How to Manage Fleet Downtime with Fleet Management

One of the major worries of fleet managers is Fleet downtime. The period when a vehicle is not available for use is defined as vehicle downtime. The reasons for downtime can be vehicle repair, service, or an accident. Weather conditions and traffic congestions may cause the vehicle to be stranded and out of the road.


Sometimes, you may have to pull a vehicle out of the road because of driver issues. Conditions like weather, accident and traffic cannot be controlled. But we can proactively plan to minimize downtime loss caused due to these reasons.

Preventive maintenance and service can help reduce downtime caused due to vehicle conditions. In this blog, we will discuss the costs incurred due to fleet downtime and how an effective fleet management system can help deal with downtime.

Costs Incurred Due to Fleet Downtime

On average, the costs of fleet downtime can be anywhere between Rs 2000 and Rs 20,000 per day depending on the type of business. If you have a car rental business, then the cost of vehicle downtime will be even higher as you will not get your day’s or week’s rental income. The other costs that you may incur because of vehicle downtime are:

  • Cost to rent a replacement vehicle
  • Loss of revenue because of missed appointments
  • Salary of the driver of the unused vehicle
  • Late penalties
  • Cost of replacement parts
  • Extra payment for premium services and repairs
  • If transporting goods, extra manpower to transfer goods from damaged vehicle to replacement vehicles
  • Delay in deliveries

How you can Minimise Downtime with a Fleet Management Software?

Fleet management software offers a convenient solution to manage the entire fleet and even automate repetitive tasks. The software can be customised based on your business model and requirements.


This application can also help identify possible causes of fleet downtime to address them in the early stages itself. Let’s explore the different ways in which fleet management software can help minimise downtime and improve fleet productivity.

Preventive Maintenance Program

Regular service is very important to maintain good vehicle health. The fleet management software keeps track of the maintenance checks of each vehicle in your fleet. It also sends notifications to remind you of the regular maintenance and services.

Read Also: Importance of Predictive Analysis in Fleet Management

The system can also be configured to send notifications once the vehicle has travelled 3000 to 5000 kilometres. The fleet manager can check the distanced travelled on the dashboard or check the notifications and send the vehicle for service.

Address Serious Vehicle Issues Immediately

There’s an old proverb that says, “An ounce of prevention is worth a pound of cure.” A lot of money and time can be saved if minor repairs are tackled immediately.

If small issues are not immediately checked, they can cumulate to become a huge problem, which can keep the vehicle off the road for days. You can use the software to create a form that allows the driver to submit details that the driver feels are not “ok” with the vehicle.

For example, wheel alignment needs to be done or that the brakes need to be checked. The fleet manager should take these forms seriously and address the issues immediately. Checking and repairing these small issues will just need a few hours. If left unchecked, they could lead to an accident or long downtime.

Replace Fleet Vehicles after a few years/set number of kilometers

To get the best productivity from your fleet, you need to maintain the vehicles in prime condition. If the vehicle has travelled a few lakh kilometers, then it is time to “retire” the vehicle and bring in a new vehicle.


It is because as vehicles get old, they may not be able to meet the strenuous demands of your business. And may need service and maintenance more often. The software will have details of when you purchased the vehicle and the number of FCs that was done. It will help you evaluate the age and performance of the vehicles in your fleet.

Check Replacement Parts

When you’re getting replacement parts for the vehicles, it is vital to check if they are genuine. You will be paying good money for the spare parts, so make sure they are of quality. Poor quality spare parts not only drain your money but can also lead to vehicle problems in the future.

You can monitor the replacement parts using the software tool. It will help you maintain details of the spare parts you purchased, which vehicle they were used for and when it was purchased.

All this information will help you monitor the expenses involved in replacement parts. It will also give you an estimated date when the oil, tires, brake shoe, and other parts need to be replaced.

Use the Right Vehicle for the Job

To ensure optimum fleet productivity, you need the right vehicle for the job. When you do your basic research while building the fleet, consider vehicle lifetime, maintenance, gross vehicle weight (GVW) and payload that is required for the job.

Also, the vehicle you choose should depend on the terrain, location and purpose. If you’re getting a vehicle for school or college trips, then it should fairly have a good amount of seating as well as safety features.

Read Also: 31 Ways to Reduce Fleet Maintenance Costs

On the other hand, class and comfort will be the top priority when you’re looking to add vehicles to your luxury car rental service. With the right kind of vehicles, you can get more out of your fleet.

Track Driver Behaviour

One of the reasons for vehicle downtime is driver behaviour. If the driver is prone to rash driving and is inconsistent at work, your vehicle may be off-road more than on road.

The fleet management software helps you monitor driver behaviour based on various criteria like drive time, vehicle repairs, number of accidents, and reports from others. If a driver is not regular to work, then you may have to pull the vehicle out till you arrange for a replacement vehicle or driver.

It can cause an additional burden and cost on your fleet management. Using the software, track driver behaviour. You can reward good and consistent drivers and remove drivers who are causing more vehicle downtime.

Data Analytics to Track Fleet Productivity

The fleet management system maintains all fleet data, from the number of kilometers travelled and route to number of services and replacements. The fleet manager can analyse all the data to find the vehicles /drivers that are most productive and those that are the least.


Data analysis can help find the reason for vehicle downtime and also to build an effective fleet management strategy.

Make Staff Accountable

Motivate drivers to be accountable for their vehicles. It would also help if you have a reward system that will encourage the drivers to take good care of their vehicles and minimise downtime. When the drivers are satisfied with their work environment, they are more likely to perform better.

This in turn will help improve your fleet productivity. You can set up a dashboard that lists drivers who made on-time deliveries or drove one whole month without even one accident. These little gestures can help boost morale and prevent downtime because of driver issues.

Proper Pre and Post Trip Vehicle Inspections

It is important to maintain Daily Vehicle Inspection Reports and route vehicle inspection reports. The fleet manager or a mechanic can do a complete check-up of the vehicle before and after a long haul.

This inspection can help identify services and repairs needed. If you have a fleet where the vehicles travel within the city but round the clock, then schedule weekly inspections. Update all the information in the database for reference and further action.

Read Also: What is fleet management – All you need to know

The fleet manager can do a periodical evaluation of all the inspections to check if all the vehicles are in proper working condition.

Surprise Field Inspections

Apart from regular inspections, services, and maintenances, it also helps to do surprise field inspections. It will help catch any unexpected problems or reasons for downtime right in the early stages itself.


It is not possible to completely stop vehicle downtime. But with proper planning and effective use of a fleet management system, you can reduce the expenses and issues caused due to fleet downtime.

The software lets you effectively manage your fleet and improve fleet productivity. Whether you offer corporate transportation solutions or have a cab rental service, our fleet management system can help increase vehicle uptime. Contact us for more details.

Advanced Fleet Management: What Is It?

Fleet safety and transportation are two major factors that companies need to always keep in mind while planning business operations. This becomes even more important in companies that have multiple shifts, especially odd-hour shifts.


If the number of trips is less, then the vehicle management can be done manually. However, when the number of trips and shifts are high, it is better to use advanced fleet management software.

What is Advanced fleet management?

A fleet consists of more than 3 or 4 vehicles. Fleet management involves managing all these vehicles, planning the routes, and organizing pick up and drop points. While managing the routes and the timings, the shift timings should also be considered.

Read Also: 5 Essential Safety Tips For Fleet Drivers

Fleet management includes organizing routes, grouping based on locations and shift timings, monitoring driver behavior and maintaining the vehicles. Fleet managers can keep track of all this information manually or using a software application.

How does Advanced fleet management software work?

A tracking unit with GPS is installed in the vehicle will collect data by the tracker and transmit it to a Cloud server. The data in the Cloud server can be checked by a system that has access to the server. In many cases, the GPS tracker in the vehicle will have an internal “Black box” that will store all the data if the vehicle is out of network coverage.

Once the vehicle moves into a location that has network coverage, the data starts transmitting. On the user end, there will be an application dashboard. The layout and depth of information displayed on the dashboard depending on the software application.


When you get a fleet management software, you will need to create an account for your company and add details regarding the vehicles and drivers. Then, you need to add the shift and trip details. Finally, upload employee details with location, pickup, and drop points. The software application will give you an option to create multiple trips based on shifts.

So, once you install the application and upload the details, you don’t need to do much. Also, if there any changes in the shift details, pickup or drop points, the details need to be updated. The software application takes care of all the other particulars

Features of an Advanced Fleet Management Software


The user side of the fleet management application will have a dashboard where you can view all the information. The admin dashboard will give you all the details as well as the report. The driver console dashboard will have details of the trip, route, pickup time, and route.


The top feature of a fleet management software is the detailed reports of each trip. You can easily track the names of employees who traveled in a particular vehicle, route, driver details, as well as the time of start and trip end.

Read Also: 31 Ways to Reduce Fleet Maintenance Costs

The app generates such reports for every trip. You will know the details of the employees traveling in a vehicle and the driver details. The app also generates other kinds of reports such as employee attendance, distance traveled, fuel consumption, trip time, and more. You can even keep track of the vehicle service and repair through the reports. The app will also give you an option to customize the report based on your preferences and priorities.


You can install geofencing in all the vehicles in the fleet. So, if the vehicle travels out of the “virtual fence,” you will immediately get notification about the same. You can create the geofence based on the trip route. So, if the vehicle goes outside the predetermined route, you will immediately be notified. Geofencing enhances the safety of your assets. It also helps you track fuel consumption.

Advanced Vehicle Diagnostics

One of the top expenses in fleet management is vehicle maintenance. If you’ve been manually keeping track of the vehicle services and reports, then you will know how difficult and time consuming the task is. With transport management software, you will have an integrated view of all the maintenance reports of all the vehicles.


You can even have the app send you notifications when it’s time for the next service. It can also update you about the spare parts purchased. The clear details will help fleet managers manage the service and maintenance without much hassle.

Lifecycle management

The transport management software helps in vehicle lifecycle management, from procurement to disposal. You can also keep track of loans, repayment, regular services, spare parts, tire use and more. The app also helps you track fuel usage, accident tracking, and preventive maintenance.

Benefits of Using a Transport Management Software


Compliance is one of the most important things in fleet management. But sadly fleet managers are so focussed on the daily maintenance that they may let compliance tests and checks slip by. The software will notify if there are any issues in compliance rules or if it’s time for a license or registration renewal and more.


The fleet management software helps you keep track of the vehicle movement. From the vehicle they travel into the time they were dropped off, the app will have all the details.

Read Also: What Are The Benefits of Fleet Management Software?

So, in case of any emergency, you can easily track the vehicle and do the needful immediately. Also, all driver details will be on the app. So, you can also check for driver behaviour and ensure that the assets are safe.

Driver Identification & Behaviour

One of the advantages of using a fleet management software is that you can have a clear record of the driver details. You can track driver behaviour, accidents, complaints against the driver, and other factors.

Based on all the data, you can evaluate the driver’s performance. If the driver has a track record of over speeding, bad language usage, or improper behaviour, you can take action. Plus, you will have all the records you need to justify your action.


Fleet management software is mobile accessible. So, it convenient for drivers to check details of the route, pick up and drop timings and other details right on their phone.


The app will also have different dashboards for drivers, and management. you can check the app to see the details of the vehicle, pickup point and pickup time.


Fleet management software helps reduce unnecessary expenses. The route optimization feature helps you create the best route based on traffic conditions and pickup points. Also, preventive maintenance helps avert unnecessary repairs and services.

Fuel Efficiency

You can improve the fuel efficiency of all the vehicles in your fleet by using this management software. First, the route optimization feature reduces dry runs and overlapping routes. Secondly, the app gives updated pickup time notifications. So, vehicle idling time is reduced, which further reduces fuel consumption.


There are many benefits to using advanced fleet management software. If you are looking for a cost-effective solution to manage your fleet, contact us right away.