful for sending company-wide announcements, policy updates, or reminders to specific groups of employees.
Employee Export
To export your employee data:
- Navigate to Employees.
- Click the Export button.
- The system generates a downloadable file with employee data.
Exports include all employee fields and are useful for external reporting, payroll processing, or data backups.
Rehire Tracking
When rehiring a previously terminated employee:
- Navigate to the former employee's profile.
- Click Edit.
- Change their status back to ONBOARDING or ACTIVE.
- Set the Rehire Date.
- The Previous Termination Date is automatically preserved from the original termination.
This creates a clear audit trail showing the employee's full history with your DSP, including any gaps in employment.
Searching and Filtering
The Employees page provides several ways to find the people you need:
Search
- Use the search bar at the top of the employee list.
- Search matches against first name, last name, and other fields.
- Results update as you type (fuzzy matching).
Status Filter
- Use the status dropdown to filter by employee status.
- Options: All, Active (default), Onboarding, On Leave, Terminated.
Employment Type Filter
- Filter by Full-Time or Part-Time.
Sorting
- Click any column header to sort by that field.
- Click again to reverse the sort direction.
- Sortable columns: Last Name, First Name, Start Date, Date of Birth, Status, Termination Date.
Tip: The employee list defaults to showing only Active employees sorted by last name. Switch the status filter to "All" to see your complete roster including terminated employees.
Best Practices
- Keep profiles current. Update employee information as it changes — especially phone numbers, emails, and compliance documents. Outdated records lead to missed notifications and compliance gaps.
- Use vehicle certifications accurately. This data feeds directly into scheduling. An incorrect certification can result in an employee being assigned to a vehicle type they are not qualified to drive.
- Document terminations thoroughly. Always include a termination date and reason. This data is used in retention analytics and may be needed for compliance or legal purposes.
- Review compliance alerts regularly. The Compliance page and dashboard warnings highlight expiring driver licenses and medical cards. Address these proactively to avoid operational disruptions.
- Leverage bulk operations for efficiency. When onboarding a group of new hires or processing seasonal terminations, bulk status changes save significant time compared to updating records one by one.