Managing a fleet of vehicles isn’t what it used to be.
Gone are the days of paper logbooks and sticky notes on dashboards reminding drivers about upcoming goods and services. If you’re still tracking maintenance schedules in spreadsheets or physical folders, you’re making some costly errors that may someday cause you major financial or reputational damage.
Luckily, fleet vehicle management solutions of modern times have dramatically transformed how businesses maintain their vehicles, streamline operations, and grow a healthy workforce. From EWDs to fatigue management solutions and fleet maintenance tools, several solutions empower Australian fleet managers to elevate productivity without breaching any law.
However, with so many software tools available, all claiming to be feature-loaded, how do you choose the right solution for your unique business needs?
Let’s dive into the must-have features of fleet maintenance software – read on to make an informed decision.
Real-Time Monitoring and Reporting
When you’re overseeing several vehicles, you need instant access to their status.
Modern fleet maintenance software offers real-time monitoring that keeps you in the loop about what’s happening across your entire fleet.
Picture a simple scenario: A driver in your staff notices a strange noise in their truck while delivering a consignment. Instead of waiting until they return to base, they can report the issue immediately through their mobile app. You receive the alert instantly, and based on the gravity of the situation, you can decide whether they should continue their journey or seek immediate service from a professional.
This instant feedback from your driver eliminates those “I meant to tell you” issues that have a habit of snowballing into bigger issues like road accidents or costly repairs.
Customisable Digital Checklists
Digital prestart checklists are basically customisable forms that force drivers to complete all the checks before hitting the road.
The best fleet vehicle management systems enable the creation of checklists tailored to different vehicle types. Think about the perks – no more missing paperwork or illegible handwriting. Digital checklists are completed on smartphones or tablets, with timestamps and driver identification included automatically. This creates an undeniable audit trail that helps satisfy Heavy Vehicle National Law requirements and WA Worksafe regulations.
Maintenance Scheduling Features
Preventive maintenance is the heart of a successful fleet maintenance software. The right system not only alerts you when services are due to become overdue, it actually helps you plan them.
You should look for the following in software:
- Tracks service histories by vehicle
- Offers automated reminders by time or odometers
- Schedules recurring maintenance tasks
- Prioritises urgent repairs
- Interfaces with your preferred service providers
- Maintains electronic service records (for warranty purposes)
With your maintenance duly scheduled, you’ll have fewer breakdowns, extended vehicle life, and reduced overall operating costs. That’s something any fleet manager can get excited about, whether you’re running delivery vans in Melbourne or mine vehicles in Western Australia.
Fault Reports and Management Workflow
When a problem arises with a vehicle, you need a straightforward process to manage it. A modern fleet maintenance software includes solid fault management that tracks issues from report to repair. From creating work orders, assigning jobs to local workshops or technicians, tracking repair status and recording all costs incurred, it should cover everything so you don’t have to. This end-to-end process ensures nothing falls through the cracks.
Sophisticated Document Management
Many experienced fleet managers, who’ve been operating in the industry for years, often say document management is one of their biggest administrative challenges.
Keeping track of vehicle documentation is a headache without the right tools. Top-tier fleet maintenance software includes secure document storage for everything from registration papers to roadworthy certificates.
A robust document management system ensures that drivers have access to critical documents even when they can’t access the Internet.
The functionality is particularly useful for trucks that travel across state lines, where different permits and proper documentation must be carried.
Fuel Management and Analysis
Fuel is among the greatest operating expenses of any fleet.
Comprehensive fleet vehicle management systems incorporate thorough fuel tracking to enable you to understand and optimise this tremendous expense. They allow drivers to log fuel purchases through their mobile app, with automatic determination of consumption rates and notification of vehicles that differ from expected efficiency. This data works to identify vehicles in need of maintenance or drivers who could use additional training.
Compliance Reporting
We bet that as a responsible fleet manager, you’d agree that meeting regulatory requirements is not an option. Best-in-class fleet maintenance software makes compliance reporting easier by generating the reports you need for various regulatory bodies.
Look for software that can create quarterly maintenance reports, fatigue management logs, and other compliance records with as little manual data entry as possible. This elevates overall efficiency and reduces the risk of human error in your reporting.
For Australian fleet operators who are required to consider the strict Chain of Responsibility (CoR) laws, having a robust maintenance software that maintains detailed records can provide ultimate peace of mind.
Advanced Integration Capabilities
Another important aspect – your fleet maintenance software must work in harmony with other systems like accounting software and GPS tracking software to provide a seamless experience.
Correct integration prevents data silos and minimizes double-entry, streamlining your whole operation. When considering software solutions, inquire about pre-existing integrations and API access for custom integrations to your other business systems.
This is especially important as your fleet grows in size or you have vehicles that require special tracking or maintenance requirements.
Mobile Accessibility
With the mobile nature of the world today, mobile access has become a lucrative option. When making the decision, ensure that your fleet vehicle management offers robust mobile applications that work on any device, allowing drivers and managers to access the system from anywhere.
The ability to perform inspections, report defects, and review assigned tasks via a mobile device streamlines operations and improves compliance. It’s particularly valuable for fleets that cover Australia’s vast distances, where drivers may be on the road for days at a time.
Time to Make a Strategic Decision
We hope it’s clear that choosing the right fleet maintenance software is an important factor in efficient fleet management. The features we’ve mentioned are the foundation of a solution that can help you extend vehicle life, cut down downtime and ultimately help you fatten up your bottom line.
