Compare the UK’s Best Fleet Management Software to Improve Your Vehicle Tracking & Monitor Driver Behaviour

What Type of Fleet Assets Are You Looking To Manage?

Find Fleet Management Software With Comparesoft

Find a fleet management solution in minutes

Find a Fleet Management Solution In Minutes

See product images, brochures, and demos before you buy to help find the best system for you

Shortlist & compare multiple systems at once

Shortlist & Compare Multiple Systems At Once

Build a customised shortlist of products and compare prices, features, users, and more

Get recommended the best tools for you

Get Recommended the Best Tools For You

We recommend products based on budget, desired features, users, and implementation timescales

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

Fleet telematics are used for GPS Vehicle Tracking

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?

Helpful Guides For Fleet Managers & Fleet Management Software Users

How to Reduce Fleet Fuel Costs With Effective Vehicle and Driver Management

How to Reduce Fleet Fuel Costs With Effective Vehicle and Driver Management

Fuel costs can take a huge chunk out of your fleet costs. So, here’re 6 proven methods to help reduce your fuel costs & vehicle consumption.

Best Fleet Maintenance Practices for Maximising Vehicle Uptime

Best Fleet Maintenance Practices for Maximising Vehicle Uptime

Learn how to build the best fleet maintenance plan that will help to improve vehicle uptime with the use of telematics, Fleet Management Software, and preventative maintenance tools.

4 Uses of Fleet Telematics to Improve Vehicle Maintenance and Management

4 Uses of Fleet Telematics to Improve Maintenance and Management

Discover 4 ways that a fleet telematics system can help to enhance and revolutionise the management and maintenance of a fleet vehicle.

Why GPS Trackers Are the Key to Efficient Fleet Management

Why GPS Trackers Are the Key to Efficient Fleet Management

Efficient fleet management is essential for transportation & distribution companies, and GPS fleet tracking tools could be the solution.

5 Proven Ways to Maximise Your HGV Fleet Uptime

5 Proven Ways to Maximise Your HGV Fleet Uptime

These 5 methods mean you’ll be able to take the necessary measures to maximise your HGV fleet uptime & avoid harmful vehicle downtime.

What Is DVSA Fleet Compliance and How to Earn It

What Is DVSA Fleet Compliance and How to Earn It

Being a compliant DVSA vehicle operator is essential for fleet operators. But what is it? And how can DVSA earned recognition be achieved?

Top Challenges Facing New Fleet Managers and How to Solve Them

Top Challenges Facing New Fleet Managers and How to Solve Them

Being responsible for a fleet of business vehicles can pose many challenges for a new fleet manager. But that’s where fleet management software can help.

Fleet Management FAQs

What Is the Best Fleet Management Software?

Finding the best Fleet Management Software depends on a business’s fleet operations. As they aim to improve the efficiency of their vehicle and driver management tasks. Keep in mind that what may be the best fleet management system for one company, may not be the best solution for others. Factors to consider when choosing a fleet management solution for include:

  • The vehicles in a fleet (cars, HGVs, buses, trucks, etc.)
  • The size of a fleet
  • Type of maintenance required
  • Fleet telematics required
  • The number of drivers employed

How Much Does Fleet Management Software Cost?

The cost of Fleet Management Software depends on multiple factors. Including a business’s requirements and a product’s capabilities. For instance, off-the-shelf software will be cheaper than a custom-built fleet management tool.

The cost of fleet management can also depend on the vendor. Some vendors supply cheaper packages with fewer features, such as RAM Tracking. Others provide free demos like GPS Insight and Rhino Fleet Tracking.

Typically, Fleet Management Software costs are supplied on a subscription payment option. This will include add-ons such as base and user fees. Fees can also be added on as businesses look to scale their operations. Prices can range from as low as £5 per user per month to upwards of £50 per user per month.

What Are the Benefits of Fleet Management?

Fleet management software is an effective solution to help keep fleets well-managed. With the option for future growth and sustainability. There are many benefits to deploying a fleet management system. These range from improved maintenance to tracking drivers. Other benefits include:

  • Real-time visibility of vehicles and drivers
  • Improved fuel efficiency and spending
  • Automating routes and implementing geofences
  • Prolonging the life cycle of fleet assets
  • Improving the safety of drivers

How Can Fleet Management Software Improve Vehicle and Fleet Maintenance?

Regular fleet maintenance is crucial for keeping vehicles on the road for as long as possible. Without it, businesses face multiple risks in their fleet operations. Including failed MOTs and services, costly unplanned downtime, and failure to ensure the safety of drivers. The capabilities of a fleet management solution enable fleet managers to improve their fleet maintenance tasks. Essential tools for achieving this include:

  • Automated vehicle data collection with fleet telematics
  • Preventive maintenance strategies
  • MOT and service scheduling
  • Driver tracking to prevent wear and tear

What Does a Fleet Manager Do?

Also referred to as transport manager or vehicle manager, the role of a fleet manager is crucial to making sure a business’s fleet processes run smoothly. A well-managed fleet is the priority of a fleet manager. Resulting in reduced running costs, improve safety and compliance, and higher customer satisfaction rates. With Fleet Management Software, a manager’s role becomes more precise and effective. Key responsibilities include:

  • Setting dispatch schedules
  • Ensuring compliance and safety
  • Scheduling vehicle maintenance
  • Ensuring vehicle insurance, service, and MOTs are kept up-to-date
  • Route management and planning

What Are the Challenges of Managing a Fleet Without Fleet Management Software?

Fleet Management Software helps to reduce challenges associated with managing a fleet. It is designed to help track, maintain, analyse, and manage vehicle and driver data in one place. With the purpose to prolong vehicle life cycles, reduce risks, and enhance productivity. But, without the use of a computerised tool, fleet operations can suffer.

Managing a pool of five to ten vehicles is not a difficult task for an experienced fleet manager. But, when that fleet consists of hundreds or thousands of vehicles, it can quickly become overwhelming. As well as not knowing if the investment of acquiring vehicles is paying off.

There are also uncontrollable external influences that can affect the way a fleet operation works. Including fluctuating fuel prices, an uncertain market, and changes to transport legalisation. As well as external factors, challenges facing fleet operations lie closer to home. Typical challenges that a fleet manager faces include:

Tracking Vehicles and Drivers in Real-Time

Fleet telematics provide the ability to have complete visibility of a fleet in real-time. This is essential for businesses looking to maximise productivity. But, without these tools, visibility becomes blurry. Fleet managers have to rely on the word of drivers and customers to collect data.

Typical costs of a fleet operation

Staying Compliant with Transport Regulations

In preparation for audits and insurance claims, a paper trail for each vehicle is required. This requires documents such as safety checks, service reports, and maintenance records. With regulations changing, businesses also need to keep on top of legal requirements. A law that came into practice in 2017 was the Electronic Logging Device (ELD) mandate. This requires commercial vehicle operators to record Hours of Service (HOS) electronically.

Preparing for Future Fleet Management Trends

On top of maintenance plans and legal compliance, businesses need to be mindful of industry trends. This includes planning for the use of autonomous vehicles (AVs) and electric vehicles (EV).

Can Fleet Management Software Right Be Used in Small Businesses?

Managing the operations of a small fleet of vehicles is just one of many jobs for a small business owner. With little-to-none fleet management experience, the running and upkeep of a small fleet can easily be forgotten. But, that doesn’t make fleet management any less important.

Managing vehicles and drivers is a huge responsibility for any business, big or small. It allows helps focus on the health and safety of employees and ensure compliance. While also being a good potential source of income, too.

Small businesses strive to keep operating costs to a minimum. With this in mind, owners may be unsure about purchasing a fleet management solution. But, there are several tools available for businesses with a small budget. For instance, products can be specifically designed for operations that have only a small number of fleet vehicles. As well as providing affordable pricing models, such as usage-based and monthly subscriptions.

What Are the Capabilities of a Fleet Tracking System When Used to Track Vehicles and Drivers?

Having a tracking system in place is an efficient way to collect accurate data and improve overall fleet operations. With telematics such as GPS trackers, detailed real-time vehicle and driver data can be stored in one place.

Fleet tracking software provides multiple benefits for all types of businesses. For instance, delivery services can use tracking data to provide customers with accurate driver locations and arrival times. Helping to increase customer satisfaction and provide digital proof of service.

Tracking Vehicle Usage

Beyond commercial purposes, fleet tracking systems can also provide real-time data regarding a vehicle’s usage and condition. Fleet managers can see when a vehicle is being used, how often it is in operation, and by which driver. Allowing them to identify which vehicles are operating at maximum efficiency. As well as having access to maintenance reports and being alerted when a vehicle needs servicing.

Can a Fleet Management Tool Help Build a Preventive Maintenance Schedule to Reduce Vehicle Downtime?

Unplanned downtime and costly repairs are damaging for both fleet operations and the company’s bottom line. By implementing a preventive maintenance schedule, these issues can be avoided and even improved upon. Especially when paired with the right Fleet Management Software tool.

Although preventive maintenance schedules can be built using spreadsheets, they can be insufficient and disorganised. This results in vehicles missing routine maintenance and service inspections. Leading to downtime, huge repair costs, and pricey vehicle replacements. These same problems appear when initiating a reactive maintenance approach to rectify vehicle breakdown.

But, with a fleet management tool and preventive maintenance schedule, fleet operations become easier to manage. There are many benefits to implementing this type of maintenance solution, including:

Reducing Vehicle Repair Costs

Although maintenance and services appear expensive, they’re going to help you in the long term. By maintaining a fleet, fleet managers can ensure the future health and prolonged usability of each vehicle. As opposed to reacting to a breakdown and spending on repairs that haven’t been forecasted.

Reducing Fleet Fuel Costs

Not only will the repairs budget appear healthier, but so will a fleet’s fuel usage. By keeping vehicles properly maintained and optimal, their fuel efficiency will increase. This is possible by ensuring services are carried out such as regular oil changes and changing air filters.

Improving Vehicle Uptime

Unplanned downtime is damaging to business in several ways, including a delay in fleet operations. By making sure vehicles are routinely serviced and maintained, unexpected breakdowns and downtime are reduced. This allows fleet operations to continue as usual and less time for vehicles to be sitting in the workshop.

Setting Maintenance Reminders Based on Factors

Something that isn’t possible with a spreadsheet is the ability to set maintenance and service reminders. The right tool and maintenance plan will work together to trigger maintenance activities. Such as inspections, replacements, cleaning, and testing. These are triggered when vehicles meet set criteria based on mileage, fuel used, engine hours, and time.

Can Fleet Operations Be Tracked and Managed on a Mobile Device?

A mobile fleet management tool gives fleet managers the ability to access data on the move. As well as monitor their fleet in real-time and instantly react to work orders. As they’re not always in front of a computer, a cloud-based or web-based mobile fleet management tool is ideal.

With a mobile solution, managers can access all vehicle and driver data via a smartphone, tablet, or laptop. Effectively giving them the ability to analyse information and make an informative decision straight from their pocket.

As with most software solutions, there are many benefits to implementing a web-based solution:

Increased Time Management

A majority of delays in fleet operations occur when waiting to receive paperwork or updates to a work order status. With a mobile fleet management system, these delays are eliminated. Granting access to a cloud-based system allows mechanics, drivers, and operators to instantly submit paperwork. As well as update work orders. They’re also able to attach any other necessary documentation, notes, or media such as images and videos.

Reacting Quickly to Problems and Incidents

Fleet managers can receive an alert as soon as a problem occurs. Allowing them to react and solve the issue before it escalates. This includes being notified when a vehicle is due for service or when a driver is sitting idle. As well as when a planned route is being altered without permission.

Instantly Viewing Historical Data

Whether for reports or analytics, users can access all historical vehicle and driver data on their mobile. This can include fuel logs, service history, maintenance reports, and driver details.

Keeping Teams in Sync

By granting access to other teams, each user can view and update data on the system. This allows field workers to instantly edit work orders and log detailed notes regarding their operations. It’s also possible to restrict access to teams by allowing certain users to access certain areas. As well as locking specific data as read-only.

Is Fleet Management Software the Right Choice to Manage Commercial Vehicles?

Although similar in terms of operations, some differences set apart fleet vehicles and commercial vehicles. Knowing the difference between the two is crucial. Especially when it comes to choosing Fleet Management Software with the right features and functionalities.

What’s the Difference Between Fleet Vehicles and Commercial Vehicles?

Firstly, the term fleet applies to any group of vehicles owned by a business or organisation. Whether that be a fleet of vans, trucks, school buses, ships or planes. It’s important to know that commercial vehicles can also be part of a fleet of vehicles owned by a business. But, a commercial vehicle is set apart by its primary function.

The main function of a commercial vehicle is to transport a variety of materials, cargo, heavy equipment and groups of passengers. For example, owners of an airport shuttle company or construction site would select a commercial vehicle for their fleet operations.

Whereas, a non-commercial vehicle is primarily designed to transport people while operating in a business format. For example, this could be a fleet of cars and vans that are not privately owned.

The Benefits of Fleet Management Software for Commercial Vehicles

Typical features of Fleet Management Software can be beneficial for the management of all types of fleets, including commercial vehicles. But, when looking to manage commercial vehicles only, there are a few features that businesses will want to prioritise. Such as load optimisation, preventive maintenance, and safety inspections.

What Data Can a Fleet Management System Provide About Driver Behaviour?

While most fleet managers will prioritise the efficiency and maintenance of their vehicles, it’s important not to overlook driver behaviour.

By implementing driver management tools, fleet managers will notice an increase in productivity and the safety of vehicles. To start collecting the right driver behaviour data, they’ll want to prioritise features that can produce data on the following:

A Driver’s Real-time GPS and Telematic Data

With the use of fleet telematics and IoT devices, managers can view a driver’s location in real-time. With access to this data, they can see if drivers are swaying from their specifically planned routes. If this is the case, they can use tools to set geofences. This way, if a driver goes outside the set GEO-fence boundary, they’ll be alerted to it.

If a Driver Is Adhering to Safety and Regulatory Compliance

Fleet Management Software enables managers to build maintenance schedules for each asset. This allows them to set up an alert system to notify when vehicles have missed services or failed MOTs. Safety not only applies to a driver’s vehicle but also to the driver themselves. With fleet telematics, managers will be alerted when a driver is penalised for a driving violation.

The Fuel-Usage of Each Driver

A great way to keep track of fuel usage is to assign each one with their own fuel card. This way, fleet managers can see what drivers are spending the most on fuel. In comparison to the route, they’re taking and their specific driving habits. Excessive fuel usage could be because of unnecessary driver acceleration. As well as unchecked vehicle maintenance such as low-pressure tyres. Once data has been collected and analysed, managers can correct it and enhance operations.