DTSMS Online — Help Manual

Create your account

1. Go to the sign-up page and enter your company name, email, and a password.
2. Check your inbox for a verification email and click the link inside it. You can't log in until your email is verified.
3. Log in with your email and password.

Managing more than one company

If you run selections for multiple companies under one login, use the company picker at the top of your account. Switching companies changes which roster, selections, and results you're viewing — it doesn't log you out or change your billing.

Adding drivers one at a time

From your company dashboard, open Roster and click Add Driver. Enter a name and a unique driver ID. If your company uses Social Security Numbers as the driver identifier, you can enter an SSN directly and the system will treat it as the ID.

Importing a roster from a spreadsheet

For larger rosters, use Import CSV instead of entering drivers by hand.

1. Upload your CSV file.
2. Match your spreadsheet's columns to the fields DTSMS needs (name, driver ID, company, state, etc.) on the mapping screen. The system remembers common layouts, but always check the mapping before confirming.
3. If your file has separate first and last name columns, map both — the system combines them automatically.
4. If you manage multiple companies in one file, make sure each row has a company name in the company column so drivers are routed to the right roster automatically.

Deactivating a driver

Click Deactivate on any driver row to remove them from future selections. If that driver has a Verified Positive or Verified Negative result already on file, the system asks you to confirm they've actually left the company before the deactivation goes through — an active driver on your roster shouldn't be marked Inactive for any other reason, since it affects your eligible pool for future draws.

A pool (also called a consortium) is a named group of companies whose drivers are combined into one shared roster for selection purposes. This is the standard setup for owner-operators and small fleets who test together to meet DOT random testing rate requirements.

Creating a pool

1. Go to Pools and click New Pool.
2. Name the pool and add the companies that belong to it.
3. Save. The pool now draws from the combined driver roster of every company in it whenever you run a pool selection instead of a single-company selection.

You can belong to more than one pool, and a company can be removed from a pool at any time without affecting its individual roster.

Choosing what to draw from

On the Selections page, choose either a single company or a pool as your selection source, then choose the testing category (drug, alcohol, or both) and the number or percentage of drivers to select.

How the draw works

DTSMS Online draws names using a cryptographically secure random process, not a simple shuffle — the same standard used for lottery-grade randomness. Every eligible driver in the pool at the time of the draw has an equal chance of selection, and the eligible list is saved as a snapshot so the draw can be reconstructed for an audit later.

For administrators

Each selection produces a results list showing which drivers were chosen, their driver ID, and the company or pool the draw came from. Every selection gets a unique ID in the format PREFIX-n, matching your existing DTSMS records if you're moving from the desktop version.

Export any selection to Excel from the results page. The export includes a full multi-sheet workbook — selected drivers, the eligible pool at draw time, and a summary sheet — for your records or an auditor.

For drivers

If you've been notified that you were selected, it means your name was drawn as part of your employer's random testing program, not because of anything specific about you. Selection is random by design — every eligible driver has the same chance each time. Your employer will tell you where and when to report for testing.

Once a selection has been drawn, each selected driver's actual test outcome gets recorded separately, on the selection's detail page. This doesn't change who was selected — that record stays locked, as described in Running a selection — it adds an outcome to a driver already on that list.

Entering a single result

1. Open History (or Pool History for a pooled selection) and expand the selection.
2. Next to a driver's name, click Enter Result.
3. Choose Verified Negative, Verified Positive, or Refusal.
   • For a drug positive, check every substance that applies.
   • For an alcohol result, the screening result is required for every result — negative or positive. If the result is Positive, the confirmation result is also required. The system won't save an alcohol result missing either of these when they apply.
   • For a refusal, choose the reason (e.g. Adulterated, Substituted, Shy Bladder for drug; Shy Lung for alcohol).
4. Enter the Specimen ID — the number printed on the physical CCF (Custody and Control Form) for this sample. Required on every result, not just positives — see the note below.
5. Optionally flag the entry as Legal and add a date and reason (Accident/Warning, Rehab, In Program, Other) if this test ties to a legal or compliance matter separate from the result itself.
6. Save. The driver's badge updates immediately — no need to reload the page.

A driver who already has a result shows Edit instead of Enter Result. Opening Edit lets you correct an entry; it doesn't create a duplicate record.

Marking the rest of a category negative at once

In most selections, the majority of drivers test negative and only a few need individual attention. Rather than clicking through everyone, use Mark Remaining as Negative, which appears under each Drug or Alcohol list whenever at least one driver in that category still has no result.

1. Click Mark Remaining as Negative. A form opens listing every driver in that category who doesn't have a result yet.
2. Enter a specimen ID for each driver listed — same requirement as a single entry, since a bulk-negative result still needs to tie back to a real CCF.
3. Click Save All. If any field is blank, invalid, or repeats a specimen ID already used elsewhere (including another row in this same batch), the save is blocked and the affected row is highlighted — nothing is saved until every row is valid.

Reading the summary numbers

Each company's History page shows a running total across every selection that company has run: active roster size, results entered, pending (selected but not yet resulted), and a breakdown of positive, negative, and refusal counts. On Pool History, this breaks out per company instead of one blended number — a company that had zero drivers drawn in the most recent pooled selection still shows its full roster and its own historical totals, which is what a company participating in a consortium needs to show on its own MIS filing regardless of that round's draw.

DTSMS Online bills per active driver on your roster rather than a flat company fee. Use the pricing calculator on your account's Billing page to see your current monthly cost as your roster size changes.

• Payment is handled securely through Stripe — DTSMS never stores your card details directly.
• Your invoice updates automatically if you add or remove drivers mid-cycle.
• You can update your payment method or view past invoices anytime from Billing → Payment Details.

Support runs through an in-app ticket system rather than email — every response you get back, and every actual fix, is logged directly on the ticket, so you can see the full timeline yourself rather than taking someone's word that it was handled.

Opening a ticket

1. Go to Support in the top navigation.
2. Click Open a Ticket.
3. Give it a short subject and describe what's going on — the more specific (which driver, which selection, what you expected vs. what happened), the faster it gets resolved.
4. Submit. Your ticket opens with status Open, and you'll see it immediately on your ticket list.

Tracking a ticket

Go to Support to see every ticket you've opened for your current company, newest first, with its status and how long it took to get a first response. Click into any ticket to see its full timeline:

You can add a follow-up comment to your own ticket at any time from its detail page — no need to open a second ticket for the same issue.

The MIS report is the DOT MIS Data Collection Form, built from your company's actual recorded results rather than filled in by hand. It aggregates a full calendar year of test outcomes into the exact structure the federal form expects — Section III for drug testing, Section IV for alcohol testing — broken out by DOT agency.

Generating a report

1. Go to MIS Report in the top navigation.
2. Choose the calendar year from the dropdown — only years with recorded results for your company appear as options.
3. Each DOT agency your company tested under that year gets its own panel, with Section III and Section IV fully broken out: total results, verified positive by substance, refusals by reason, cancelled tests, and — for alcohol — both screening-level and confirmation-level results.
4. Click Print / Save as PDF to produce a clean copy for filing or for your records.

Test type

Every row on this report is Random testing — that's the only test type DTSMS Online currently produces, since it's built around random selection. Pre-Employment, Post-Accident, Reasonable Suspicion, Return-to-Duty, and Follow-Up rows on the official form stay blank; the system doesn't track those categories.

Non-DOT testing

If your company runs Non-DOT testing (internal company policy testing that isn't part of a federal program), those results are shown in their own section at the bottom of the report, clearly separated from the DOT compliance numbers above it — Non-DOT results are never mixed into a DOT agency's totals.

Staff logins let other people work in DTSMS Online without sharing your own account credentials. Each staff login is scoped to exactly one company — someone added as staff for one company can never see, switch to, or affect any of your other companies, even if your account manages several. What that person can actually do inside their one company is controlled by a role you assign them.

Creating a role

1. Go to Companies → Roles and click into the current company (roles are specific to one company — switching companies shows a different set).
2. Name the role and check the boxes for exactly what it should be able to see and do — each page has an Access checkbox (can they open this page at all) plus specific action checkboxes where they apply, like Edit, Delete, Add, or Change Status.
3. Save. The role is now available to assign to any staff member added under this company.

Adding a staff member

1. Go to Companies → Staff and fill in their name, email, and a password.
2. Choose a role from the dropdown. If you leave it as No role — no access, that login can sign in but won't be able to see or do anything until a role is assigned.
3. Click Create staff login and share the email and password with that person directly — the password isn't shown again after this step, so if it's lost, edit the staff member and set a new one.

They log in at the same login page you use, with their own email and password — DTSMS Online recognizes automatically whether a login belongs to an account owner or a staff member.

Deactivating a staff member

On Companies → Staff, click Deactivate next to their name. This takes effect immediately — if they're logged in at that moment, their very next click logs them out completely, and they can't log back in until reactivated from the same page.

The audit log shows every add, edit, status change, and selection-lock event for a company's drivers, in plain language rather than raw data — what changed, when, and who did it. It exists so "who deactivated this driver, and why" has a real answer inside the app, not something that requires asking your developer to look at the database.

Reading an entry

Each row shows the driver, an action badge (Created, Updated, Deactivated, Reactivated, or Locked), a short description of the actual change — for example "Status: active → inactive" — and who did it: either a specific staff member's name, or Account owner if you made the change yourself, logged in directly.

Filtering

Search by driver name or ID, or filter to just one action type (for example, only Deactivated events) using the dropdown above the list.

Who can see it

The audit log is scoped to whichever company you're currently viewing — it never shows another company's history, even if your account manages several. For a staff login, access to this page follows the same permission as the roster page itself: if their role can manage drivers for this company, they can see this company's audit log too.