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GPS fleet tracking software helps you track vehicles and assets and monitor driving behaviors. Here's how to select the right platform for your needs.
Hundreds of thousands of transport managers nationwide use GPS-based fleet management platforms to track driver locations and behaviors and monitor fuel costs and vehicle maintenance. These platforms share many similarities, but specific features, contract requirements, pricing and integrations may make one better for your business than another.
We’ll explain more about GPS fleet management systems and share tips and considerations for choosing a fleet and asset tracking solution that helps you improve safety and efficiency.
GPS fleet management is the process of using GPS tracking devices to gain greater insights into vehicle locations, driver behaviors, fuel consumption and much more. GPS fleet management systems ensure drivers act safely and responsibly on the road and that vehicles operate more efficiently.
These systems use hardware and software to meet their goals. Hardware is installed in vehicles to track their location, generate maintenance diagnostic information and monitor driving behaviors. The hardware sends real-time data to the system software via a cellular network (and occasionally by satellite) to provide the most current information possible.
Among other things, GPS fleet tracking systems can:
Tejas Bhakta, CEO of AirPinpoint, an asset tracking firm that uses Apple’s AirTags to track company machinery and equipment, explained that GPS and asset tracking systems can be transformative for companies.
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“Instead of relying on radio check-ins, firms now get automated location, usage and health updates across vehicles, trailers and even small tools,” Bhakta said. “Businesses with fleets can see where their drivers are, plan routes involving more drop points, and set preventative maintenance plans to keep their vehicles on the road for longer.”
Bhakta also noted that GPS fleet management systems can help businesses identify underutilized vehicles they could potentially sell. “One logistics client of ours found 12 percent of their assets were going unused for weeks — this insight alone cut rental costs by five figures per quarter,” Bhakta recalled.
With numerous options to consider, selecting the ideal GPS fleet management service for your business can be a challenging task. Follow these steps to get on the right track:
If you’re new to the world of GPS fleet management, you may feel overwhelmed by the industry’s jargon and vast array of options. Here’s a quick primer on essential considerations when choosing a GPS fleet tracking solution:
GPS fleet management costs vary widely depending on your fleet’s size and the features you need. Most vendors charge a monthly fee, with per-vehicle costs ranging from $20 to $100 per month. Some providers offer free hardware, while others charge per user.
These vendors offer various payment options, including annual subscriptions and pay-as-you-go plans. Some services require an annual or multiyear contract, but many don’t require a long-term commitment.
GPS fleet management solutions and other types of telematics software provide real-time fleet-related notifications. For example, you can get notifications when a vehicle leaves your facility and arrives at its destination and receive driver behavior alerts. “We use telematics to track driver behavior for things like speeding, harsh braking, idling and route adherence,” noted Ari Raptis, CEO of cannabis industry logistics provider Talaria Transportation.
Look for a platform with driver reporting functionality so you’ll receive notifications related to a specific route or driver. These features can be essential for fleet and asset safety and security. Gaining more visibility into your fleet can help you build a more efficient business.
Brendon Hill, senior vice president of product at fleet management platform Lytx, added that fleet managers across the company’s client base rely heavily on alerts to stay ahead of issues. “[Managers monitor] key events such as unauthorized vehicle use, geofence violations and diagnostic alerts (DTCs), the last of which is critical for identifying vehicle health issues early, before they lead to costly repairs or impact driver safety,” Hill explained.
Raptis says proactive alerts can be particularly valuable. “We use proactive alerts to monitor everything from delivery times to vehicle maintenance,” Raptis explained. “If there’s a delay due to traffic, weather or any other disruption, our dispatch and customer service teams are immediately notified so we can communicate with clients quickly.”
The top GPS fleet tracking services allow you to customize your home dashboard. You can select the analytics you want to monitor — including real-time asset tracking, fuel efficiency metrics and driver safety scores — and organize them into one intuitive dashboard.
The best GPS fleet management software is straightforward and intuitive. Once it’s implemented, you should be able to track essential metrics routinely and seamlessly, gaining valuable insights to help create a more efficient company.
Top fleet management solutions provide unparalleled insight into driver safety, fuel efficiency and vehicle maintenance. By tracking mileage and general vehicle health, you’ll know when your vehicles need to be serviced.
The best fleet management systems store all your vehicles’ maintenance histories in one easily accessible place, allowing you to understand the life cycles of individual vehicles in relation to your overall fleet.
Driver safety tracking is one of the marquee features of many telematics solutions. When you work with fleet management companies, you’re opening the door to a safer fleet, which can lead to safer roadways.
Telematics services can gauge driver safety, compile data and present it via easy-to-read driver scorecards. Hard braking, rapid acceleration and swerving are examples of activities that telematics solutions track to create driver safety scores.
Lang emphasized that real-time feedback can transform driver safety. “Driver safety has improved through features such as real-time in-cab audio alerts for speeding, following distance, distracted driving, or inertial events like harsh braking, hard turns and other indicators of aggressive driving,” Lang noted. “Many platforms now come with built-in training programs you can fashion around an individual driver’s bad driving behaviors.”
The best GPS fleet management solutions provide near-real-time data collection and updates. This means you can have 100 percent visibility into your fleet at any time. This technology is unmatched in other industries.
Telematics solutions are cloud-based platforms you can access from any device. Many also have stellar driver and admin mobile apps to streamline operations. If you’re a fleet manager who travels or can’t access your office computer, you’ll still be able to check in on your fleet.
Many telematics platforms offer helpful third-party integrations. By connecting other business solutions to your fleet management software, you can integrate your overall business technology suite. Integrations vary based on the platform, so work closely with your fleet management system representative to ensure you have access to the tools you need.
Lang believes that the tighter a GPS system integrates with other apps in a firm’s tech stack, such as a customer relationship management (CRM) platform, the better. “Connecting to a CRM system is a great advantage,” Lang said. “Many platforms offer pre-built integrations, but if yours isn’t covered, you can achieve connection through APIs and software development kits.”
The best fleet management solutions offer 24/7 customer support. These providers can help you quickly resolve problems with your hardware or software.
If you run a trucking, freight, construction, delivery or any other logistics business, knowing where your vehicles and materials are is crucial. Ensuring safety and compliance is also essential. GPS fleet management systems address these concerns and more.
Here are some of the top reasons businesses use a GPS fleet management system:
Bhakta predicts an AI-driven future in which fleet tracking and management become even more automated and self-managing.
“Whether it’s a $100K bulldozer or a $75 hand tool, every asset will self-report where it is, if it’s being used and if it’s healthy,” Bhakta explained. “GPS and AirTag-style tech will be embedded and disposable. What used to be a full-time dispatcher’s job will be run by AI — detecting waste, scheduling jobs, and flagging risk without human input. We’re going from tracking to self-managing fleets.”
GPS fleet tracking is increasingly used in high-risk, high-precision environments where knowing a vehicle’s exact behavior and location is crucial. Here are two examples:
These types of advanced, industry-specific systems aren’t yet widespread, but that’s changing. Their growth is being driven by gains in safety, efficiency and cost control, as well as increasing pressure from regulators and insurers, especially when high-value cargo is involved.
In some industries, companies may need to provide time-stamped proof that vehicles are following approved routes, adhering to speed limits, and maintaining routine maintenance. Having this kind of documentation can support insurance claims and help meet stricter safety standards.