On the new page, For Company, enter the owner operator’s company name or enter a company name that reflects the owner/operator as shown below.  For Account Reference, Owner Operator is straight forward and identifies the type of account.

Since the account is for an owner operator, the account should be made a member of an FMCSA consortium.  Further down the page choose the consortium for the new account.  In this example the account will be a member of the consortium DOT-Common - the user will choose the list of consortia in their database.

Click Save to create the new Client and its account.  The next page will confirm the new client was created:

Now the owner operator can be entered as a participant in the account roster.

• Tap the Clients menu at the top of the page, and search for the new Client.
• From the client list tap the people icon outlined in red as shown below.
• The people icon includes a shield to indicate the account is DOT.
• On the right, just before the account name, an icon is displayed to indicate the account is a consortium member.

Streamline DOT Compliance and Drug Testing Management

Managing owner/operator accounts and placing them into a consortium is a critical step in maintaining DOT compliance and ensuring accurate participation in random drug and alcohol testing programs.
As outlined in this tutorial, properly setting up an account and associating it with the correct consortium helps streamline participant tracking and reporting requirements.

DrugTestNetwork.com provides a complete drug testing data management solution designed for employers, consortium administrators, and third-party administrators (TPAs). From creating client accounts to managing employee rosters and owner/operators, the platform simplifies complex workflows required for FMCSA compliance, random selections, and audit-ready recordkeeping.

Whether you are onboarding new owner/operators, maintaining a drug-free workplace, or managing SAP/EAP program participants, DrugTestNetwork offers the tools needed to stay organized and compliant.
Features such as consortium management, participant tracking, automated random selections, and compliance reporting help reduce administrative burden while improving accuracy.

If your organization manages DOT-regulated employees or owner/operators, implementing a centralized system like DrugTestNetwork can significantly improve efficiency, reduce compliance risk, and ensure your drug testing program meets federal requirements.

By default the Client search only lists Active accounts.  If the search turns up no results or it appears that an accounts is missing, it’s possible the account is Not-Active.  To enable the search to return Active and Not-Active clients, set the search attribute as shown in the example below.

You can cycle through the options (Active, Not-Active, All) by tapping on the circular arrows icon  that precedes each of the search options.

This example searches for a client whose name starts with Zone, and finds two with similar names.  The first one is account no. 368, and the second one is account no. 369.  Account numbers are assigned sequentially, so account no. 369 was probably entered accidentally, and when the user noticed it was a duplicate, it was made Not-Active.

**Note: when double asterisks (**) precede the client name it means the client is not-active and when double asterisks (**) precede the account name it means the account is not-active.  A Client can have multiple accounts and some of its accounts can be Not-Active while the Client is Active.

Any client representative, company contacts, that belong to the not-active account would not be able to login to the portal.

Strengthen Your Drug Testing Program with Better Data Visibility

Managing Active vs. Not-Active clients and accounts is more than just a search setting—it’s a critical part of maintaining clean, accurate records in your drug testing program. As organizations grow, duplicate entries, inactive accounts, and outdated client records can easily lead to confusion, reporting errors, or missed compliance requirements.

With DrugTestNetwork.com, administrators gain full control over client status, account activity, and participant data across the entire system. Whether you’re managing DOT compliance, maintaining a drug-free workplace, or overseeing SAP/EAP program participants, having clear visibility into both active and inactive records ensures nothing falls through the cracks.

Features like flexible search filters, structured client/account relationships, and centralized data management allow organizations to:

• Quickly identify duplicate or outdated client records
• Maintain accurate account histories for audits and reporting
• Ensure proper inclusion or exclusion of records in compliance reports like DOT MIS
• Improve overall employee and participant management workflows

If your organization relies on accurate data to support drug testing, employee tracking, or regulatory compliance, implementing a system that intelligently manages active and inactive records isn’t optional—it’s essential.

DrugTestNetwork.com provides a complete solution for managing these complexities, helping organizations stay organized, compliant, and efficient at every stage of the drug testing process.

For a consortium report, choose the consortium in the drop down on the main screen and click the report icon  to the right.  For a stand alone pool, search for the company and tap its report icon .

On the report page, set the year for the report:

Further down the page, tap the report:

The report shows the percentage selected and collected for each random selection for the year specified.
There are four columns of numbers. Under the first column, Substance, the displayed values reflect the number of participants selected (accumulating with each random) and the percentage collected.  The second column, Collected, represents the number of tests collected and the corresponding percentage.  The two columns for the alcohol test report the number selected and percentages similarly as for the substance test.

Periodically through the year you can send a report to all clients regarding their random selection tests that have not yet been reported as collected and the results of each.  On the main page, tap the results menu. From the results page, tap the option 10.a NOT Collected (it conveniently presents a year to select – the report page will provide more options if needed).

For 2025, below you will find an example of the NOT Collected report.
Tap the email icon (outlined in red) to send an email report to every company. Or tap the email icon for each account to send it individual to the contact.  Every account requires a Random Coordinator (someone assigned to the account and mark as Random Coordinator).  Click the open icon on each line to see the tests (substance and/or alcohol) that have not been completed.  Tap the option List ALL by Company (immediately under the red outlined email option) to see a list of all uncollected tests with the participant’s name, their company, and the tests that have not been collected; substance and/or alcohol.

A Practical Approach to Managing Random Testing Statistics

When reviewing annual random selection statistics, it’s important to consider how those numbers were built over time. Consistency in selections, accurate employee pool management, and timely record keeping all contribute to reliable results.

Rather than relying solely on end-of-year calculations, many program administrators benefit from monitoring testing activity throughout the year. This approach helps ensure that required percentages are being met and reduces the likelihood of unexpected discrepancies.

DrugTestNetwork supports this ongoing visibility by organizing testing data in one place and providing tools for managing selections, tracking activity, and reviewing program performance as it develops.

A steady, well-managed process ultimately leads to more accurate reporting and a stronger, more defensible testing program.

The user can reopen that page for any previously generated random.  On the main page click the Randoms shortcut icon:

When the page opens enter the calendar period when the random was generated and click the List Randoms button to list the randoms for the period specified as shown below.  To open the random selection and review the participants selected and all the print options, click the first icon outlined in red below.  From that page you can also choose the option to send an email to the company.  To open the email page directly from the list below, click the second icon outlined in red.

Send the emailing: When you click the email option (second icon outlined in red above) the email control page will open with a list of contacts for the company.  To send an email to the listed contact be sure their check-box is checked as shown below and click the email button (outlined in red below).

A new page opens with the message you can change to suit your communication style. There is no need to address the contact specifically – the email module will add their name to the salutation.  The email page will allow you to enter your preferred greeting, e.g., Dear, and the email, in this example, when the email is sent, it would automatically say: Dear Deborah Webb.

After you review the message, and other options on the email page, click the proof button at the bottom on the left.  The proof page will provide a preview of the email.  At the bottom of the proof page, on the left, click the button: Send eMail(s), and you’re done.  The user will also get a copy of the email send.

This will open the random selection control where you enter the number of participants you want for a drug test and the number you want for an alcohol test if you need to select for both.

In the example below, 3 participants will be selected for a [Urine] drug test and 1 participant for an alcohol [Breath] test. The lab panel will be set as the NIDA-5 (standard FMCSA 5-Panel).  Don’t forget to enter the Reference (First Quarter, Second Quarter, etc.).  Below the section shown below, click the button Generate the Random.

DrugTestNetwork/RandomWare features comprehensive random selection utilities to pick participants for drug and alcohol testing to comply with drug free workplace policies or to stay in compliance with US DOT (Department of Transportation) regulations.  The application features resources to generate random selections from stand alone pools or a consortium of multiple companies. Specify annual percentage targets, for stand alone pools or consortia, and the the random selection control will automatically keep the selections on track so you will hit the annual target of participants required for both the drug and the alcohol tests.

• Search for the company
• Click the List Randoms icon for the account:
• 

When the list random page opens, enter the dates that cover the period the random selections were generated.  The example below shows random selections for 2025 for the account LB Cargo, and each random was conducted for the consortium named FMCSA Consortium:

To open the list of participants selected for the random generated on 12/08/2025, click the Open icon .

When the page opens it will all the participants selected from the account. In this case, it will only include the paricipants selected for the account and not the full list of participants from all members of the consortium. To print the page type [Ctrl]-P.  To get a list of all participants selected across all the consortium members, list the randoms for the consortium: on the main page choose the consortium in the drop down list of consortia and click the list randoms icon for the selected consortium.

You will find other report options on the page. With every report option to print a hard copy type [Ctrl]-P.

DrugTestNetwork/RandomWare features comprehensive random selection utilities to pick participants for drug and alcohol testing to comply with drug free workplace policies or to stay in compliance with US DOT (Department of Transportation) regulations.  The application features resources to generate random selections from stand alone pools or a consortium of multiple companies. Specify annual percentage targets, for stand alone pools or consortia, and the the random selection control will automatically keep the selections on track so you will hit the annual target of participants required for both the drug and the alcohol tests.

The DOT MIS Report only counts test results that match specific MIS reporting rules.
Some test results may get counted because the Reason for Testing,
Overall Qualitative Result, DOT status, Mode/Category, random
selection link, or canceled-test settings do not conform to MIS requirements.

The DOT MIS Analytics / Validation Report helps you find those
records before running the final DOT MIS Report.

To run the report for an individual account, search for the company and tap the report icon   for the account.and from the list as shown here:

To run the report for a consortium, on the main page, choose the consortium in the drop-down and tap the report icon  on the right:

When the page opens set the year the report covers.

Lower on the page, tap the report option:
DOT MIS Report Analytics: Show ONLY Tests that DO NOT conform …

• Open the DOT MIS Analytics / Show ONLY Test that DO NOT conform …
  Run the Analytics Report for the year and month range specified.
• Review tests marked an invalid and resolve the issues
  The report lists collected tests in the selected period and identifies
  records that may not be counted correctly on the MIS Report.
• Check the “Reason Invalid” message
  Each invalid record explains why it does not conform. Common issues include:
  • Missing or invalid Reason for Testing
  • Missing or invalid Substance result
  • Missing or invalid Alcohol result
  • Missing Mode or Category
  • Mode/Category inconsistent with the selected account or consortium
  • Random test linked to the wrong selection or consortium
  • Canceled test missing either the CANCEL result code or the canceled checkbox
• Edit the test result as needed
  Use the edit icon next to the record to correct the Reason for Testing,
  Overall Qualitative Result, canceled-test setting, DOT status, Mode, or Category.
• Re-run the Analytics Report
  After corrections are made, run the Analytics Report again to confirm that
  the records now conform to the DOT MIS Report requirements.
• Run the DOT MIS Report
  Once the Analytics Report no longer shows invalid records, run
  the DOT MIS Report with greater confidence that the report counts are accurate.

Key reminder

The Analytics Report does not replace the DOT MIS Report. It is a review tool
that helps identify records that may be excluded or counted incorrectly before
the official MIS report is generated.

DrugTestNetwork features automatic generation of the DOT MIS Report for Consortia, member participation, and stand alone accounts.  Users will also find complete analytic reports to confirm all reported test results conform to the requirements of the DOT MIS Report and includes data management tools to resolve any issue.

Users will also find resources to send every DOT account its MIS Report in a single request using the MIS Kiosk feature.

	DOT account: tap the people icon with a shield.
	Non-DOT account:  you will see a people icon without a shield.

A pop-up page will open where you can search for a person by name or list all participants by status: Active, Not Active, Pending:

	Click the Active icon to list all active participants.
	Click the Not icon to list all Not-Active Participants.
	Click the ALL icon to list Active, Not-Active, and Pending Participants.
	Click the clock to list Pending Participants.
	Click the Plus icon to add a new participant.
	You can also search for participants by name.

When you list or search for participants you’ll have a number of options to choose from: tap on an icon. If you hover the mouse over an icon a “tool-tip” displays that offers a brief description of the option.

	Open Participant’s Dashboard
	Open the Profile Editor to manage profile details, change status: Active, Not-Active, Pending

Participants with the status Not-Active or Pending are not included in the list for random selection.  A participant might be added as “Pending” if that person has not yet been hired; their status can be changed to “Active” once hired and engaged in safety sensitive duties.  A person with Not-Active status is someone who may have been terminated and no longer works for the company. For random selection purposes, only Active participants are included in random selections and contribute to the average number of participants, calculated across all random selections conducted, for a calendar year,  for the account or the consortium if the account is a member.

Use the Newsletter to Send each account their Current Participant List Prior to Random Selections

Before running a random selection, it’s important that client accounts have an up-to-date participant list. The Newsletter feature in DrugTestNetwork (DTN) allows you to easily send a message to multiple accounts at once with options to include their current personnel roster so it can be reviewed and updated.

Access the Newsletter Feature

1. Go to the Utilities menu
2. Select Newsletter Utilities

Step 1: Enter the Email Subject and Message

• Enter a clear Subject Line (required)
• Compose your message

Step 2: Choose Who Will Receive the Email

After the sections Message and Closing Statement, you’ll see the section: Indicate the Extent of the Broadcast.  To send the email to a consortium, select Only Selected Consortium, and choose the consortium in the drop-down.

Step 3: Include the Participant List

The newsletter allows you to include each account’s current personnel roster directly in the email.

Select one of the following options:

• Active — Only currently active participants
• Active & Pending — Includes participants not yet fully active
• ALL — Includes Active, Pending, and Not-Active participants

Step 4: Preview or Count Recipients

Before sending, you have options to verify your email:

• Preview (Show) — Opens a preview of the email
• Count — Displays how many recipients will receive the message

Step 5: Send the Newsletter

Once everything looks correct:

• Confirm recipients and participant inclusion settings
• Review your message content
• Proceed with sending the email

Workflow Tip: Preparing for Random Selection

Final Tip

Using the newsletter feature for participant updates is one of the most efficient ways to communicate with multiple accounts at once. A quick reminder before each random selection helps improve accuracy, compliance, and overall program quality.

Random Periodic Drug Testing Strategies: Individual, Color-Coded, and Horizon-Based Scheduling

In modern drug and alcohol testing programs—particularly those supporting rehabilitation, drug court, family court, DOT compliance, and employee assistance programs—effective scheduling is critical. Testing must be random, defensible, scalable, and operationally practical.

Often, scheduling approaches often fall short when programs expand or when participant requirements vary. DrugTestNetwork (DTN) introduces a comprehensive framework that automatically generates periodic testing dates to adapt to multiple program models, ensuring both compliance and efficiency.

This article outlines the core scheduling methodologies available within DTN, including:

• Individually scheduled periodic testing
• Color-coded group testing
• Fixed-date program scheduling
• Open-ended horizon-based scheduling
• Constraint-based randomization and failure handling

1. Individually Scheduled Periodic Testing

Individually scheduled testing generates a unique set of randomized test dates for each participant based on defined parameters:

• Frequency (nDays) — number of required tests
• Timeframe — number of days in the testing window

For example, a 2/14 configuration requires two test dates within every 14-day window. Each participant’s schedule is generated independently, ensuring:

• Maximum randomness
• Even distribution of testing volume
• Reduced risk of predictable patterns

This model is particularly effective when participants report to a single clinic or limited number of collection sites, as it prevents operational bottlenecks caused by concentrated testing volume.

2. Color-Coded Testing (Group Scheduling)

Color-coded testing introduces a group-based scheduling model where a predefined set of randomized dates is generated for a Color Code (e.g., Red, Blue, Green).

Participants assigned to a color inherit that color’s schedule, meaning:

• All participants with the same color test on the same dates
• Administrative overhead is significantly reduced
• Scheduling becomes standardized across groups

This model is highly effective in distributed environments where participants report to multiple clinics across a region, city, or state. However, it requires careful planning when participants share a single collection site, as simultaneous testing requirements may exceed capacity.

3. Fixed-Date Program Scheduling (Start/End Defined)

Many rehabilitation and court-ordered programs operate within a defined enrollment period. DTN supports fixed-date scheduling based on:

• Program Start Date
• Program End Date

Within this window, the system generates all required test dates according to the participant’s frequency and timeframe configuration.

This approach ensures:

• Full coverage of the program duration
• Compliance with court or clinical requirements
• Clear visibility into all upcoming obligations

Fixed-date scheduling is commonly used in:

• Drug court programs
• Family court monitoring
• Structured rehabilitation timelines

4. Open-Ended Scheduling with Extended Horizons

Not all participants have a defined program end date. For these cases, DTN introduces horizon-based scheduling, where test dates are generated forward into the future without requiring a fixed end date.

A configurable horizon (e.g., 90 days, 6 months) ensures that participants always have upcoming scheduled tests while avoiding unnecessary long-term projections.

With Nightly Extension enabled:

• The system automatically extends future dates as time progresses
• Participants never “run out” of scheduled tests
• Administrative intervention is minimized

Additional logic prevents excessive generation by skipping participants whose schedules already extend sufficiently into the future.

5. Dynamic Rescheduling and Parameter Changes

When a participant’s testing requirements change—such as frequency or timeframe—DTN treats the update as a new scheduling profile.

The system:

• Deletes all future scheduled dates (typically from tomorrow forward)
• Regenerates dates using the updated parameters

This ensures:

• Consistency with current program requirements
• No overlap or conflict with prior scheduling logic
• Clean transition between testing protocols

6. Constraint-Based Randomization

DTN’s scheduling engine incorporates real-world constraints to ensure both compliance and practicality:

• Exclusion of specific days (e.g., weekends or holidays)
• Exception calendars (e.g., clinic closures, holidays)
• Non-consecutive day rules
• Daily capacity balancing across participants

These constraints are applied during date generation to produce schedules that are both random and operationally viable.

7. Failure Handling and Audit Transparency

In certain scenarios, it may not be mathematically possible to generate all required test dates within a timeframe due to constraints.

Rather than failing silently, DTN:

• Logs the issue with detailed reason codes
• Continues generating remaining viable dates
• Provides reporting for administrative review

This ensures transparency and allows program managers to take corrective action when necessary.

8. Operational Efficiency and Industry Impact

The combination of individual scheduling, color-coded grouping, and horizon-based automation positions DTN as a comprehensive solution for modern testing programs.

Key benefits include:

• Scalable scheduling across thousands of participants
• Reduced administrative overhead
• Improved clinic load management
• Enhanced compliance with regulatory and judicial requirements
• Defensible randomization methodologies

Whether managing a small rehabilitation program or a large multi-site testing network, DTN provides the flexibility and control required to maintain both efficiency and integrity.

Conclusion

Periodic drug and alcohol testing is no longer a one-size-fits-all process. Programs vary in size, structure, geography, and compliance requirements.

By supporting multiple scheduling strategies—including individual randomization, group-based color coding, fixed program timelines, and automated horizon extension—DTN enables organizations to design testing protocols that align with their operational realities.

This flexibility, combined with robust constraint handling and audit transparency, establishes DTN as a leading platform in the drug testing and rehabilitation monitoring industry.