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 management solutions are 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. 

Image depicting a driver in the workforce looking at the fleet management software app to see where his next job is.

What is fleet management?

Fleet management falls into many areas for a business, some of which will be suitable and relevant to all, and others will use some specialisms only because of the nature of the business. Even the smallest of businesses will have an element of fleet management on one vehicle as in order to keep the vehicle on the road and compliant with laws, certain processes need to be completed. Fleet Management can be broken down into a few main areas:

  • Vehicle Purchasing & Administration including:
    • Managing monthly payments.
    • Buying and selling of assets.
    • Monitoring servicing & MoTs
    • Reminders for tolls and charges to be paid on time.
  • Fleet Maintenance including:
    • DVSA compliant daily vehicle checks
    • Using report information to schedule repairs to minimise:
      • Time spend off the road.
      • Stop vehicle breakdowns during work shifts.
      • Avoid fines and on the spot check failures.
  • Driver Management and Safety
    • Driver App providing coms including:
      • Reporting accidents & breakdowns.
      • Carrying out the paperless daily checks.
    • Driver Licence Checks to ensure everyone is compliant.
    • Ensuring specialist training is up-to-date such as an O licence.
  • Other Vehicle Compliance including:
    • DVS camera syatems for HGVs.
    • Emmissions testing and reporting.
  • Savings to the business including:
    • Fuel savings via route optimisation and driver behaviour and discount savings.
    • Better driving, especially when dash-cams are present reduces wear and tear.

With all these requirements needed it’s easy to start to see why some automations in these tasks becomes not only helpful but essential to ensure businesses don't fall foul of the laws and regulations which in the worst-case scenarios could actually lead to suspension or a ban on the businesses working practice.


driver making his daily vehicle check, bottom right of image is an iPhone showing a vehicle check being completed

The first part of any fleet management could arguably be the purchasing of the vehicles with companies specialising in the help and acquisition of the fleet at best-of-time rates to keep the overheads as low a possible along with (if not in-house) the maintenance of the fleet which doesn’t just extend to general servicing and MOTs but recommends wear-and-tear replacements to parts after mileage milestones have been met. This falls under the banner of fleet repair management or fleet maintenance management.

Maintaining the fleet

Having a robust system in place to oversee and ensure vehicles stay on the road can seem like a daunting task but with the right fleet management system in place this can be overcome with success.

Our most used part of our fleet management software very much covers the area of fleet maintenance as drivers are asked to input a daily vehicle check as part of the DVSA regulations. By having this feature simplified and electronically uploaded and stored the reams of paperwork and lost or forgotten checks are a thing of the past. There are 37 points to check in the vehicle walkaround available on the government daily walkaround checklist. The main areas covered are:

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

Truck on the road with an inset of our mobile app showing its whereabouts  in the country.

Fleet management system benefits

Historic daily checks can be accessed to also see if any vehicle seems to be running less smoothly or having recurrent problems which could be reviewed and dealt with in order to minimise vehicles being off the road.  Simplified workflows could be created off the back of the data to generate a plan to schedule maintenance most suited to limit disruption.

Our breakdown notification feature will also give the driver the opportunity to inform the fleet manager instantly when things don’t go to plan and an unexpected issue arises from the vehicle in question. Processes in place will swiftly let the breakdown services deal with the problem and get the vehicle back on the road as soon as possible.

Fleet fuel management

Fleet fuel management has never been more important having seen meteoric rises in the cost of fuel. With the help of the convenience of fuel receipt uploads to instantly update the costs along with mileage and routes recorded, analysis can begin on where significant savings can be made.

  • From idling to excessive speeding and breaking, extreme driving behaviour can be monitored, scrutinised and then corrected.
  • The system ranking drivers in the fleet with points scored. Good drivers can be rewarded, and bad drivers reprimanded and re-educated to drive better to save fuel and precious profits.
  • On average a RAM customer saved £71 per vehicle per week when this is taken into consideration with fuel tracking software and dealt with.

Route optimisation considers ideal routes where engines are not laboured or running into traffic which burns fuel. Looking at driver daily routes it becomes easy to see which routes are causing problems to adjust and report back to drivers to amend.

Driver looking at fixing his breaks on his HGV because of a fault

Streamling with fleet management optimisation

Having all the vehicles in the fleet being tracked on the map it’s easy to see how jobs are progressing, where the workforce is in relation to new jobs or tasks that arise in order to deal with new customer requests or potential urgent tasks too.

If a breakdown was to occur, drivers in close proximity could pick up the slack and smooth over jobs being stacked up or start to run behind schedule.

Customers have often commented on the streamlining the fleet management software provides in relation to getting more done in the day having the communication and ability to see the workforce best place to increase the volume of work completed from the efficiencies made through route optimisation and job assignment based on being able to easily track vehicles using GPS tracking systems.


image of a van having been involved in an accident on the road

Fleet management solutions - accident management

In the event of an accident, fleet accident management software comes into play.

Our system reliably informs the duty fleet manager to the problem with the driver able to either write or vocalise through recording the incident at the time which is essential for recalling what happened and who is at fault.

  • Any witnesses can also be logged and noted in the system so as to cover what is needed to inform the insurance company.
  • Our dashcam options also provide protection and evidence in case of dispute once the accident has been logged via our system and recovery support sent out. This can also lead to a reduction in the cost of insurance through FNOL (first notification of loss).
  • With the vehicles all being tracked to monitor performance, they are also of course being tracked in the event of a vehicle in the fleet being stolen.
  • Recovery is significantly increased to almost guarantee a quick result in restoring stolen vehicles back to the fleet to be ready for action again.
  • We also have in place within the app a section for vehicle breakdown notifications should the vehicle stop working. 

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