By RAM Tracking on 17 Mar 2025
Managing a fleet of vans isn’t just about getting from A to B, it’s about reducing costs, improving security, and maximising efficiency. Yet, fuel prices have surged by over 30% in the past three years (Statista), and vehicle theft remains a major risk for businesses globally. Van tracking systems provide a powerful solution, offering real-time GPS insights, fuel consumption monitoring, and security features to help companies cut expenses and protect their assets.
Whether you run a delivery fleet, construction business, or service-based company, investing in a van tracker can dramatically reduce operating costs, improve driver accountability, and safeguard your vehicles.
In this guide, we’ll explore why van tracking is an essential tool for fleet management success and give you all the tools and tips you need to get started.
A van tracker is a GPS-based device that allows businesses to monitor their fleet in real time. It provides location updates, route history, driver behaviour insights, and alerts for unauthorised use. Most modern vehicle tracking systems connect to an online dashboard, making it easy to manage fleet activity from anywhere.
Van trackers help businesses keep track of vehicles, prevent theft, optimise routes, and ensure drivers follow safety and efficiency guidelines. The technology has become more advanced, offering features such as geofencing, fuel monitoring, and maintenance alerts.
Van tracking is the use of GPS technology to monitor the location and movement of vans in a fleet, consisting of three main components:
In essence, the system continuously answers “Where are my vehicles and what are they doing?” by relaying data on movement, speed, and routes, from the van to your computer or mobile app. Many systems update very frequently (every few seconds), giving an up-to-the-minute picture of fleet activity. This allows business owners to see where their vans are, monitor driver behaviour, and generate reports.
Today’s van tracking solutions do far more than just show a vehicle’s location on a map. Over the past decade, GPS fleet tracking technology has evolved to include a variety of advanced features that provide deeper insights and more control over your fleet.
Van theft is a growing concern in the UK, with thousands of vehicles stolen every year. A van tracker increases the chances of recovering a stolen vehicle by providing real-time location data. Geofencing alerts notify you if a van moves outside a designated area, helping businesses act quickly in case of unauthorised use. Some systems also include remote immobilisation features, preventing thieves from driving away with the vehicle.
Discover our guide, which analyses how van trackers help with security and theft prevention.
Improved Fuel Efficiency and Cost Savings
Fuel is one of the largest expenses for fleet operators. Van tracking systems help businesses reduce costs by identifying inefficient routes, monitoring idle time, and detecting excessive speeding. Vehicle tracking reports provide insights into fuel consumption, allowing businesses to implement cost-saving measures. Studies show that GPS fleet tracking can reduce fuel expenses by up to 15%.
Monitoring driver behaviour is key to improving road safety and reducing vehicle wear and tear. Van trackers provide reports on speeding, harsh braking, rapid acceleration, and idle time. Businesses can use this data to provide driver coaching, encourage safer driving habits, and reduce accident risks. Many insurers offer lower premiums for fleets that use a GPS tracker for vehicle to monitor driver performance.
Fleet managers must keep accurate records of vehicle usage, driver hours, and maintenance schedules. Van trackers automate these processes, making it easier to comply with regulations and avoid penalties. Businesses can generate mileage logs, tax records, and service reminders without relying on manual data entry.
Each van tracking feature brings specific benefits that can streamline operations, enhance safety, or reduce costs. Whether you start with just the basics or opt for a full-suite telematics platform, even a few of these capabilities used well can significantly boost your fleet’s performance.
Here, we outline some advanced van tracking features and the benefits they offer to fleet management:
Real-time location updates help businesses know where their vans are at any moment. This feature improves fleet coordination, enhances security, and allows for faster response times in case of emergencies.
Businesses can set up geofencing zones to receive notifications when a vehicle enters or exits specific areas. This is useful for preventing unauthorised use and ensuring vehicles stick to designated routes.
Some van tracking systems come with tamper alerts, motion sensors, and remote immobilisation capabilities. If a van is stolen, the tracking software can provide real-time location data to assist law enforcement in recovery efforts.
Tracking fuel consumption and idle time helps businesses cut unnecessary costs. Reports highlight fuel-wasting behaviours, such as excessive idling or inefficient routing, allowing for corrective action.
Van tracking software generates driver scorecards based on factors like speeding, braking, and acceleration. Businesses can use this information to reward safe drivers, provide training, and enforce compliance with safety regulations.
Automated maintenance reminders ensure that vehicles stay in top condition. The system tracks mileage, engine hours, and service history, reducing the risk of unexpected breakdowns and costly repairs.
Implementing van tracking is not just about installing devices, it’s about integrating the technology into your fleet management strategy. Industry best practices can help ensure you get maximum value from van trackers while maintaining efficient and safe operations.
Here are some key best practices:
Understand the Technology’s Capabilities and Align with Your Needs: Before diving in, assess your business needs and goals, and make sure you know what your tracking platform can do. For example, many systems today can track vehicles and key events (stops, deliveries), monitor aggressive driving (speeding, hard braking), provide instant alerts or even video of incidents, log driver hours for compliance, track maintenance schedules, and optimise routes with live traffic data.
Not every fleet needs every feature, so identify the capabilities most relevant to your operations. Aligning system features with your priorities ensures you actually use the data that’s collected, instead of getting overwhelmed or overlooking valuable tools.
Digitise and Automate Workflows: Replace manual, paper-based processes with digital job management integrated into your tracking system. A good van tracking platform can automate tasks like dispatching jobs to the nearest van, updating delivery statuses, or logging driver hours and vehicle inspection reports. Automation eliminates paperwork delays and human error, giving you and your employees instant access to important information. For example, dispatchers can assign jobs and provide turn-by-turn routes through the system, while drivers receive details on a mobile app.
Set Clear KPIs and Monitor Performance: Define what success looks like for your fleet and use tracking data to measure it. Key Performance Indicators (KPIs) might include things like average delivery time, number of stops per day per van, fuel efficiency (MPG), idle time, or safety metrics (e.g. speeding incidents per 100 miles). Clear KPIs also help you objectively demonstrate the value of tracking to upper management, showing improvements in productivity, cost savings, or safety over time.
Train and Engage Drivers & Staff: Employee buy-in is crucial for successful fleet tracking implementation. Some drivers may initially feel wary of GPS monitoring, viewing it as “Big Brother” oversight or an intrusion on privacy. To overcome this, involve your drivers and dispatchers early on. Explain why the company is using van trackers – for example, to improve safety and efficiency, not to micromanage. Emphasise the benefits to drivers, such as safer routes, protection against false claims (with data or video evidence of their driving), or potential incentive programs for good driving.
When employees understand how the data will (and won’t) be used and see that it actually helps simplify their job (like automatic mileage logs instead of manual logs), they are more likely to support the initiative.
Ensure Compliance and Privacy: As you implement van tracking, do so transparently and in compliance with laws. In many regions, it’s legal to track vehicles that your business owns, but there are often privacy regulations requiring that employees are informed or have given consent to being tracked during work. Best practice is to create a clear written policy that explains what is being tracked (vehicle location, driving behaviour data, etc.), when tracking occurs (e.g. only during work hours), and how the data will be used and protected. Have your drivers acknowledge this policy, which not only keeps you compliant but also builds trust.
By following these best practices – understanding your tools, automating processes, tracking the right metrics, maintaining your vehicles proactively, getting your team on board, staying compliant, and integrating systems – you can get the most out of van tracking technology.
Next, let’s address some challenges you might face and how to overcome them.
Adopting van tracking in your fleet isn’t without its hurdles. Businesses often encounter a few common challenges when implementing and using fleet tracking systems. Being aware of these challenges and having strategies to overcome them will ensure your tracking program delivers the intended value. Here are some of the most common fleet tracking challenges and tips on overcoming them:
Data Overload and Integration Issues: GPS tracking systems generate a lot of data – real-time location pings, speed and idle reports, maintenance alerts, fuel usage, etc.
Solution: Start by prioritising the critical data points that align with your business goals. Focus on a few key reports or alerts (for example, daily route performance, or weekly safety scorecards) rather than drowning in every possible metric.
Driver Resistance and Privacy Concerns: As mentioned earlier, some drivers or employees may initially resist van and GPS tracking. They might worry about being constantly watched or fear that minor mistakes will be punished. There are also legitimate privacy questions: “Are my movements tracked during breaks or off-hours?”
Solution: Overcome this challenge with transparency and engagement. Clearly communicate why the company is implementing van tracking and what will be tracked. Emphasise that the goal is to enhance safety and efficiency, not to invade privacy. Assure drivers that data will be used constructively, for example, to reward safe driving or to provide help if they are in trouble, rather than as a tool for unwarranted discipline.
When presenting the case to management, highlight both intangible benefits (improved customer satisfaction due to more accurate delivery ETAs, enhanced security against theft, etc.) and tangible benefits (e.g. RAM Tracking customers save £286 per vehicle per month). Use this ROI Calculator to calculate how much you can save.
Technology Challenges: Implementing new technology can come with technical hiccups – van trackers might occasionally lose signal in remote areas, software might seem complex at first, or integrating GPS data with your IT systems can hit snags.
Solution: Choose reliable, proven hardware for trackers (ask for recommendations or case studies from peers in your industry). Make sure you choose a van tracking provider who has reliable support and training to help you get started and overcome any challenges you may face. Checking out Trustpilot reviews is a great way to get started and build confidence in finding the right solution.
By anticipating these challenges, data management, employee acceptance, cost justification, and technical issues, and addressing them with the recommended solutions above, your business can smoothly implement van tracking and reap its benefits.
When selecting a van tracking system, consider the following factors:
Budget: Compare pricing plans, including hardware costs, subscription fees, and installation charges.
Features: Look for essential features like live tracking, geofencing, driver monitoring, and maintenance alerts.
Ease of Use: Choose a system with an intuitive interface and mobile accessibility.
Scalability: Ensure the tracker can accommodate fleet growth and integrate with other business systems.
Customer Support: Reliable customer service and technical support are crucial for smooth operation.
Van trackers come in different installation types:
Hardwired Trackers: Installed directly into the vehicle’s electrical system for permanent tracking.
OBD Plug-and-Play Trackers: Connected to the vehicle’s OBD-II port for easy installation.
Battery-Powered Trackers: Portable devices with rechargeable batteries, ideal for temporary tracking needs.
Most providers offer professional installation services, ensuring devices are correctly fitted and fully functional. Once installed, fleet managers can configure tracking settings, set up alerts, and access reports through the dashboard.
Legality comes down to ownership and consent: if you own the van, you can track it, but be sure to disclose the practice to your team and protect their privacy rights.
To get the most out of a van tracking system:
Regularly review reports: Analyse tracking data to identify cost-saving opportunities.
Train drivers: Educate staff on the benefits of tracking and encourage responsible driving behaviour.
Use alerts effectively: Set up geofencing and motion alerts to enhance security and operational efficiency.
Integrate with other systems: Sync tracking software with payroll, dispatch, or maintenance platforms for a streamlined workflow.
Still have questions? We understand that as a business exploring van tracking, you may have many questions. Below are answers to some of the other frequently asked questions (FAQs) that potential users ask us when considering GPS van tracking systems:
Is it legal to use GPS trackers on company vans? – Yes, in most places it is legal to track vehicles that your company owns, such as vans, as long as you have a legitimate business reason (which fleet management is).
Nearly all U.S. states allow tracking of company-owned vehicles, especially for legitimate purposes, but a few (like Connecticut, for example) require employee consent by law (source: brickhousesecurity.com). Elsewhere globally, regulations like the EU’s GDPR also emphasise obtaining consent and protecting any personal data.
Best practice is to have employees sign a consent or acknowledgement that company vehicles are GPS-equipped, and to outline privacy expectations (for example, no tracking on personal time if the vehicle is also used off-duty).
What are the costs associated with van tracking? – The costs for a van tracking system typically include hardware and a subscription service. RAM Tracking is known in the market for affordable and reliable products, with market-leading support.
If you are a small business owner or are looking for an affordable, easy-to-implement solution, you can check out RAM Tracking’s pricing. It’s worth noting that many companies see a quick return on investment. Savings from improved routing, reduced fuel waste, lower accident costs, theft prevention, and productivity gains often offset the monthly fees.
On average, RAM Tracking customers are saving £71 per vehicle per week, far outweighing the cost of the tracking in the first place, making it an essential for any business to install.
How can GPS van tracking improve driver safety? – Van tracking can significantly enhance driver safety in several ways. First, as mentioned, tracking devices record unsafe driving behaviours like speeding or hard braking. By identifying these behaviours, fleet managers can coach drivers on safer habits, which helps prevent accidents.
Second, tracking encourages accountability; drivers knowing that their driving is being monitored often become more mindful and drive more cautiously (the phenomenon sometimes called the “Hawthorne effect”).
Third, GPS vehicle tracking can be paired with safety add-ons like dash cams or driver ID key fobs to ensure only authorised, trained personnel operate the vehicles.
Fourth, in case of an accident or emergency, tracking provides immediate awareness, if a van has stopped suddenly or there’s a collision detected by a g-force sensor, dispatch can send help right away to the exact location. This could be life-saving if a driver is incapacitated and cannot call for help themselves.
Will GPS tracking help reduce fuel and maintenance costs? – Yes, one of the biggest advantages of van tracking is the potential for fuel savings and better maintenance management. In short, van tracking attacks waste: wasteful driving behaviours and inefficient maintenance are identified and can be fixed, leading to leaner operation costs.
Fuel costs are reduced through optimised routing (fewer miles and less idling in traffic = less fuel burned), as well as through curbing speeding and idling. Also, driving at high speeds or aggressive acceleration guzzles more fuel; by monitoring and coaching these aspects, fleets often see cost improvements. Maintenance costs are also lowered because tracking facilitates preventive maintenance; this means you’ll service vehicles on time and catch issues early.
How difficult is it to install and use van tracking systems? – Installing a van GPS tracker is usually straightforward. Many modern trackers are plug-and-play: you simply plug the device into the vehicle’s OBD-II port (the same port mechanics use for diagnostics, available on most vans and cars made after 1996). This takes only a minute and requires no tools. Other types may be wired into the vehicle’s power and ignition lines; in that case, you might have an auto electrician or installer do it, but it’s still a quick job (often 15-30 minutes per vehicle for a professional).
These FAQs address some of the top questions businesses have about van tracking. As with any technology, it’s normal to have uncertainties at first. If you have other questions, you can book a demo with one of our experts for some no-obligation advice.
Van trackers are an essential piece of kit for fleet managers, providing businesses with greater control over their fleets, improving security, efficiency, and cost management. Whether you’re looking to prevent theft, reduce fuel expenses, or optimise operations, a van tracking system offers valuable insights and automation to help achieve these goals.
If you're ready to see how van tracking systems can benefit your business, get a quote with RAM Tracking today.
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