Driver's License Verification

Driver's License Verification

A verified driver's license is one of the strongest signals that the person booking your trailer is the one who will actually drive it. TrailerBase gives you fast capture, automatic field extraction, and proactive reminders so you never let an expired license slip through.

Uploading front and back

Open any renter's profile and go to the Documents tab. Click + Upload Driver's License. A dual dropzone appears with slots for the front and the back. You can:

• Drag and drop image files (JPG, PNG, HEIC).
• Snap photos from a phone via the QR-code link you can send the renter.
• Upload PDF scans (the first page is parsed).

Both sides are required for a complete record. The back is where most states now print the barcode containing the authoritative data, and the OCR cross-checks the front against it to catch doctored IDs.

Automatic field extraction via OCR

As soon as both sides are uploaded, TrailerBase runs optical character recognition and returns:

• Full name
• Date of birth
• License number
• Expiration date
• Issuing state/province
• Class (for commercial licenses)

The extracted values appear pre-filled in a confirmation panel. You confirm or edit each field before saving — a safeguard against OCR misreads on worn or low-contrast cards. If any field fails to extract, it is highlighted in amber and you can type it in manually.

Matching against the renter record

On save, TrailerBase compares the extracted name and DOB against the existing renter record. Mismatches surface as a warning you must acknowledge before proceeding. This catches two common issues:

• Someone uploading a family member's license by mistake.
• Typos in the original renter profile that should be corrected.

You can accept the license data as the source of truth (recommended) or keep the existing profile values with a manual override note.

Manual review option

For workflows that need a human in the loop — commercial fleets, high-value rentals, or insurance-mandated checks — turn on Manual Review in Settings > Renters > Verification. When enabled:

• Every license upload enters a Pending Review queue.
• A staff member opens the queue, compares the image to the extracted data, and clicks Approve or Reject.
• The renter cannot pick up a trailer until review is complete.

The reviewer's name and decision are logged to the activity feed.

Expiration reminders

A few weeks before a license expires you would rather know than not. TrailerBase sends:

• 30-day banner on the renter's profile and on any upcoming reservations tied to them.
• Automated email to the renter 30 days before expiration requesting an updated license upload.
• Follow-up reminders at 14 and 7 days if nothing has been uploaded yet.

Once the renter uploads a replacement, the reminders stop and the expiration badge goes green.

Security and storage

License images are encrypted at rest and only accessible to authorized staff members. They never appear in renter-facing views, are excluded from CSV exports by default, and can be bulk-deleted via a retention policy in Settings. A full audit log tracks every view, download, and deletion of a license document.

Good license hygiene is a small habit with big downstream benefits — better trust scores, cleaner insurance claims, and fewer awkward conversations at pickup.