Vehicle tracking system

Technology has fostered a new horizon of services for us, where everything is automated, oozing out tremendous benefits.

In this sprint, transportation businesses are no exception; thanks to the rise of technology and the internet, fleet tracking is now just a touch away.


Well, let us help you understand it better!

As we all know, fleet vehicle tracking systems have witnessed a sharp rise, leading fleet companies to look for an option to streamline their operations while managing the fleet.

OOPS, that is a huge job out there!

Yeah, that is demanding phase and requires effort, time and money in abundance,


This is where fleet tracking systems come forward to change the game.

Are you ready to explore the umpteen advantages of this technology?

How about scrolling this post further to spill the beans!

Fleet Vehicle Tracking Systems- An Overview

To be honest, the basic mechanism that runs behind the fleet management is all about designing & enhancing the business operational efficiency and cost reduction. 

If you look closely it strives to automate the regular tasks that consume time while mitigating human errors.

A fleet management system enables:

  • Automate dispatching
  • Route optimization
  • Vehicle maintenance
  • Improve driver performance
  • Fuel management
  • Offer real-time tracking of vehicles
  • Giving companies more visibility into their operations

Fleet Management Systems- Transforming Business Operations

When it comes to staying on top of the competition, every business counts on emerging technologies. 

And this is where fleet management vehicle tracking system comes into the fore and redefines the businesses’ operational excellence.

It not just streamlines the route navigation but also improves driver performance while slashing unnecessary fuel expenses.

Different Types of Fleet Management Systems

There is no dearth of advantages associated with the fleet management system. However, you should know a right fleet management software can open a floodgate of opportunities, such as:

  • Builds a reporting schedule to keep a strict watch on safety protocols
  • Ensures drivers and vehicles are following the federal and state regulations to avoid steep penalities 
  • Predictive analysis reduces downtime due to any maintenance or repair issues

Now, let’s take a quick look at variety of fleet management systems:

Condition Based Maintenance (CBM)

This type involves vehicles to be integrated with sensors to generate digital reports. Here, sensors share data, which is further utilized by fleet managers to optimize fleet performance which was never experienced before.

It involves real-time vehicle tracking for better operational visibility and taking proactive measures for safer operation execution.

Predictive Maintenance (PdM)

As the name suggests, it is all about a predictive approach to maintain the fleet and get the repairs performed much before it causes the havoc of downtime. 

It also ensures cutting down fuel expenditure and ensuring vehicles run at peak efficiency while sharing real-time alerts and achieving quick responses.

Preventive Maintenance

Prevention is better than cure!

And this model fits it well, as it is designed to help fleets reduce downtime through proactive measures. 

It imbibes different strategies, such as: regular maintenance checks, high-quality parts, and following the manufacturer’s guidelines for service and repairs. 

This model is especially useful to train drivers and help them follow guidelines for safer travel and address potential issues much before they turn aggressive.

Reactive Maintenance (RM)

This model is more about the maintenance being conducted in response to a breakdown or system failure. 

Reliability Centered Maintenance (RCM)

This model gives businesses an opportunity to build an internal maintenance schedule and policy to attain optimal performance, longevity, and safety for their vehicles. 

This model is hugely impacted by different factors, such as: terrain, the climate, and more.

Know more about Fleet Management Solution

Fleet Management – Quintessential Set of Benefits

  • Generates fuel consumption reports and trends, so businesses can identify where fuel is being wasted and make necessary changes. 
  • A cloud-based video monitoring system enables a real-time view of vehicles and their locations to track their performance
  • High-technology powered fleet management platforms comes packed with interactive mapping and AI based monitoring 
  • Businesses can optimize their fleet operations, increase efficiency, reduce costs, and improve safety.  
  • Offer automated warnings and alerts when vehicles are in dangerous or unfamiliar areas, or when they are running outside of their typical parameters.
  • Automating fleet tasks can help businesses save time and money, while allowing managers to focus on more productive tasks and strategic initiatives.
  • Allow businesses to better understand their customer needs, track customer feedback, and ensure customer satisfaction. 

Crucial features to look for when weighing up fleet management solutions are:

Fleet Vehicle Tracking

GPS fleet vehicle tracking systems enable fleet administrators to keep better track of their vehicles, equipment and inventory, as well as their locations.

This technology can be leveraged to offer real-time updates on the status of these assets, allowing businesses to respond quickly to changes in their environment and make decisions faster. 

Fuel Management

Fleet management systems should have the capability to monitor fuel levels in real-time. It allows visibility and control over refueling and draining and cut down money on fuel wastage, if any.

Fleet Maintenance

It is an important part of fleet operations, and can help businesses save money by preventing costly repairs and downtime. 

By regularly performing maintenance, businesses can reduce fuel consumption, and improve safety.

Further, maintenance allows businesses to identify any issues that may arise, allowing them to respond quickly and effectively. 

It is worth mentioning that businesses can increase their ROI, as their vehicles run at optimal levels leading to minimized costs.

Also Read- Best Vehicle Tracking and Fleet Management Software Solutions in 2023

Alerts and Notifications

We all know that customizable alerts are extremely important for any vehicle tracking system for fleet management. They allow businesses to customize the types of notifications they receive and the frequency at which they are sent. 

This makes it easier to keep track of important events, such as upcoming maintenance, fuel levels, and vehicle check-ins, ensuring that businesses stay on top of their fleet operations. 

With these alerts businesses can stay on track with their goals and objectives, ensuring that they are achieving the best performance possible.

Establishing key performance indicators (KPIs), service level agreements (SLAs)

Well, it is hard to dodge off KPIs and SLAs when you are building a fleet management system. 

These two parameters are highly significant and give a clear indication to the businesses on the areas to be worked upon.


No business size will remain the same in the future; either it gets expanded or reduced. This is where businesses need to pick a solution that is scalable enough. Hence, businesses must check if the said software merges with or works in harmony with their existing system.

This can help to save time, increase efficiency, and improve accuracy, allowing businesses to focus on the bigger picture and achieve their goals.

Trips and Mileage

Mileage tracking is an essential component of a successful vehicle-tracking fleet management system. With this, businesses can accurately track the distance traveled by each vehicle in their fleet, as well as monitor any expenses associated with fuel, maintenance, and repairs. 

Tracking mileage can help businesses comply with safety regulations and filing requirements, as well as streamline the process of filing for tax deductions.

Digital Documentation

Well, we are living in the digital age. Gone are the days when we had to carry every relevant document in a physical copy, bringing the fear of theft, loss of documents. 

For fleet owners, digital documentation can be incredibly useful. They let drivers easily add, save, consolidate, and share client/customer signatures, receipts, and proof of delivery documents.

This helps businesses streamline their operations and ensure that they have access to all relevant information quickly and accurately. 

This reduces paperwork and manual data entry, while saving time, money, and effort.

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Factors that are MUST be considered

When choosing a vehicle tracking solution, there are several factors to consider.

Some of the most required factors are listed herewith:

Identify your Fleet Size

It’s important to consider the type and number of vehicles you have, the number of drivers, the routes taken by your drivers, and the number of deliveries made each day.

Having an accurate understanding of your fleet size will help you choose a fleet management system that will accommodate your specific needs and provide you with the best results.

Determine Right Features

You cannot miss the right features of the vehicle tracking system that build your tracking system. Smart tracking solutions offer reporting capabilities, helping you better understand your fleet’s performance, and identify areas for improvement. 

Budget Constraints

You should consider both short-term and long-term costs. Upfront setup costs may include any needed hardware or software, as well as installation fees. 

Further, the maintenance, integration with existing features, integration of emerging technologies, and ongoing support are some of the factors that impact your budget extensively.

Fleet Management Is Easier With Hidden Brains

Hidden Brains‘ Fleet Management Software leverages the latest advancements in technology to increase efficiency, reduce costs, and improve customer satisfaction. 

Our solution comes packed with real-time tracking, reporting capabilities, scheduling and dispatching, and passenger feedback features, so your business can grow out of bounds.

Bottom Line

The right fleet management software is all about considering the specific needs of your business. 

Businesses that provide services may require scheduling & monitoring, while businesses dealing with transport passengers may need a system that includes real-time tracking and passenger feedback. 

Last but not least, if you really want to gain an edge of a burgeoning competition bubble in your business, then it is important to address the customer’s needs with the right set of technologies. 

And nothing fits the bill here, but efficient fleet management software, for all the reasons mentioned above.

Give your fleet business a tech curve and scale higher!

Got a question?

Get in touch with our team to explore how you can leverage the right fleet management.