Introduction
So, you've decided to look into getting a GPS fleet management system for your vehicles - there's a lot on the market though (TachoMagic included!) so where to begin? We'll cover the main features to look for when selecting an FMS for your organisation.
Features to Look For
Real-Time Tracking and Monitoring
What would a GPS fleet management system be without real-time tracking? All of the systems you're looking at will have this, so what sets different providers apart here?
Consider whether it's important to you how frequently the position of your vehicles updates - cheaper providers might have vehicles "jumping" around the map, since their location doesn't update as frequently as (typically) more expensive systems. Even the slowest-updating GPS system will update no less than every minute or so, so this doesn't tend to make much of a difference in practice.
Take a note of the User interface when comparing GPS fleet management systems.
It's a screen you might end up using a lot, so be sure to choose a provider with an intuitive, helpful interface. Here's what TachoMagic's GPS fleet management system looks like:
Route Planning & Optimisation
A lot of GPS fleet tracker software offers route planning, allowing drivers & managers to plan and share routes in advance of journeys. These routes can include stops for scheduled break times, or avoid tolls, roadworks, low bridges, inclines, etc.
Route optimisation systems can also suggest alternative routes that save more time or fuel, depending on the Manager's requirements.
Sometimes, Drivers can use this part of the fleet management system to totally replace their satnav.
Driver Behaviour Monitoring
Often, GPS fleet management systems work in tandem with other data sources (e.g. telematics, tachograph, dash cams) to build a picture of individual Drivers' performances.
- Speeding
- Harsh acceleration
- Harsh braking
- Over-revving
- Harsh or over-cornering
- Engine idling
Collecting these data points can help reduce vehicle wear, fuel consumption, motoring offences, and improve road safety.
Maintenance Scheduling and Alerts
GPS fleet management systems can help Managers to identify when their vehicles may need servicing or other maintenance carried out. Some FMS providers do this by measuring distance travelled using GPS (as opposed to telematics or tachograph-based systems), and estimating when a vehicle has had enough use and wear to justify a maintenance review.
Geofencing
If you aren't already familiar with the term, geofencing refers to the ability to set up a virtual perimeter around your vehicles. If a vehicle crosses this boundary (within a certain timeframe, if specified), the fleet management system will notify the manager. This can all be done digitally, within your GPS fleet management system interface. Other than the device fitted on the vehicle, no infrastructure is necessary.
Geofencing is often used as an insurance against theft, and gives Managers a bit of peace-of-mind. Another potential use is to set a boundary around vehicles which are not suited to use on public roads - for example, a tipper truck at a quarry which is not fitted with a tachograph, or a vehicle which cannot be driven due to maintenance or insurance issues. In these cases, geofencing will immediately notify the manager if such vehicles have been driven somewhere they aren't supposed to go, and allow them to put things right with a couple of calls.
Fuel Management
The 'GPS' component of your GPS fleet management system can help save you fuel, by suggesting less demanding routes. However, many fleet management systems are more than just a GPS, and will have telematics that record other data, using it to suggest optimisations.
Most commonly, FMSs can identify periods of extended idling, a particularly wasteful activity, and issue warnings either directly to the Driver, or to the Manager who can then have a word with the Driver.
Integration with Other Systems
Many fleet management GPS tracking systems mesh with other vehicle systems to record extra data and offer additional functions. For example, TachoMagic's fleet GPS management tool integrates with the vehicle's tachograph. This allows us to display warnings to Drivers and Managers when break time is required, or immediately whenever a driving infringement is detected.
When comparing providers, consider what integration options they offer!
Reporting and Analytics
Some GPS fleet management systems offer useful reports. For example, TachoMagic's GPS services are integrated with our tachograph analysis services. Even if tacho analysis isn't what you're in the market for, GPS reports on vehicle utilisation, route history, and infringement location can all come in handy for Transport Managers.
Compliance and Regulation Management
We touched on this in the last section, but TachoMagic's GPS fleet management system is closely linked with our tacho analysis service. This '2-in-1' effect means that our customers use one platform for all their GPS needs, as well as their tacho compliance and analysis. In fact, the majority of our GPS customers get their signal from a 'TADD' (TachoMagic Automatic Download Device). These devices download all the vehicle data, and the driver card data if one is inserted whenever the ignition is on. They never have to do manual downloads as a result!
User-Friendly Interface
If you've been comparing GPS fleet monitoring systems, you'll want to consider the look, feel, and utility of each application. Do they offer demonstrations? Tachomagic does! Get in touch using the details below and we can arrange the rest.
Mobile Accessibility
You'll want to be able to access your GPS fleet tracking software on-the-go, so it's important that it has mobile capabilities. Systems reliant on software that needs downloading (think apps, or desktop programs) are all very well, but they're only as portable as the device you've installed them onto, and some technical setup is required, especially for PC users. This type of GPS fleet management system still needs an internet connection to work properly.
Alternatively, the system could be web-based. This means it can be accessed by any device with an internet connection or mobile data access. This makes it more portable, since you can log in on any device with an internet browser and view all your data without needing to install stuff beforehand. TachoMagic is a web-based FMS.
Customer Support and Service
When you're getting started with your new fleet GPS management system, or should something go wrong with it down the road (haha), you'll want to be able to give their office a call and get the issue resolved. Minimal wait times, polite, knowledgable and friendly call staff, and a keenness to solve your issue rather than simply get you off the line are all traits to look for.
This is easy to test for before you're committed to any particular service - make a few calls asking any questions you have, and rate the responses! To get started, give us a call on 0113 877 0190, and we'll make sure to set the bar high for you.
Summary, and how TachoMagic compares
Building a list of desired features and doing your research will help you make an informed decision, and find the right GPS tracking fleet management software for your business. Here's how TachoMagic compares:
TachoMagic's GPS Fleet Management Solutions: Our Pitch
Currently, our GPS tool is under development. If you want loads of features straight out of the box, we're probably not the choice for you. However, we've got a functioning vehicle tracking system, with a user-friendly interface, and integration with our tachograph download & analysis systems. Since it's still a work in progress, we're offering the first 12 months of all our GPS services for free!
Our development team is constantly adding new features with every version. By the time those 12 months are up, you'll also have access to geofencing, smart route-planning, arrival & departure receipts, route warnings when drivers need to take break & rest, and much more.
Our GPS works through our vehicle-fitted Tachograph Automatic Download Devices (TADDs), and we're close to implementing a standalone GPS-only device. The TADD automatically downloads all your driver and vehicle data whenever the vehicle is in motion, so you'll never have to do another manual download again! Once we've got the data, we'll run it through our tacho analysis system to convert it into simple, understandable tables and charts for your convenience. Click the links in blue to read more about these related services.
We're the first to admit that when it comes to GPS fleet management systems, it's a pretty unique deal we've got on at the moment, so we'd expect you to have a few questions. Feel free to get in touch on 0113 877 0190 and ask away.
Further Reading:
If you've found our page on GPS fleet management software useful, you may also enjoy the following posts:
- How long should you keep tacho records for?
- Quick guide to O Licences
- How to lock in/out tacho Company Cards
About The Author
Simon Theaker
Simon has over 20 years of dealing with tachograph analysis, and the technologies involved.
His in-depth knowledge and hands-on experience have made him a key behind-the-scenes member of the TachoMagic team.
Through his blogs, Simon hopes to make the lives of Fleet Managers easier, as he shares the answers to some of the most common questions he has received.
