Fleet Management: A Technical Crash Course

Webcast Technologies, Inc. | Fleet Management: A Technical Crash Course

April 19, 2023 The fleet management market has grown substantially over the years with multiple players taking on the challenge but not all fleet management solutions are created equal; there are many considerations to be taken into account when choosing which fleet management software best suits your company’s needs, many of which are on the technology and technical side of things.

The Technology Involved

  • Devices

For fleet management systems, physical hardware will be installed in the vehicles, the number of which will often be determined by the size of your fleet. These devices should ideally have communication, navigation and/or ELD (Electronic Logging Device) capabilities, but generally vary in terms of:

    • Purpose

Fleet management devices are available in multiple forms, each with their own specific function for clients to choose from to suit their needs. Some of these devices include the popular and necessary GPS devices to track vehicle location, sensors to detect a number of data including temperature and the opening of doors, and other attachments to monitor other information such as driver identification.

    • Type

Does your company need wired or wireless devices? Many solution providers offer a variety of devices under these types. Note that both wired and wireless have their own pros and cons, it’s up to you to determine which type you need.

    • Installation

Just like how devices have different types and purposes, they also have different ways to be installed. Most have to be wired into your vehicles, while others can be as easy as sticking it on an available flat surface. Remember to inquire about your chosen provider’s installation process when reviewing your device options.

  • Software

This serves as your devices’ repository for any and all data they collect from your fleet. Every software is different, from the UI (user interface) and UX (user experience) to the features. Do check if the solution is compatible with your existing tools and systems, as some providers do offer to link them together for a more seamless and efficient process.

Normally a fleet management software has two major interfaces: one for administrators (for managers, supervisors, and dispatchers) and another for the users (for vehicle drivers and operators).

  • Platform

This is one of the major differences to look out for in your hunt for the best suitable fleet management system for your organization. Some solutions only offer a desktop version of their system while others take it a step further and have it available on smartphones via mobile app. Ideally, your chosen solution has to have a mobile app to make it accessible to vehicle drivers and operators, actual users with relevant data to input in the system.


Features to Look Out For

  • Compatibility

It’s recommended that you get a solution that can take on multiple devices for different purposes, like the ones mentioned above, instead of simple GPS tracking. Apart from that, on another angle of compatibility, make sure that your solution isn’t restricting. Can it function on any browser? On any laptop or desktop? If it has a mobile app, can it function on Android and iOS? Having a wide range of compatibility can make all the difference in terms of efficiency.


  • Compliance

Every organization has a different set of compliance requirements but a handful are applicable to any and all fleet owners. Ranging from labor policies such as Hours of Service (HOS) compliance which tackles the number of hours a driver can work before taking a mandatory break, to technical compliance such as multi-system compatibilities and data sharing policies, make sure your chosen or shortlisted solutions can take on your list of requirements.


  • Integrations

If you have existing tools and systems in place, solutions that can integrate with them do exist! Having an end-to-end, centralized process is a valuable achievement that can save an organization time, effort, and money so make sure you keep an eye out for those systems.


Webcast’s NavX and TrackMe Suite offer fleet management solutions, designed to cater to your business’ needs with multiple use case options available. For more information, questions, or inquiries, visit https://trackme.com.ph/contact-us/.

For a procurement crash course on fleet management , check out this article: https://trackme.com.ph/articles/top-5-tips-in-procuring-a-fleet-management-solution/

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