The first step of optimising fleets is to understand their operations. This is why the fleet management Software system provides managers with detailed reports of their fleet’s operations. Managers can thus use these reports to properly understand just where exactly their fleet is lacking.
These reports contain information that the software stores after analysis of the fleet’s history.
Before we get into the details of the kind of reports each fleet management system’s solution generates, let us have a brief understanding of just how exactly these reports work.
What Are Reports?
Fleet management systems provide users with solutions like route planning, fuel monitoring, driver behaviour monitoring, and video telematics. All these solutions are responsible for optimising fleets and providing managers with ways to make the best-suited decisions for the fleet’s functioning.
In order to provide managers with data for the study, every solution of the software stores and compiles reports. These reports carry information regarding vehicles and how they have performed in the past. It is only through these reports that managers can stay up to date with their fleets.
From vehicle logs for storing information to trip summaries, these reports can vary in their nature. Let us have a look at reports generated by the system.
Kinds of Reports in Fleet Management Software
Each and every report provided to managers serves a unique purpose. They are manager’s best friends. Here are some reports they can use:
It is often hard for managers to navigate and study the distance covered by a vehicle. Distance reports generated by fleet management systems carry information about each registered vehicle for a business
All managers have to do is enter their details into the system and the system will provide them with information. The system has data stored for up to 6 months which can be accessed for one month at a time.
Managers can use distance reports to understand which vehicles are overworking and which ones have the potential for more road time. Thus, it makes work easier for managers who are assigning drivers tasks.
In a fleet management system, a geofence can be marked on a map through the system itself. With geofence reports, managers can observe when a vehicle enters or exits these geofences.
Managers can search for specific vehicles or geofence locations and use that data for optimisation. Through geofence reports, they can optimise fleets if drivers are spending too much time in a certain location.
It is not easy to manage a large fleet. This becomes especially difficult when you are trying to understand the reason behind losses. This is where status reports can help managers. These reports show managers the real-time activities of vehicles. Vehicle ignition off, idle, AC on/off, and so on.
Status reports can be used by managers to understand and optimise driver behaviour of drivers. If a driver spends too much time idling, managers can try and make them understand just how harmful it is for the fleet’s health and budget.
Fleet management software is compatible with a lot of software. Many sensors require managers to keep an eye on their work. This is because all sensors do is send information to the system. It is the duty of managers to work on this information.
For example, while dealing with cold chain reefers, managers have to have constant supervision to maintain the correct temperature throughout the journey. Over time, managers can observe the data collected by these reports to understand the temperature patterns of their containers. Thus, detecting the reason behind the fluctuation of temperature. This can aid the process of managing their reefers without constant surveillance.
Fuel consumption is a major topic of concern for all fleets. While fuel prices cannot be regulated by fleets, they can work on optimising their consumption. Thus, fleet management software provides businesses with reports that indicate the fuel consumption of fleets.
These reports inform managers of the fuel consumed by each vehicle. They include fuel refill and drainage reports. This can be used to understand how much fuel vehicles are wasting when compared to the expected vehicle average.
Travel Summary Report
These reports articulate all trips completed by your vehicles into one place in the form of numerical data. They contain information right from the starting address to its final destination. Managers can use these reports to keep track of each and every vehicle in their fleet.
Travel summary reports can be used to observe the speeding habits of drivers. They can monitor when a vehicle overspeeds on the road. This can be harmful to both the fleet’s health and also endanger vehicle’s safety. This is why it is very important for managers to optimise their fleet.
After observing these reports, managers can come up with ways to educate drivers about the importance of ethical driving. This can help fleets grow in a positive direction.
Speed Vs Distance Report
When we have so much information in the system, fleet optimisation becomes very simple for managers. They can study their vehicles’ average using speed vs distance reports. This information is vital because it is only through the observation of a vehicles’ average that we can determine their state.
If vehicles are running in good health, then their road average will be much closer to their ideal average. If that is not the case, then they can be sent for check-ups to detect issues.
One of the unique features provided by a fleet management system is a technician management system. While both of them serve similar purposes, the latter is for all employees who are responsible for servicing and repairing vehicles. This is why they require access to vehicle information
But giving them open access to the entire portal can be dangerous. Managers can only ensure their fleet’s privacy by optimising what technicians are able to access and what is hidden. This is where the technician management system comes into play. This system has all the information that these executives require in one place.
Clients can access reports for their technician and their efficiency. The following tasks can be assigned on the basis of executive productivity and skills. For example executive A
All fleet owners have to register and subscribe their vehicles to the software. This is because the payment structure for these businesses works in this way. Every vehicle that has a subscription is tracked by the software.
Manually keeping track of every vehicle still registered to the software can be difficult. There might come an instance where managers forget to renew this subscription. This is why subscription reports have been created. They systematically arrange information and managers can have the status of their vehicles in one place itself. This allows for the seamless functioning of fleets.
Benefits Of Reports in Fleet Management System
As we have mentioned many times, fleets can be extremely beneficial for fleets as they aid managers to reform the working of their vehicles. Here we have listed a few of these benefits for you:
- Customizable: Managers have the option to include or exclude certain columns from display using the ‘column visibility’ tool. This helps them ensure that only information relevant to their fleet is shown in every report. Thus, managers have software they understand, reducing time required for functioning.
- Structured: The system represents all data through simplified charts, tables, or graphs for better comprehension. These make it easier to not only articulate them but also reduce efforts and time spent on their study. They can use the time saved by managers for other operations of management.
- Accurate Data: These reports help businesses acquire accurate data for their fleet. They do not have to rely on manual sources for optimization. Thus the margin of error is reduced a lot. This means better operations and efficiency.
- Better Decisions: Fleet managers are responsible for coming up with ways to optimise their fleet by doing reformations based on data. It is very important for fleet businesses to stay up to date with market trends. Studying reports and working on shortcomings is the only way to implement this. Managers can form decisions or make changes to their fleets to keep them at the forefront of trends.
- Increased Profitability: As we just discussed, better decision-making is one of the most important benefits of using fleet management software. But informed decisions are not just for keeping up with market trends. Managers have the responsibility of optimising the fleets in such a way that
Optimise your Fleets
There is no doubt that investing in a fleet management system can be one of the best decisions for your fleet. It not only helps you optimise their working but also ensures that managers stay updated about every aspect of their fleets, right from their location to their fuel refilling activities.
Features like reports help managers save time and money previously wasted collecting, organizing, and understanding data.
With TrackoBit, is a leading fleet management software in the market that allows you to choose what resorts you want to see. Get a demo and try out just how the software helps you grow your fleet.