Cardinal Records Help Center

Use Records confidently

Self-service guides for daily recordkeeping, document workflows, user access, synchronization, and billing.

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Getting started

1. Confirm organization settings

Add the legal company identity, company logo, billing contact, document requirements, and notification preferences in Settings.

2. Add your team

Invite administrators and assign roles before importing sensitive driver, fleet, or personnel records.

3. Build the record vault

Create profiles, upload existing documents, review expiration dates, and work through Requires attention until coverage is accurate.

Workflow instructions

Create a driver profile+
  1. 1Open Driver Records and select Add profile.
  2. 2Choose Company Driver or Owner Operator and enter identity and contact information.
  3. 3Upload available application, license, medical certificate, and supporting files.
  4. 4Review extracted values before accepting them, then save the profile.
  5. 5Open the profile vault to confirm each file is attached to the correct driver and document type.
Add or replace a document+
  1. 1Open the driver, fleet, or administrator profile that owns the document.
  2. 2Select the missing requirement or choose Upload record.
  3. 3Confirm the record identity and document type, then choose the PDF or image.
  4. 4Review the extracted fields and expiration date before saving.
  5. 5Use Replace from All Documents so the prior file remains in version history.
Resolve a Requires attention item+
  1. 1Open Requires attention from the Command Center and choose Drivers, Fleet, or Admin.
  2. 2Select the profile to see the exact missing or expired requirement.
  3. 3Upload the required evidence or correct its document type and expiration date.
  4. 4Return to the Command Center and confirm coverage and notifications refresh.
Synchronize a driver+
  1. 1Open the driver profile and locate Driver ecosystem sync.
  2. 2Choose the approved destination products for that driver.
  3. 3Select Push latest update and review the per-product result.
  4. 4Use Sync history for the timestamp, source version, retry state, or failure reason.
  5. 5Documents and sensitive fields remain in Records unless a separate permission explicitly allows them.
Invite and manage a user+
  1. 1Open Roles & Permissions and select Invite user.
  2. 2Enter the user email and assign the least-privileged role needed.
  3. 3Send the invitation and monitor its status.
  4. 4Edit the membership to change the role, resend the invitation, or deactivate access.
Manage billing+
  1. 1Open Settings and locate Membership & payments.
  2. 2Select Open Cardinal billing to reach the Ecosystem billing center.
  3. 3Use the secure payment link in your organization invoice or membership notice.
  4. 4If a link is missing or you need to change a payment method, request account-specific billing help from that page.

Frequently asked questions

Where are uploaded files stored?+

Files are stored in the organization workspace and attached to one record identity. Each customer organization is separated from every other organization.

Does document scanning change my data automatically?+

No. Extracted values are suggestions. An authorized user reviews them before saving changes to a profile.

Why does a document still show as missing?+

Confirm it is attached to the correct profile and uses the same document type as the requirement. Confirm the newest version has a valid expiration date when one is required.

Can I recover a replaced document?+

Yes. Replacing a document creates a new version while retaining the earlier file in version history.

What happens when a record is archived?+

Archived records leave active operational views but remain available to authorized users for retention and history. They do not count as active records for plan limits.

Does synchronizing a driver send every document?+

No. Driver identity and specifically permitted profile fields can be synchronized. Document contents, SSNs, private notes, and other sensitive values stay withheld unless separately authorized.

How do notifications clear?+

A requirement notification clears after the underlying missing or expired condition is resolved. An unresolved requirement remains visible in the profile.

Who can change requirements or permissions?+

Only users whose assigned role includes the relevant management permission. Review Roles & Permissions before granting access.