The Ultimate Fleet Tracking Guide
Everything you need to know about vehicle tracking, all in one place. Everything you need to
The Ultimate Fleet Tracking Guide
Everything you need to know about vehicle tracking, all in one place.
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The Ultimate Fleet Tracking Guide
Everything you need to know about vehicle tracking, all in one place.
Whether your business relies on cars, lorries, vans, or bikes, fleet tracking systems can be a huge asset in ways other than just a swanky new sat nav. Here, you’ll learn how business vehicle tracking works, its benefits, and how easy it is for your business to get equipped with it.
So strap yourself in as we take you through everything you need to know about fleet tracking systems!Â
What is Fleet Tracking?
Fleet or vehicle tracking devices are GPS technologies that allow you to monitor key performance metrics within your fleet in real-time. This can be anything from location to driver behaviour, fuel consumption, and scheduled maintenance.Â
Fleet tracking systems come in two separate parts.Â
Vehicle Tracking Hardware
The hardware, sometimes known as the in-vehicle telematics or vehicle tracking GPS device, is the actual device itself. These attach to your vehicles and collect key information about location and performance.Â
GPS Technology: This collects data, including the location, speed, and route information of your vehicles.
Telematics Systems: Telematics gathers data using your vehicle’s onboard diagnostics (OBD), such as engine performance, fuel consumption, and maintenance needs.Â
Vehicle Tracking SoftwareÂ
An easy-to-read dashboard that can connect to your computer, mobile, or tablet. This is your hub where you can track each vehicle’s key metrics. Some dashboards are customisable to fit your specific needs, making them simple for everyone to use, no matter how tech-savvy you are.Â
Types of Fleet Tracking Systems
Two types of fleet tracking systems are available: active and passive. It’s important to distinguish between the two as one will be more suited to your needs than the other. Below, we’ve broken them down with an overview of each one and their pros and cons.
Active Vehicle Tracking System
Also known as real-time tracking systems, any guesses what their main benefit is? Well done if you said that you can access your info in real time! This information includes the location and the condition of your vehicle.
They use GPS technology to track this data, and an interface then transmits it to a central server. This then appears on your hub, giving you a 360-degree view of your fleet.Â
Typically, you activate this by installing it in your OBD port and downloading the corresponding software from your provider. You can then access this on a desktop, laptop, or mobile device.
Pros of a Active Vehicle Tracking System
- Real-time Monitoring: Seeing precisely what is going on across your fleet in real-time is essential for all modern fleet managers. It allows you to optimise your routes, monitor fuel consumption, be aware of poor driving, and react instantly to any emergencies.
- Improved Efficiency: Data analysis on driving habits, route management, and traffic updates can help improve your overall efficiency. Reduced fuel, better customer service through live updates, and increased productivity are all benefits of active systems.
- Increased Security: Because of their live location reporting, you can quickly correct any drivers veering off the pre-agreed route. If the vehicle is stolen, you can quickly locate where it is and report its location to the police.
- In-depth Reports: Collecting information like mileage, speed, idle time, and driver behaviour can help build a library of data that can be used to increase operational efficiency and flag drivers who don’t follow best practices.
Cons of a Active Vehicle Tracking System
- Cost: Due to their increased sophistication and potential ongoing costs, active systems will set you back more than their passive counterparts. But if you oversee a larger fleet, can you really put a price on this level of data collection?
- Complexity: If you’re not the most tech-savvy out there, then you may struggle to get to grips with these systems, at least initially. They’re more challenging to install and operate and may require some training programs for fleet managers and drivers to understand fully.
- Increased Power Consumption: With real-time updates and continuous communication, your vehicle’s batteries can lose their charge faster.
Passive Vehicle Tracking System
Passive systems rely on an SD card or internal memory to store data. Instead of transmitting it in real-time, it can be reviewed once the journey is over.Â
You’ll only pay a one-time fee to purchase the system and install it in your vehicles. This makes them a more suitable option for those with tighter purse strings, as they’re cheaper than active systems to purchase and maintain. With every purchase, you get the database, hardware, and software.
Pros of a Passive Vehicle Tracking System
- Cost-Effective: For those on a budget, passive systems could be the way forward due to their affordability when compared to active tracking.
- Simplified Implementation: Setting up and operating systems is a breeze compared to active systems, and you won’t suffer from connectivity issues.
- Data Privacy: Because data is stored locally, you’re at less risk of being hacked and suffering a data breach, keeping data about your business and drivers out of the wrong hands.
Cons of a Passive Vehicle Tracking System
- Delayed Data: Because you can’t monitor in real-time, you can’t react to situations as they occur, hampering your decision-making. You will also have to manually search through this data at a later date, which can be tiresome and time-consuming.
- Fewer Features: As they have a more simplified makeup, passive systems come with far fewer essential features, such as live maps, fuel usage, and behaviour monitoring.
- Limited Storage: With all your data being stored locally or on an SD card, there are limits to how much can be saved. If you want to keep this information, you will have to transfer it to a larger device and wipe the system, potentially at the end of every journey.
What Can Fleet Tracking Systems Do?
Despite the name, fleet tracking systems can do a lot more than just tell you where your vehicles are. Below, we’ve listed 8 of our favourite features found in these devices.
Real-Time GPS Tracking
First and foremost, fleet tracking systems track your fleet. Active systems do this in real-time using GPS technology. A device is fitted to your vehicles, and their live location, speed, and routes are broadcast straight to your hub.
With all of this information at your fingertips, you can quickly respond to situations on the road, like traffic congestion or accidents. You can ensure your drivers stick to pre-agreed routes, keeping fuel costs low and productivity high. You can also inform your customers about their delivery times and any unexpected delays, boosting customer satisfaction.
Route Optimisation
By analysing real-time traffic data, road conditions, and delivery prioritisation, fleet tracking systems find the most efficient route for you. This can help save on fuel costs (which account for up to 30% of the costs of running a vehicle), reduce travel time and avoid any delays. This translates to lower expenses, higher productivity, and increased customer satisfaction.Â
The most efficient routes can also go a long way in extending your vehicle’s lifespan. Wear is reduced due to less strain on components, meaning they last longer, and you save money on maintenance and repair costs.
Driver Behavior Monitoring
Fleet tracking not only tells you where your drivers are but also how they’re behaving on the road. Bad driving habits like speeding, harsh braking, rapid acceleration and idling can all be brought to your attention. Then, you can train drivers on safe and more fuel-efficient driving practices.Â
It also helps to promote safety on the road, lowers your insurance premiums and saves on fuel. It also indirectly helps promote your brand. Think about it: if someone sees one of your vehicles being driven recklessly, will they trust you in the future?
Geofencing
Geofencing allows you to create virtual boundaries that vehicles must stay within. You will instantly receive an alert if they leave these without the proper authorisation. This is perfect for two reasons:
- Making sure that your drivers stick to the most time- and fuel-efficient route.
- Alerting you to any thefts or unauthorised use when your vehicles should be in your warehouse or job site.
Maintenance Scheduling and Alerts
Mileage, engine diagnostics, and usage patterns can all be monitored with fleet tracking systems. Automatic maintenance alerts can be set up to inform you when your vehicles hit certain service intervals and store service history.Â
These proactive measures reduce the chance of breakdowns, repairs, and unnecessary downtime while extending the vehicle’s lifespan and staying compliant with safety regulations.
Fuel Management
You don’t need us to tell you how expensive fuel is. If you oversee a larger fleet, fuel expenses will undoubtedly account for a large part of your budget. But with fleet tracking, you can take huge steps to reduce these costs.Â
We’ve already discussed the importance of optimised routes and correct driving to a good fuel economy, but fleet tracking takes it one step further.Â
If you notice that one vehicle is burning through fuel much faster than others, this could point to an issue with the vehicle itself. You can then investigate and swiftly resolve any potential problems so you always get the most bang for your buck at the pump.
Integration With Other Systems
Fleet tracking devices can connect to your business’s existing systems, including fuel cards, CRM, ERP, payroll, and other accounting systems. This allows you to streamline your workflow across multiple departments, improving communication and operational efficiency.
Customisable Dashboards and Reports
Some providers will allow you to customise your dashboard to fit your specific needs. Maybe driver behaviour is something you’re interested in learning more about, or perhaps you want to keep an eye on fuel consumption. Whatever you want is just a push of a button away.
Benefits of Fleet Tracking
Ok, you know what fleet tracking systems can do, but what does this mean for your business? From savings to improved customer satisfaction, these systems can benefit your operations in more ways than one!
Reduce Your Costs
Route optimisation is a key part of fleet management software. It allows you to pick the most fuel-efficient routes, significantly lowering fuel expenses. Active systems can also account for accidents or traffic delays and adapt your route in real time.
Monitoring driver behaviour allows you to address poor driving habits, such as idling and rapid acceleration. These habits waste fuel and put additional strain on your components, leading to faster wear and expensive repairs.
It’s not just the location of your vehicles these systems track, but also their condition. Built-in preventive maintenance reminders and up-to-date information about your vehicle’s health allow you to stay one step ahead of component failures that require expensive repairs.Â
With the increased security from fleet tracking software, you may also find that you are now eligible for cheaper insurance rates. For those overseeing a larger fleet, this could do wonders for your budget.Â
Boost Productivity
Better route planning doesn’t just save you money, but it also increases your overall fleet productivity.Â
Finding the quickest and best routes for your vehicles to navigate can improve your road efficiency by 25%-30%. This helps to increase your profits, avoid late deliveries and improve overall customer satisfaction. Systems with real-time traffic updates allow you to alert any drivers to them and reroute their journey accordingly.
What good are your vehicles to you if they’re sitting in a repair bay? Preventive maintenance reminders allow you never to miss routine maintenance dates again. This keeps your fleet in perfect health and avoids any unnecessary downtime. Â
Improve Your Safety Â
Risky driving patterns, such as speeding, harsh braking, and not wearing a seatbelt, can be identified and quickly addressed. This can help improve safety on the road and reduce the risk of accidents. You can also use this information to identify high-risk drivers who need additional training.Â
Real-time traffic and weather information is invaluable to the safety of your fleet. If one of your drivers is supposed to take an off-road route, but heavy rain is inbound, you can make an on-the-spot decision to reroute them along a safer one.
Video-based telematic systems allow for a full review of any incidents on the road. This gives you the ability to provide any necessary training and navigate any legal situations that have arisen as a result of the accident. They also protect you against any fraudulent claims brought against your company.
AI is all the rage at the moment, so of course fleet tracking systems are using it. These features can help analyse and provide tailored feedback per driver and create scorecards ranking their driving safety.Â
Maintain Regulatory Compliance Â
You have to follow many rules and regulations, and if you don’t, you could end up on the wrong end of some very expensive fines. Luckily, fleet tracking comes with a range of features that keep your fleet efficient and compliant.Â
If you oversee an HGV fleet, tracking and archiving tachograph data can be tedious. With fleet maintenance systems, you can build up a digital library of driving hours and working time regulations to keep your fleet compliant with EU laws.Â
Daily walkarounds can be easily missed, especially on a tight schedule. But they’re there for a reason, and ignoring them can spell disaster in more ways than one. Using fleet tracking streamlines this process, making sure your vehicles are roadworthy and follow all DVSA safety standards.Â
Because you’re tracking your drivers, you’re required to follow GDPR laws. Systems can help you comply with these by requiring explicit consent, minimising data collection, and protecting personal information. Trust us; you do not want to be on the wrong end of a GDPR breach.Â
Emissions regulations are in place to ensure that we all contribute to a greener future and reduce pollution where possible. If you fail to stay on top of these, you could be fined up to £50,000. Sticking to the most fuel-efficient routes and complying with clean air zone requirements are benefits of implementing a fleet tracking system.
Increase Your Security Â
Fleet tracking geofencing capabilities allow you to create a digital boundary around an area of your choice. Although this is often used to keep your drivers on a pre-agreed route, it also doubles as a great security feature. If you set up a perimeter around your facility, you can receive an instant alert informing you of thefts or midnight joyrides.
One of these rapid responses may include remote immobilisation. Say you’ve noticed one of your vehicles has been stolen; all you have to do is press a button, and the fleet tracking device will disable the engine. Stopping the thief (or midnight joyrider) dead in their tracks, you can quickly inform the police of the vehicle’s location and minimise any financial losses.
More advanced systems come with anti-tamper monitoring. This alerts you when critical systems within your vehicle, such as batteries, are tampered with or removed entirely without your knowledge.Â
Features like panic buttons and collision detection allow your drivers to alert you during emergencies. Pair these with dashcams; these tools provide evidence for investigations and enhance driver safety.
Extend Your Vehicle’s Lifecycle Â
You know what they say: “A stitch in time saves nine,” and never has that been truer than when it comes to your fleet. Service triggers can help you stay on top of quick tasks like oil changes, tyre rotations, and brake checks. This keeps you one step ahead of component failure, minimises downtime, and maximises your vehicle’s lifespan.Â
Harsh braking, rapid acceleration, and excessive idling can increase vehicle wear. Tracking these, bringing them to your drivers’ attention, and training staff on the best practices can help increase component longevity.Â
Knowing when to use certain vehicles while leaving others in the yard is essential to your role. Using these systems to prevent overusing certain vehicles and underusing others evenly spreads wear across your fleet. This extends their lifecycle and allows all vehicles to undergo routine maintenance at once to minimise their scheduled downtime.
Training drivers in eco-driving techniques—such as maintaining steady speeds and avoiding unnecessary idling—preserves vehicle health while reducing emissions and fuel consumption. Win-win!Â
Provide Better Customer ServiceÂ
With real-time updates about your vehicles’ location, you can update your customers on expected arrival times. If there are any unexpected delays, you can inform them immediately, keeping them in the loop with every step of the journey.
Who Can Benefit from Fleet Tracking Software?
If your business relies on multiple vehicles, fleet tracking software has something for you. Below are just a few of the industries that can benefit from implementing these systems.Â
Transportation and Logistics
Monitor your vehicle locations, optimise routes, and ensure timely deliveries, enhancing overall efficiency.
Construction
Fleet tracking helps manage heavy equipment and vehicles on job sites, monitor vehicle health and maintenance intervals, and increase security with geofencing.
Coach Businesses
Those providing coach transportation can monitor their buses, giving real-time updates to passengers and improving service reliability.
Emergency Services
Ambulance, fire, and police services can use fleet tracking to dispatch the nearest units to incidents, reducing response times and improving public safety.
Utilities and Services
Companies providing waste management, plumbing, and electrical repairs can use fleet tracking to allocate resources and meet customer appointments promptly and efficiently.
Delivery Services
Businesses offering parcel and food delivery can use fleet tracking to manage delivery routes and inform customers of delivery times.
Oil and Gas
Companies in this industry monitor the movement of fuel tankers to ensure safety and compliance with regulations.
Agriculture
Farmers use fleet tracking to manage tractors and other machinery, optimising their use during planting and harvest seasons and improving security with geofencing.Â
How Much Does Fleet Tracking Cost?
There is no one-size-fits-all answer when it comes to fleet tracking pricing. The size of your fleet, the sophistication of the systems you want and the provider you choose will all influence your choice. Below are a few different costs you should be aware of.Â
Installation Fees
You may opt to install the devices on your vehicles yourself. This will be cheaper than hiring a professional to do it for you but comes at the risk of incorrect installation. If it’s not installed correctly, you won’t fully benefit from the power of fleet tracking.Â
Depending on your provider, having them installed by a professional can cost between £50 and £300 per unit. This may be an expensive outlay, especially for larger fleets, but you have peace of mind knowing everything is up and running as it should be. Also, do you really have time to install a bunch of tracking devices on fleets that involve tens, if not hundreds, of vehicles?Â
Software Setup Fees
Similar to installation costs, but on the software side. Again, if you don’t set this up correctly, you won’t be able to benefit from everything your system offers. With professional installations, you can let your provider know exactly what you want to track, and they’ll set everything up for you.Â
These fees typically range from £100 to £500, but unlike the hardware, this is a singular fee, not per vehicle.Â
Ongoing Subscription Fees Â
Active systems may come with a monthly subscription fee. The provider you choose and the type of system you think best suits your fleet will determine the price. There’s a fair bit of disparity here as these can range from as little as £7.50 per vehicle per month up to £100 per vehicle per month.
Some more advanced systems will come with additional features that may be at a premium, including:Â
- Customised systemsÂ
- Integration with existing systems and software
- Technical supportÂ
- Storage for historical dataÂ
- Maintenance costs and upgradesÂ
- Fuel monitoringÂ
- Temperature trackingÂ
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How Can I Get Fleet Tracking?
Now that you know everything there is to know about fleet tracking systems, there’s just one question left to answer. How can you get one for your business? Well, we’ve made it super simple to get started.Â
All you have to do is tap the button below and answer a few questions about your business. Then, based on your answers, you will receive a range of fleet tracking quotes tailored specifically to meet your business needs.Â
This is a free service with no obligation to commit. Don’t like what you see? No worries, walk away without spending a penny.Â
What have you got to lose? Tap below and get comparing now!Â
FAQs
How does fleet tracking work?
Fleet tracking uses GPS and telematics to monitor vehicle locations, routes, and performance in real-time. Data is sent to a central platform, allowing fleet managers to optimise routes, reduce fuel costs, and improve safety through alerts, reporting, and driver behaviour analysis.
What are the benefits of fleet tracking?
Fleet tracking improves route efficiency, reduces fuel costs, enhances driver safety, and increases asset security. It also helps with compliance, maintenance scheduling, and real-time monitoring, leading to better decision-making, lower operational costs, and improved customer service.
What is geofencing?
Geofencing is a GPS-based technology that creates virtual boundaries around specific locations. When a vehicle enters or exits these zones, alerts are triggered. This helps with security, route compliance, unauthorised vehicle use prevention, and efficient fleet management.Â
How much does fleet tracking cost?
Fleet tracking costs vary by supplier and features. Expenses include hardware, installation, and monthly subscriptions, typically ranging from £7.50 per vehicle per month up to £100 per vehicle per month. Advanced features like temperature or fuel tracking may come at an extra cost.
How can I get fleet tracking for my business?
Tap the button to the left of the page to answer a few questions about your business. You’ll receive a range of tailored fleet tracking quotes at no cost. This is a free, no-obligation service, so if you’re unhappy with your quotes, you can walk away without spending a penny.
