Fleet Management Software

Fleet management can be one of the most time consuming and resource-intensive aspects of a business. Knowing the location and managing the activity of an entire fleet of vehicles in real-time is extremely time-consuming. Making sense of any data gathered, and using it to plan future operations is another job in itself.

Fortunately, RAM Tracking’s fleet tracking software is here to help businesses improve efficiency and productivity whilst saving money too. The RAM Assist Fleet Management App from RAM Tracking eliminates paperwork and keeps all fleet documents in one safe place. 

A man in a red t-shirt, blue jeans and a blue baseball cap leaning against a lorry whilst on his phone. In the bottom right corner is an idle cost line graph showing the overall cost going down over time.

What is fleet management?

Fleet management is an overall term for the looking after of vehicles within a business. Everything from purchasing of new vehicles to the sunsetting and removal of old vehicles and everything else inbetween the life cycle of those vehicles. Even the smallest of businesses will have an element of fleet management as in order to keep the vehicle on the road, and compliant with laws, certain processes must be completed.

  • Fleet management purchasing - Some companies including the manufacturers themsleves have a dedicated processes to help large fleets with purchasing/hiring of the fleet.
  • Fleet management maintenaince - This is really to ensure that vehicles are looked after and are safe/road worthy for the workforce to use.
  • Fleet optimization - This is to assist with maintenance and to help minimize ongoing costs as well as make businesses more productive.

Is your fleet management system outdated?

Keeping up-to-date with all the paperwork required for keeping your fleet on the road is both time consuming and taxing. With everything from servicing and maintenance to the relevant documentation legally required to ensure all vehicles in the fleet are workable is laborious.

Old-fashioned management using paperwork and a calendar to remind one of the tasks needed to be completed to adhere to the law requires a lot of dedication and with human error could prove to be a liablitly if overlooked. This could be:

  • An emissions testing reminder.
  • When a vehicle is due to be serviced.
  • Drivers have the paper needed to work.

Whilst a small fleet can cover their basic operations and admin through the use of paperwork, this relies heavily on one person to ensure everything is running smoothly. One person is covering the job of fleet monitoring software.

You must also ensure that your drivers have the right license for the vehicle that they are driving:

  • Class 1 licence -  if your drivers are going to be driving a truck and trailer (where the trailer is equipped with air brakes)
  • Class 3 licence -  vehicles with three or more axles.

With all of these requirements in place, it's easy to see why having an integrated fleet management system would not only be helpful but actually essential to ensure that your business doesn't fall foul of the laws and regulations which, in the worst-case scenario could actually lead to a suspension or even a ban on the working practices of the business. 


Man on a tablet is carrying out a vehicle check on a grey car. In the bottom right corner, there is an iPhone showing an example of the vehicle check

Fleet maintenance software

Before you can move towards an online fleet management system, the first step is arguably the purchasing of vehicles with companies that specialize in the acquisition of vehicles for your fleet at the best rates, keeping your overheads as low as possible a.

Maintenance of the fleet (if it can't be done in-house) is also vital to keeping the fleet on the road.This isn't just general servicing but you also need someone that can recommend wear-and-tear replacements after certain mileage milestones have been met.

Maintaining the fleet

You need to have a robust fleet management system in place that can help to oversee and ensure that your vehicles stay on the road which, at first, can seem like a daunting task. But, with the right fleet management software in place, you can overcome this with great ease and success. 

The most frequently used part of our online fleet management system helps to cover fleet maintenance simply and effectively as drivers are asked to carry out a daily vehicle check.

This not only ensures that you are following regulations, but additionally, you can catch any maintenance issues which may make the vehicle unworthy for driving (based on the standards set out by the manufacturer for that make and model of vehicle). This feature as part of the fleet management system sends digitized information directly to the vehicle fleet manager, removing the need for stored paperwork being lost or forgotten as a thing of the past. The main areas which should be covered by a daily vehicle check are:

  • Lights and horn
  • Mirrors, glass and wipers
  • Tyres and brakes
  • Body work (including the exhaust)
  • Fluids, fuel and oil.

A blue and white lorry is driving down the road. In the top left there is an example of how the RAM Tracking mobile app looks like

Fleet management system benefits

Historic daily vehicle checks can be accessed to also see if a vehicle:

  • Seems to be deteriorating at a faster rate than other vehicles 
  • Having recurrent problems,

These types of issues, within a web-based fleet maintenance software solution, can be reviewed and dealt with in order to minimize the number of vehicles that are off the road at any one time as well as planned maintenance which avoids longer time off the road if a fault was to cause a breakdown. 

You can then create a simplified workflow off the back of the data to generate a plan to schedule maintenance which will be most suited to limit the disruption to your fleet. This can all be done, with ease, by utilizing fleet monitoring software.

Our breakdown notification feature gives the driver the opportunity to inform the vehicle fleet manager instantly if things don't quite go to plan and an unexpected issue arises from the vehicle in question whilst on the way to or from a job. The processes in place within the fleet management software will ensure that the breakdown services deal with the problem swiftly and that your vehicle will get back on the road as soon as possible.

Fleet fuel management

The price of fuel worldwide has seen meteoric rises in the past year, so the importance of fuel management for your fleet has never been more important. By utilizing our fleet management system, your drivers can quickly and conveniently upload their fuel receipts instantly which updates the vehicle fleet manager on the amount of fuel each driver is purchasing via the business, an important aspect as they need to know if it is more than the miles that the driver is covering. But additionally, these costs are updated along with the mileage and the routes can be recorded, this is where you can look into where significant savings can be made. 

  • Is excessive idling on the driver's part? Are they harshly braking and rapidly accelerating? Extreme driving behavior can be monitored, scrutinized and then corrected by coaching the driver.
  • The online fleet management system can be used to rank drivers in the fleet with points scored. Drivers who have good driving habits can be rewarded whilst those with negative behavior behind the wheel can be reprimanded and re-educated to help reduce costs by saving fuel
  • Using the fleet maintenance software that we offer allows you to look into optimizing routes to change them to more fuel-efficient routes. From ensuring that the engine is not as labored to reducing the number of times that you run into traffic, your vehicle fleet manager can help with the fleet fuel management to ensure that you are maximizing fuel usage throughout your fleet.

A trucker in a baseball cap and a flannel shirt is fixing his air brakes on a truck being tracked by fleet management software.

Streamlining with fleet management optimization

By having all of your fleet vehicles tracked on the map, it is easier than ever to see just how your fleet's jobs are progressing and where your workforce is in relation to new jobs that arise throughout the day.

If an urgent job was to arise you can quickly assign the closest member of staff that is available to go deal with the new job as quickly as possible. This is just how powerful our integrated fleet management system is.

If a breakdown was to occur, drivers that are in close proximity to them are able to pick up the slack helping to smooth over jobs that are beginning to run behind schedule.

Customers have often commented on the streamlining the fleet management software provides to them, allowing them to get more done in the day.

  • Increased communication and ability to see the workforce on a map which has helped them recognize the best areas to increase the volume of work.
  • The efficiencies that are made through route optimization and simple job assignment has allowed additional jobs to be completed seamlessly.

This is all because the vehicle fleet manager is able to see the most convenient areas for additional workload whilst utilizing the fleet monitoring software.


Grey and green delivery van with the hood crumpled in after being in an accident.

Fleet management solutions - accident management

Fleet management software will be your best friend in the event of an accident. 

Our system allows the driver to quickly inform the vehicle fleet manager of the problem. This is a detailed accident report, as the driver can either write or vocalize the events by recording a voice note of the incident after it has transpired. This is essential for recalling what happened and just who is at fault for the accident. 

  • The fleet management system can log any witnesses to the accident with ease which helps to provide more information to the insurance company.
  • Our dash cam options also give you additional protection and provides evidence in the event of a dispute once the accident has been logged via the system and recovery support has been sent out. This can also lead to lower insurance costs through FNOL (first notification of loss)
  • Alongside being tracked to monitor their performance, the vehicles are also, of course, being tracked in the event of a vehicle within the fleet being stolen. The vehicle fleet manager can set it up so they receive notifications if an engine is turned on. If the vehicle is being used outside of work hours, this is cause to alert the authorities.
  • Due to the vehicles being tracked, you can look in the web based fleet maintenance software and even provide the authorities with the exact location of your vehicles. This significantly increases the likelihood of it being recovered in the event of it being stolen

White delivery van on the road driving at sunset being tracked via our fleet management software

Fleet management issues

Vehicle fleet managers will face a variety of headaches that will cost the business both time and money. But by utilizing RAM Tracking's fleet management system you can help to make these challenges more manageable. 

Using our integrated fleet management system allows you to deal with challenges such as:

  • Drivers that are lost.
  • Maintenance issues.
  • Servicing reminders.
  • Repairs.
  • Inefficient route planning.
  • Fuel usage and expenses.
  • Vehicle leasing.
  • Vehicle inventory.
  • Any accidents that may occur.
  • Insurance costs and claims.

Our RAM Assist fleet management software app is license based and registration is quick and easy. The app is simple and free to download from the App Store or Google Playstore. Within a matter of minutes, a fleet manager can have all tools at their disposal to help run their vehicles with more organization and efficiency.


Frequently Asked Questions

Ask us anything