What Is Fleet Management Software?
Fleet Management Software is a computerised tool designed to automate fleet management operations. It allows fleet managers to store and analyse all vehicle and driver data in one place. Enabling businesses to achieve optimal performance and efficiency from their fleet. With tools and data at their disposal, fleet managers can make better-informed decisions. Whether they’re managing a small fleet of company cars and vans or a large fleet of HGVs and trucks. Fleet Management Software provides the capabilities to:
- Track vehicles and drivers in real-time
- Analyse and improve driver behaviour
- Reduced vehicle downtime through preventative maintenance
- Minimise maintenance, servicing, and MOT costs
- Reduced vehicle running costs such as fuel
- Improve the safety of vehicles and drivers
With Fleet Management Software, all fleet operations are centred around data collection. Whether that be the real-time vehicle location or planned maintenance schedules. All data is stored in a centralised dashboard, which is accessible to all users. Either via a computer or a dedicated mobile app. Essentially pushing the estimated fleet management market worth to $34 billion.
What Are the Benefits of Using Fleet Management Software?
Fleet Management Software offers multiple vehicle and driver management capabilities. Enabling fleet managers to have complete control over their entire fleet operations. With their objective being to maximise productivity and reduce operational costs. Fleet Management Software allows businesses to take an automated data-led approach. Resulting in multiple benefits, such as:
Increasing Fleet Visibility
Using spreadsheets or pen-and-paper to manage fleet operations can be damaging. One key area that suffers from manual-based methods is fleet visibility. But, Fleet Management Software provides the tools to gain data-driven insights into fleet processes.
By leveraging GPS and telematics tools, fleet managers can access real-time data in one place. Including odometer readings, vehicle inspection reports, tyre management, and fuel usage. Enabling users to determine the health, cost, and location of fleet assets. By using fleet telematics tools such as GPS trackers and in-vehicle sensors, fleet managers can:
- Track vehicles and other assets in real-time
- Improve route optimization for deliveries
- Export idling, fuel usage, and vehicle inspection reports
- Track driver deviation from planned routes
- Apply safety measures
Optimising Vehicle Lifecycle
A data-driven approach to fleet management allows companies to improve vehicle lifecycle management. It enables fleet managers to implement vehicle lifecycle strategies. Helping them to make informed decisions about each stage of a vehicle’s useful life. Including planning, purchasing, operation, maintenance, and disposal.
The objective of optimising vehicle lifecycle management is to improve efficiency and reduce costs. Essentially generating a greater return on investment (ROI). With automated vehicle management tools, fleet managers can:
- Improve budgeting for fleet purchases
- Avoid emergency repair costs with planned inspections and maintenance
- Reduce unplanned downtime of vehicles
- Calculate depreciation, scrap, and resale values
- Create vehicle replacement policies
- Cycle vehicles at the right time
Improving Driver Management
Effective driver management can save companies thousands of pounds each year. Fleet Management Software makes it easy to store driver data in one system. With telematic tools, users can collect and analyse data to improve driver management. Including driver history, licence checks, and risk assessments. As well as driver habits such as idling, erratic driving, speeding, and harsh braking.
By collecting driver data, fleet managers can analyse and generate driver performance reports. Allowing them to eradicate risky driver habits and encourage safer driving through feedback and training. This reduces the risk of accidents. As well as excessive costs such as fuel consumption and maintenance.
Managing Fuel Usage
A common overhead for fleet operations is fuel, contributing to 30% of total outgoing. Fleet Management Software provides the capabilities to help optimise fuel usage. Promoting a more eco-friendly environment. By tracking fuel spending, companies can reduce fuel costs by 68%.
Telematic tools are used to monitor excessive fuel burn. Typically caused by driver habits such as harsh braking and excessive idling. Fleet managers can gain insight into routes that generate excessive fuel costs. Helping them to optimize routes for better fuel efficiency. As well as highlighting vehicles that are consuming more fuel than others. Indicating that vehicles need to be serviced or replaced.
Fleet managers can also receive alerts regarding each drivers’ fuel usage. Letting them see how much fuel is being used in real-time. As well as being notified when a fuel card has been used. Helping to cross-check fuel claims with distance-covered data and receipts.
Automating Vehicle Maintenance
Fleet maintenance is essential for keeping vehicles in optimal working condition. Ensuring they’re safe and increasing reliability. Meaning vehicles are kept on the road for longer. Fleet Management Software provides the tools to implement effective maintenance schedules. This helps to reduce costs associated with emergency repairs and breakdowns. As well as allowing maintenance teams to switch from reactive to proactive maintenance plans.
Preventive maintenance strategies help to avoid excessive repair costs. Resulting in increased vehicle uptime and prolonged vehicle lifecycle. Preventive maintenance ensures regular maintenance and inspections are performed. Reducing the risk of vehicle failure. Fleet telematics can be utilised to build an effective maintenance strategy. They can provide data regarding:
- Vehicle activity
- Mileage and usage
- Engine diagnostics and health
- Service, inspection, and MOT dates
Without a proactive approach to maintenance, vehicles risk failing safety checks. As well as falling victim to unplanned downtime and costly repairs. Ensuring maintenance is carried out is essential for avoiding delays that can hamper operations. An estimated £727 is lost per day per vehicle in the UK because of maintenance downtime.
Improving Health, Safety, and Compliance
Fleet Management Software helps to ensure all fleet assets meet health and safety protocols. Two main areas that will concern fleet managers are vehicle safety and driver safety. A large part of ensuring vehicle safety is through regular maintenance. Vehicles need to pass safety inspections, MOTs, and services before they can be in operation.
Fleet management systems can utilise telematics when improving driver safety. Tools include GPS trackers, onboard dash cameras, and speedometers. These help to analyse driver habits and improve road safety through training. Ensuring driver records are up-to-date is also key. Users who access the system can see drivers at high risk due to health issues or working hours.
Key Fleet Management Software Features Needed to Meet Vehicle and Driver Goals
Fleet Management Software enables fleet managers to improve the efficiency of their operations. But, this is only possible with access to the right vehicle and driver management features. Key features found in most fleet management systems include:
GPS Vehicle Tracking
The use of GPS and telematic tools allow fleet managers to track vehicles in real-time. Data is then stored within a fleet management system to provide further insight and analysis. This can include real-time locations, historical locations, and driver habits. Such as route deviation and excessive idling. Vehicle tracking features enable multiple capabilities, including:
- Filtering live data by time, day, location, and work order
- Providing map and satellite views
- Integrating with data such as fuel usage and tyre management
- Setting custom geofence alerts
- Getting arrival and departure notifications
Asset Management
Fleet Management Software provides the capabilities to improve asset management. Asset management and asset tracking tools allow businesses to store all asset-related data in one place. Effectively creating a detailed asset register to help keep track of vehicles and equipment. This allows users to view, update, and edit asset information at any time.
Storing data in one place makes it easier to analyse and evaluate fleet operations. Including vehicle reliability, purchasing information, and maintenance checks. Having an asset management feature allows businesses to know the total cost of owning an asset. It provides greater insight into tracking costs such as:
- Fuel
- Maintenance
- Lease payments
- Depreciation
- Scrap value
- Insurance
- Registration
Asset management features can also be used to track smaller fleet assets. These include field assets, equipment, and tools. Keeping this data in a centralised system can help improve collaboration. This is particularly helpful in industries such as construction and manufacturing. Who use Fleet Management Software to track moveable machinery and equipment.
Fuel Management
A key aspect of improving fleet management is to reduce costs. A fluctuating cost that affects all fleet operations is fuel. Fleet Management Software provides the tools necessary to improve fuel management. Helping to reduce the usage of fuel and improve fuel efficiency in vehicles. With fuel management, fleet managers can:
- Integrate fuel card data
- Receive real-time fuel economy data
- Track cost-per-mile
- Identify leaks and theft
Route Planning and Management
Route planning determines the shortest and most fuel-efficient route for drivers. Effective route planning can be used to plan a round-trip, such as a courier’s delivery route. Its purpose is to help save on costs and minimise vehicle wear and tear. It does this by reducing the number of miles a driver needs to travel. Several factors can determine route management, including:
- Vehicle capacity
- Road traffic
- Drop points
- Delivery windows
Once the most efficient route has been planned, it can then be dispatched to a driver. If the driver attempts to alter a route, fleet managers are alerted.
Trip Log and Mileage Tracking
By using telematics like GPS trackers and odometers, fleet managers can track vehicle mileage. Mileage data is stored in a trip log feature to provide historical trip data. Trip logs provide an insight into how vehicles are used and how many miles they have accumulated. This helps to track fuel usage as well as determine planned servicing and maintenance.
Notifications and Alerts
Real-time alerts are an important feature of Fleet Management Software. They’re used to notify users about various situations. Including drivers, vehicles, maintenance, and safety.
Driver Alerts
- Driver bans
- Penalties and fines
- Licence checks
- Working hours
Maintenance Alerts
- Inspection failures
- Breakdown reports
- Engine issues
- Repairs required
Compliance Alerts
- MOTs due
- Servicing dates
- Safety inspections
- Expiring insurance and warranty policies
Load Optimisation
Knowing a vehicles weight threshold, volume, and dimensions, helps to create a vehicle loading plan. This improves fleet operations in several ways. Including route planning and time management. With fleet managers able to determine the exact load time of cargo. An example of an operation that relies on load optimisation is a courier service. The cargo stored in a vehicle needs to be stacked in order of a planned route. An item being delivered first will need to be stacked in the most accessible way, and so on.
Who Uses Fleet Management Software?
Fleet Management Software impacts multiple areas and job roles in an organisation. Most teams in a fleet operation can benefit from various types of vehicle and driver data. Users that benefit from a field service management system include:
Fleet Managers
Fleet Management Software is a useful tool for both experienced and new fleet managers. It allows them to gain complete visibility of fleet assets. Meaning time-consuming and error-prone spreadsheets are a thing of the past. Fleet managers can view real-time location data, track fuel usage, and automate maintenance. Enabling them to improve collaboration and identify cost-saving opportunities.
Maintenance and Compliance Teams
Maintenance managers can schedule routine inspections and services based on vehicle data. Using telematics, they can identify when a vehicle needs maintenance. Helping to eliminate breakdowns and reduce downtime. Compliance managers can also use Fleet Management Software to improve health and safety protocols.
Health and Safety Teams
Safety staff can access driver profiles to ensure all drivers are correctly trained. Allowing them to run risk assessments and avoid mishaps. They can analyse data such as driver health, licence checks, and working hours.
Finance Teams
Accountants use Fleet Management Software to ensure financial records are correct. They can access invoices, fuel cards, timesheets, and driver receipts. Using data to align with tax and VAT regulations.
Directors and Executives
Business owners and high-level staff can view their entire fleet operations from one dashboard. It provides them with details regarding all processes within the business. Allowing them to highlight key performance indicators and make improvements.
Fleet Management Software can also be used across multiple industries and sectors. Allowing individual businesses to benefit from managing and tracking fleet assets. Industries that benefit from using a fleet management system include:
- Construction. Site managers can track equipment, tools, and machinery across multiple sites.
- Field Service Providers. Field service companies can ensure technicians make it to a job on time and meet SLAs.
- Delivery and Courier Services. Couriers can provide reliable service with optimised delivery routes and dispatch schedules.
- Education. School staff can know if school bus fleets have passed safety and maintenance inspections.
- Food & Beverage. Food services use Fleet Management Software for load optimisation and route planning to ensure timely deliveries.
- Government and Councils. Track public service fleets such as waste management and healthcare services.
- Transportation. Bus, taxi, and train fleets can automate maintenance to reduce downtime and avoid delays.
- Vehicle Leasing Companies. Vehicle leasing operations can access all lease information in one place.
- Vessel. Vessel fleet managers can guarantee safety through maintenance and inspections before setting sail.
How to Find, Shortlist & Compare the Best Fleet Management System for Your Business
Whether you’re switching from an outdated fleet management system or ditching spreadsheets, Fleet Management Software has the tools to help automate and digitise your fleet operations.
Fleet Management Software is used by fleet managers and business owners to improve the way they track, manage, and maintain company vehicles. It stores all vehicle and driver data in one place, allowing businesses to keep on top of all their fleet operations.
When searching for Fleet Management Software, there are several factors to consider. Considerations can be based on the product and vendor, as well as the type and size of the fleet operation. Not to mention the key features that are essential for ensuring processes run smoothly.
Identify Features Needed to Close Driver and Vehicle Management Gaps
Typically, the motive for deploying Fleet Management Software is to improve operations. It is a tool implemented to replace old fleet management systems or spreadsheets. Once the need for an automated system is recognised, businesses can begin to pinpoint challenges. This could be a lack of vehicle tracking data or having a costly reactive maintenance strategy.
Once challenges have been identified, decision-makers will know what they require from a fleet management system. An effective way to do this is to create two groups; essential features and non-essential features.
- Essential Features. These are core requirements that are needed to achieve management and maintenance goals.
- Non-Essential Features. These are features that would be nice to have and may improve fleet operations in the future.
Understanding core requirements ensures a more focused approach when finding software options. Most Fleet Management Software vendors offer tools with different variations of features. For instance, some products focus entirely on real-time vehicle tracking. Whereas others focus more on fuel management and maintenance.
List Vehicles, Equipment, and Other Fleet Assets to Track
As well as vehicles and drivers, companies have other fleet assets they want to monitor. These include trailers, machinery, tools, and equipment. As well as accessories used in vehicles such as dashcams and CB radios. Identifying what assets need managing can improve collaboration and efficiency. Allowing all asset data to be viewed, updated, and edited in one system.
Plan for a Future-Proof and Scalable System
Fleet managers will soon be responsible for a variation of vehicles and assets. Including electric vehicles (EVs) and autonomous vehicles (AVs). In a bid to lower fuel consumption, increase productivity, and reduce road accidents. But AVs can provide challenges, such as higher insurance premiums and maintenance costs. These areas need to be considered when choosing fleet management technology.
Another problem that vendors may face with AVs is the amount of data storage needed. They’ll collect data such as locations, soundings, and routes. For instance, Google’s self-driving cars will collect nearly 1GB of data every second. Data collection could prove tough for some vendors. In this case, it’s important to know a vendor’s costs and limits on data storage.
Take Note of a Vendor’s Experience and Knowledge
Understanding a vendor’s experience and history is a good indication of how reliable a product is. Look at what training and support they offer, either hands-on coaching or video demonstrations. To identify a vendor’s expertise, ask about their knowledge of fleet compliance certificates, such as:
- DVSA (Driver and Vehicle Standards Agency) and FORS (Fleet Operator Recognition Scheme)
- If they operate within UK and EU laws for cross-Europe travel
- Experience in HGV operating licences and the Van Excellence scheme
Look for a Free Trial or Demo Before Purchasing
Free trials are a great way to see how a fleet management tool works before committing to buy. Fleet managers and decision-makers can also see if a tool meets their requirements. Then can gauge certain aspects of the system and ask questions such as:
- Is It easy to use?
- Does it feel familiar?
- Is training required?
- Does it provide the right features?
- Does it work on a mobile app?
- Is it scalable?
- Does the vendor offer 24/7 support?
