This article will walk you through how to do almost every task you would need to use in AIS. This information can be used as a standalone reference or as a supplement to the AIS training course.

Full Step-by-Step Instructions for Adding a DER and Setting Up Access

1. Search Client 

• Make sure the client has already been added to the system.
  

2. Navigate to the “Employees” Section

• From the system dashboard, click on “Employees.”
  

3. Add a New Employee

• Open the Menu and click “Add Employee.”
  
• Begin entering the DER’s information:
  
  • Name: e.g., John Smith
    
  • Employee ID: Can be any value (user-defined or based on company records)
    

4.  Understand the Two Types of Employees

• The system distinguishes between:
  
  • Company Contacts (e.g., DERs, admins)
    
  • Test Subjects (individuals undergoing drug/alcohol testing)
    
• A single person can fulfill both roles — for example, a DER who is also a driver being tested.
  

5. Determine “Eligible for Randoms”

• If this box is checked, the person will appear in the testing pool.
  
• If unchecked, they will not be listed for testing purposes.
  

6. Assign Employee Type

• Scroll down and set the employee’s type:
  
  • Most common: DER
    
  • Other possible roles: Test Requester, Random Management, Owner
    
• Select based on their duties.
  

7. Set Primary Location

• Choose the primary location associated with the employee.
  
  • This should be the location previously assigned to the client.
    

8. Save the Employee Record

• Click “Save.”
  
• ⚠️ Important: At this stage, there is no email associated with the employee.
  

9. Add Email Address

• Email is required for login and system access.
  
• Click to edit the contact and enter their email:
  
  • Example: johns@fastestlabs.com
    
• Click “Save.”
  

10. Unlock the User Account

• To enable system access:
  
  • Unlock the user account
    
  • Set their role(s) appropriately.

11. Assign Roles

You can choose from several roles depending on responsibilities:

Role Name	Description
DER Company	Basic access for DER at a company-wide level
DER Group Pool Admin	Pool-level admin access for managing randoms/test pools
Schedule Drug Tests	Can schedule tests for the company only
View Results Only	Can view results but cannot schedule

• 
  You can combine roles — for example:
  
  • DER Company + DER Group Pool Admin
    

12. Save Role Configuration

• Once roles are selected, click “Save.”
  

13. Password Setup

• You can either:
  
  • Generate a password automatically
    
  • Manually create one and show password
    
• After setting the password, click “Save.”
  

14. Final Note

• The setup is complete. What follows depends on the access level and next actions required by the DER.
  

Step-by-Step Guide: Adding a New Company

1. Access the Company Setup

• Click on the “Companies” tab in the navigation menu.
  
• Click the blue menu button.
  
• Select “+ Add Company” from the dropdown.
  

2. Enter Basic Company Information

• Company Name: Enter the full name of the client company.
  Example: Smith Air 
• Company Code: Format should be:
  Clinic ID/ company name
  Example: 101TX-SMI2
  
• Ensure the “Active” toggle is turned ON.

3. Specify Company Type and DOT Status

• Type: Click and select “Customer.”
• If the company is a DOT-regulated client, enter their US DOT# in the corresponding field.
  
• 4. Configure Drug Testing Options

Under the “Drug Testing” section:

• Select the first three checkboxes:
  
  • Likely options may include Pre-Employment, Random, and Post-Accident (confirm exact names in UI).
    

5. Set Agreement Dates

• Under the “Dates” section:
  
  • Enter the Client Start Date (i.e., the date they signed the service agreement).

6. Click “Next”

• Proceed to the Location Details screen.

7. Add Primary Location Information

• Location Name: Same as the company name.
  
• Location Code: Same as the company code (e.g., 101TX-SMI2).
  
• Input the following:
  
  • Address
    
  • City
    
  • State
    
  • Zip Code
    
  • Company Phone Number
    
• Under Type, select “Work.”

8. Save the New Company

• Click “Save” at the upper-right corner of the screen to complete the setup.
  

Adding a DER

1. Navigate to the Company Portal

• Log into the system.
  
• Select the appropriate client/company portal.

2. Open the Employees Section

• Click the “Employees” tab from the menu.
  
• Click the blue menu button.
  
• Select “+ Add Employee.”

3. Enter DER Information

• First Name / Last Name: Enter the DER’s full name.
  
• Employee ID: Input a unique identifier for the DER.
  
• Ensure “Active” is set to Yes.

4. Random Testing Eligibility

• Eligible for Randoms: Set to Yesonly if the DER is also an owner-operator (i.e., subject to testing).
  
  • Otherwise, leave unchecked.
    

5. Complete Contact Information

• Fill in the following fields:
  
  • Email Address
    
  • Phone Number

6. Set Employee Type and Location

• Under Contact Employee Types, select “DER.”
  
• Under Primary Location, input the Company Name in this format:
  Example: 101TX-SMI2- Smith Air
  

7. Save the Employee

• Click the “Save” button in the upper-right corner.
  

8. Open the DER’s Profile

• Locate the newly added DER in the employee list.
  
• Click the pencil icon next to their name to open their profile.
  

9. Unlock User Account

• Once inside the DER’s portal:
  
  • Click the blue menu button.
    
  • Select “Unlock User Account.”
    

10. Assign Security Roles

• Under the Security Roles section:
  
  • Select the appropriate role(s) for the DER.
    
    • Common options may include DER Company, DER Pool Admin, etc.
      

11. Send Temporary Password

• Click the blue menu button again.
  
• Select “Reset Password.”
  
  • This will automatically send the DER a temporary password and a login link to AIS.

Step-by-Step Guide: Setting Up Notifications

1. Access the Client’s Portal

• Log in and navigate to the specific client’s portal.
  

2. Open the Notifications Section

• Click on the “Notifications” tab.
  
• Click the blue menu button.
  
• Select “+ Add New Notification.”
  

3. Configure the Notification

• Subscriber: Choose DER.
  
• Type: Select Email.
  
• Frequency: Choose Immediately.
  
• Scope: Select Company.
  

4. Select Notification Types

• Under the Notification list, select all that are required.
  
  • Example: Report – Drug Test – Authorization Form.
    

5. Save the Notification

• Click “Save” in the upper-right corner.

Step‑by‑Step Guide: Creating a Random Pool

1) Open Pools and Start a New Pool

• Navigate to the Pools tab.
  
• Click the blue menu button.
  
• Select Add Pool.
  

2) Complete Pool Basics

• Pool Name: Enter the company name.
  
  • Example: Smith Air
    
• Pool ID Code: Use the Company Code.
  
  • Example: 101TX-SMI2
    
• Pool Admin: Select the Clinic Manager.
  
• RegMode (Regulatory Mode): Choose the DOT agency the company falls under.
  
  • Example: FMCSA (for motor carriers)
    

3) Configure Alternates

• Number of Alternates: Base this on roster size.
  
  • Example: With 35 active employees, set 10 alternates.
    
  • Why: Alternates cover no‑shows or ineligible employees at draw time.
    
• Number of Alternate Type: Select Number of Eligible Employees.
  Tip: Some companies won’t need alternates. Use your judgment based on risk of no‑shows and testing logistics.

4) Set Frequency and Dates

• Test Frequency: Select Quarterly.
  
• Begin On: Choose the first day of the quarter.
  
  • Examples: Jan 1, Apr 1, Jul 1, Oct 1
    
  • The End Date will populate automatically.
    

5) Random Selection 1 (Drug Testing)

On the right side configuration panel:

• Specimen Type: Select Urine.
  
• Select Donor Type: Choose Percentage of Employees.
  
• Select Donors: Enter 55 (this is 55% per draw).
  
• Annual Target: Enter 50%.
  

Why 55%? Choosing a per‑draw percentage slightly above the annual target helps ensure you meet the 50% annual requirement after accounting for missed or ineligible tests.

6) Random Selection 2 (Alcohol Testing)

• Specimen Type: Select Alcohol.
  
• Select Donor Type: Choose Percentage of Employees.
  
• Select Donors: Enter 15 (this is 15% per draw).
  
• Annual Target: Enter 10%.
  

Why 15%? A small buffer above the 10% annual alcohol target helps maintain compliance.

7) Save the Pool

• Click Save
  

8) Associate the Pool to the Company

• Return to the Company Portal.
  
• Go to the Details tab.
  
• Find Random Selection Pool.
  
• Random Pool: Open the dropdown and select the pool you just created
  (It should be titled with the company name.)
  
• Click Save.

Step‑by‑Step Guide: Managing a Random Program

1. Open the Company’s Pool

• Go to the Pools tab.
  
• Search for and open the company’s pool.
  
• Stay on the Details tab.
  

2. Generate a Random Selection

• Click the blue menu button.
  
• Select Generate Random Selection.
  
• At the top of the page, click OK → then OK again to confirm.
  
• Wait for the success toast: “Random selection created successfully.”
  

3. Review the Selection

• Click the Selections tab.
  
• Note the number of donors selected.
  
• On the far right of the selection row, click the pencil icon to open it.

4. View Selected Donors

• Open the Donors tab to see the list of names selected.
  

5. Schedule All Donors for Testing

• Click the blue menu button.
  
• Choose Schedule All Donors for Testing
  (this creates an authorization form for each selected donor).
  
• Click OK to confirm.
  
• Choose Send Authorization Form via Email, then click Schedule.
  

6. Confirm Scheduling

• Return to the Selections tab.
  
• Verify the selection now shows scheduled (dates/status visible).
  

7. Access Authorization Forms

• Go to the Testing tab.
  
• Search for the company.
  
• All authorization forms should be listed.
  

8. Email Authorization Forms (Optional)

• Check the box next to each donor’s name.
  
• Click the blue menu button → Reports → Authorization Form.
  
  • This action emails the form to the client.
    

Step-by-Step Guide: Ordering a Drug Test

1. Start a New Test Order

• Log into the system.
  
• Click “Schedule Test” located at the top right of the page.
  

2. Select Company and Location

• Company: Choose the company requesting the test.
  
• Location Code: Enter the correct location code for the company.
  

3. Choose a Collection Site

• Search for a site by entering a ZIP code.
  
• Scroll to the bottom of the page to see available testing locations.
  
• Select the collection site where the test will be performed.
  

4. Enter Donor Information

• After selecting a site, you’ll be taken to a second page.
  
• Input the donor’s:
  
  • First and last name
    
  • Reason for testing (choose from the dropdown list)
    
  • Expiration date (if needed)
    

5. Confirm Scheduling

• Click the Testing tab.
  
• Select Scheduled to verify the donor appears in the scheduled list.
  

Steps to Run an MIS Report in AIS

Follow the instructions below to generate and send a DOT MIS Report for a client using the AIS system.

1. Log in to AIS

• Open AIS and log in with your credentials.
  

2. Access the Client’s Account

• Click on the “Companies” tab.
  
• Locate and select the company that is requesting the MIS report.
  

3. Open the MIS Report Menu

• Once inside the company profile, click on the blue menu button (usually located in the upper-right corner).
  
• From the dropdown list, select “MIS Report.”
  

4. Set the Date Range

• Use the date filter to select the appropriate time period:
  
  • If the client is requesting a quarterly report, select the dates for that specific quarter.
    
  • If the client is requesting an annual report, adjust the dates to cover the entire year.
    

5. Select the Regulatory Mode

• Under “Reg Mode,” select the correct DOT agency for your client.
  (Examples: FMCSA, FAA, FRA, PHMSA, or FTA)
  

6. Download and Review the Report

• Click Download to generate the MIS Report.
  
• Review the downloaded report to ensure all information (testing data, dates, and totals) is accurate.
  

7. Send the Report to the Client

Once verified, email the report to your client.