Fleet Management Systems

How do fleet management systems work?

As technology continues to advance, more businesses are turning to software solutions to manage their fleets and gain insights into how to better manage operations. This is helping thousands of fleet operators to improve cost efficiencies, boost sustainability and save valuable time. In this article, we look at what fleet management systems look like, how they work, and why strong fleet management is so important.

What is a fleet management system? 

A fleet management system allows fleet operators to get real-time insight into their fleet’s performance, at the touch of a button. In systems, such as VWFS Fleet’s management portal, they can review, manage and report on all vehicles in the fleet, as well as track account-related queries, giving full transparency of service performance.  Fleet management systems have advanced significantly in recent years. They can do much more than simply procuring and maintaining vehicles. In fact, some platforms now give insights into driver management, operational efficiency and the environmental impact of the fleet, allowing businesses to better manage their fleet’s performance.

Why is fleet management important? 

Effective fleet management can help businesses to operate more efficiently; improving productivity, elevating safety and reducing operational costs – all, ultimately, increasing profitability in the long run.

Additionally, good fleet management can help businesses to track and influence EV adoption, supporting the fleet’s progress towards the wider business’ net zero ambitions. However, different fleet management systems can offer different features, so make to check a platform has everything you need before making a final decision.

How can fleet management systems help? 

Fleet management systems ultimately make the day-to-day responsibilities of fleet operators much easier. By tracking all fleet data – compliance, journeys, fuel type, driver allocation, etc – in one place, fleet management systems heavily reduce the administrative burden of running a fleet. However, different fleet management systems can offer different features, so check a platform has everything you need before making a final decision.

What are the benefits of VWFS Fleet’s Management Portal?

VWFS Fleet’s Management Portal connects all your fleet data in one place, making managing the fleet as easy as possible.

With our portal, you can review, manage and report on every fleet vehicle – no matter which company they’re leased through – tracking everything from servicing, maintenance and repair to driver allocation and so much more. It’s a one-stop shop to see everything in a single dashboard.

Specifically, VWFS Fleet’s portal:

• Gives full fleet visibility – including historical, live and rental data
• Enables operators to track new vehicle orders and request quotes, in one place
• Monitors CO₂ output to track progress towards net zero goals
• Highlights opportunities to reduce costs, while enhancing efficiency and productivity, for example through suggestions for route optimisation
• Offers real-time vehicle tracking through telematics data
• Ensures fleets stay on top of all areas of vehicle and driver compliance

What does that mean for fleet operators?

1. Access to a self-service portal to save valuable time

Supported by an easy-to-use self-serve platform, fleet operators can process everything they need quickly and easily. This alleviates a lot of time pressure on fleet operators:

“I use the VWFS Fleet Management Portal on a regular basis to find information on the start and end of contracts, when MOTs might be due, and what the contract mileage is.

“It’s a vital tool to help me ensure that all the data we have on our vehicles is accurate. It acts as a dashboard where I can see all the vehicles – over the whole fleet – in on place. It also keeps track of all my communications with the VWFS Fleet team, so I’ve got full visibility into where my queries are up to. It’s massively reduced the administrative burden of running the fleet.”

Eli Jeavons, Operations Administrator at DEKRA.

2. Real-time visibility and data insights to inform decision making

The VWFS Fleet Management Portal also gives real-time visibility, allowing fleet operators to manage efficiency, safety and downtime more effectively. Additionally, integrating with vehicle telematics, the portal can give insight into driver journeys to support with route optimisation and fuel economy. This helps to manage costs and improve fleet sustainability.

As well as this, fleet operators can also access live reporting at the touch of a button. Visual dashboard and automated reporting functions available through the portal help you to make data-driven, strategic fleet decisions.

Ross Robins, Operations Director at Wenzel’s the Bakers.

3. Ability to manage the full vehicle mix

As the VWFS Fleet portal allows you to view live rental data, current order bank information and contract tenure, alongside other vehicle and driver insights, you can make the best, most-informed decision when your fleet vehicles need replacing at the end of their existing contracts.   

This is particularly effective when considering EVs, as you can ensure you’re picking an electric vehicle that matches your current, individual needs.

To find out more about how VWFS Fleet’s Management Portal can help elevate your fleet’s efficiency and sustainability, while optimising cost-effectiveness and improving safety, get in touch with one of our experts.