0402 459 653‬ cs@telematics-australia.com

Fleet Management Systems Features (UPDATED JUNE 2022)

The number of fleet management system (FMS) features can be overwhelming.  This features guide is set up as a poll.  Experienced FMS users can vote for the features they find most useful.  It’s a way for experienced users to share their knowledge. Potential FMS buyers can vote for the features they expect to help them. This helps system providers understand what the market is looking for.
You can vote for as many features as you like.  And if there is a feature missing from the list below, let us know and we will add it. 
Thanks to everyone for sharing their fleet management system knowledge!

1. Geofencing

Geofencing is the creation of a virtual geographic boundary. It is typically a radius around a specific point, or an area marked on a map. It triggers a response when a mobile device enters or leaves a particular area.  Fleet Management Systems use geofencing to track mobile assets. You can create alerts for situations such as –

  • A generator leaving a worksite
  • A vehicle entering an unexpected location (such as a shopping centre)
  • A vehicle leaving a car park at an unexpected time (such as the middle of the night)

These alerts show up in the fleet management system and may also generate SMS or email. 

Geofencing enables asset protection, and reduction in unauthorized vehicle use.

2. Route Optimisation

Route optimisation software helps dispatchers plan routes. It takes into account customer location, timing and which driver or vehicle can do the work.  It has the most benefit when there are huge numbers of customers and vehicles in a large area. When evaluating route optimisation software, many companies consider the following –

  • Speed of the system and ability to process changes in real time
  • Integration with other systems, or embedded within a fleet management system
  • Flexibility to consider many scenarios
  • Must support modelling while continuing with operations
  • Traffic conditions in real time
  • Delivery constraints on specific types of vehicles
  • Analytics and reporting

Benefits of route planning software include

  • Reduced labour costs,
  • Reduced fleet wear and tear
  • Better customer service

More information on the theory behind routing software is here.

3. Pre Start Checklist

The pre start checklist is a list of items operators must inspect during a daily inspection. It is a crucial part of managing any complex industrial asset (such as a truck, or other equipment).

The operator uses the pre start checklist before starting the equipment for the day. The purpose is to ensure the equipment is fit for use. Operators must record that they have completed the check, and record any issues found.  More details are on our dedicated page here.

4. Preventive Maintenance

To maximize fleet life and safety, a proper preventive maintenance program is critical.

Some fleet management systems include management of corrective and preventive maintenance work orders.

You can create corrective maintenance work orders manually, or based on equipment condition. 

Preventive maintenance work orders generated based on time or meter reading. For example, every twelve months, change the brake fluid, or, every 10,000km, change the oil and filter

You can create inventory requirements from the approved work orders. When the available stock is lower than reorder point, it can automatically create purchase orders.

Business benefits include better fleet uptime, better reliability, and lower total inventory requirements.

More information on preventive maintenance is here.

5. Driver Coaching

Fleet management systems enable driver coaching by driver-specific metrics.

The system owner defines key metrics for improvement. Examples are idling time, harsh cornering, excessive acceleration, etc.

The in-vehicle unit (IVU) monitors the metrics, and can alert the driver as required. The FMS can also create scorecards or driver ladders. Some fleet managers use these metrics to enable friendly competition between their drivers.

The driver coaching module can also create aggregate reports. These enable managers to observe when, where and how long limits are breached. If necessary they can then adjust the alert levels.

Benefits of driver coaching include improved safety, reduced fuel cost, and reduced emissions. You can also expect reduced business risk, and lower fleet cost (due to less wear and tear on the vehicles).

6. Crash Detection

Crash detection relies on accelerometers and vibration detection in the in-vehicle unit (IVU).

The system filters out false positives, and the driver has the option to confirm or cancel the alert. 

Emergency messages are automatically sent via the phone or Iridium network. This instant response lowers the risk to driver safety. Some systems also enable video recording of the events leading to the accident. This enables accident analysis and can be helpful in insurance claims.

Further reading is here

7. Mobile Workforce Management

Mobile workforce management makes it easy to supervise remote workers performing repeatable tasks. The landscaping, courier, electrical, plumbing and air conditioning industries often use this functionality.

Traditional mobile workforce management uses manual scheduling, phone calls, and job confirmation paperwork. Mobile workforce management replaces these legacy systems.

Instead, all your employees log into the same online system. This enables better communication and reduces workload. Dispatchers access the system via a web browser. Remote workers use a mobile app on their phone or tablet.

Mobile workforce management products are part of fleet management systems. The systems are integrated so you can see information about the workers and the vehicles. This helps you make the best decisions for your business and your customers.

Dispatchers, workers and management all have a common understanding of the workload. Dispatchers can see the status of work and send the right person to the next job. Mobile workers can focus on their work, rather than fielding phone calls. When their work complete, they click a button and move on to the next job. And managers can see job status and make corrections as necessary.

Mobile workforce management software enables better customer service too. SMS and emails can be sent to update your customers on expected arrival times. This results in better coordination, and improved customer satisfaction.

Mobile workforce management software also helps industries that provide an emergency response. You can locate technicians in real time, and see their expected travelling time. This enables dispatchers improve customer service and customer satisfaction.

8. Fuel Tax Credits

In Australia we pay tax on fuel when we buy it. When you use this fuel for certain business purposes, some or all the tax is refundable. You can claim this refund as fuel tax credits. Many fleet management systems available in Australia can support fuel tax credit calculations.  More details are on our dedicated page here.

9. IAP/Intelligent Access Program

The IAP (Intelligent Access Program) allows trucks enhanced access to the road network. In return they must agree to monitoring and compliance with specific access conditions.

Several fleet management systems support the IAP requirements.

More details are on our dedicated page here.

10. Chain of Responsibility

Many people in the transportation supply chain influence the actions of drivers, loaders, maintenance crews, and so on.

Chain of Responsibility legislation ensures everyone shares responsibility for legal compliance. 

Fleet management systems help you follow Chain of Responsibility requirements.  More details are on our dedicated page here.

11. Electronic Work Diary

Electronic Work Diary is a system that records a driver’s working and rest times.  It is available as part of all leading Fleet Management Systems. It helps ensure legal compliance.  Drivers use the system to ecord their work and rest time using a convenient interface. 

Electronic Work diary automates the calculations for next rest period. It also monitors driving time. This makes it easy for drivers to remain compliant with the law. They are also able to prove their compliance.

Electronic Work Diary doesn’t only ensure legal compliance. It also ensures that your drivers are well rested. This reduces risk of accidents. The use of EWD has both legal and safety benefits.

The Australian National Heavy Vehicle Regulator must approve Electronic Work Diary functionality.  Information on EWD requirements can be found here.

12. Electronic Logbook

Electronic logbooks are more efficient than traditional manual logbooks. The driver records their use of the vehicle via a smartphone app. They then assign each trip as business or private as appropriate. Your drivers can focus on their work, rather than laborious paperwork.

To calculate Fringe Benefits Tax for company vehicles you need to record usage for a 12 week period. You can use Electronic Logbook functionality to record this key information. Once the details are in the system, it can recommend the best 12 week period to submit to the tax office.  This also ensures the provision of accurate information. It eliminates any potential liability from inaccurate reporting.


Want to be added to this list? Click here to bring up our submission form. We will be in touch shortly with feedback.



More Telematics Australia Resources for you below!

Fuel Tax Credit

As we all know, the price of fuel includes tax. When you use fuel for specific business purposes, you can claim back this tax in the form of fuel tax credits.

Fleet Telematics Solutions

Fleet Telematics Solutions is a combined directory and poll.  It includes Smartrak, CTrack, EROAD, and many others. You can vote for as many providers as you like.

Best Dash Cam Australia

This is a combined directory and poll for Best Dash Cam Australia. It’s set up so experienced dash cam users can share their knowledge.

Chain of Responsibility Legislation

Many people in the industry have an influence on the safety of heavy vehicles. They influence actions taken by drivers, loaders, maintenance crews, and others. This is the Chain of Responsibility.

ROI Calculator for Telematics and Fleet Management Systems

This calculator focuses on the ROI that results from better cost control, especially the costs associated with fuel and labour, and the tax rebates available from the Australian Fuel Tax Credit system.

IAP Program

The IAP (Intelligent Access Program) is a voluntary program that provides transport operators with enhanced access to Australia’s road network, in return for monitoring and compliance ...