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Category: Reliance on Spreadsheets

  • Citizen Housing

    How Citizen Housing Saves 18 Hours Daily on Vehicle Checking

     

    Before FleetCheck, Citizen Housing Association faced significant challenges with outdated fleet management systems. Without real-time insights, the team was left with a fragmented oversight, often having to steer paper around the business to handle reporting, assets, and PAT testing. When their previous provider discontinued support, they turned to FleetCheck Professional to centralise and streamline their fleet operations. The team now benefits from real-time visibility, simplified reporting, and improved compliance, safety, and accountability across the organisation. The switch has also led to significant time savings each day of 5 minutes per vehicle check, equating to savings of 18 hours daily across their 220 drivers.

    About Citizen Housing:

    Industry – Real Estate and Property Development
    Fleet size – 310
    Fleet mix – Engineer L1H1s and L2H2s, Ford Transit Couriers, Cage Tippers

    Location – West Midlands
    Tags – Fleet Management, Asset Management, Operational Efficiency
    Products – FleetCheck Professional
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    It’s far more than just a fleet management system; it’s a whole solution for us. Every Housing Association running in-house teams should look at FleetCheck and see what it can do for them.

    Scott Fincham | Business Support Manager| Citizen Housing

    It’s far more than just a fleet management system; it’s a whole solution for us as a housing association. Everyone should get on it!

    Scott Fincham | Business Support Manager| Citizen Housing

    Citizen Housing, is one of the UK’s most trusted social housing providers, managing 30,000 homes for diverse communities across the West Midlands. With multiple systems and databases in place, they sought a solution that could integrate everything into one platform, streamlining fleet operations and asset management for their small team.

    Why FleetCheck?

    Scott Fincham, Business Support Manager, and the team wanted an integrated platform to oversee their entire fleet and assets, while managing their vehicle tracking via Quartix – a strong and longstanding partner of FleetCheck. After conducting some market research, they narrowed their options down to two solutions. FleetCheck stood out for its comprehensive functionality, intuitive design, and cost-effectiveness.  

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    The beauty of where we ended up with FleetCheck is a product that is cost effective but also holds all the information we wanted it to hold. FleetCheck are unique in this way. There’s plenty of fleet management systems out there, but to get something with the functionality that FleetCheck has…it’s valuable, to say the least.

    The Challenge

    Limited Fleet Oversight and Inefficient Processes

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    Clunky Software

    Citizen Housing initially used an Access database and later transitioned to an IT helpdesk system, hoping to build a fleet management solution of the back of it. However, it was cumbersome to use, particularly on mobile devices, and lacked essential features like a driver app.

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    Lack of Real-Time Visibility

    The absence of dashboards and real-time alerts left them without a clear view of upcoming tasks, their priorities, and what was out of date, resulting in limited oversight of their fleet.

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    Complicated Audits

    Collating information for audits and reports was a time-consuming process, with paper frequently steered around the business to manage assets and perform PAT testing.

    Many things were lacking in our previous system. We had no driver apps, so it was very clunky from a mobile perspective. It timed out every 30 minutes while you were using it, and there were no real dashboards for me to see what was going on.

    The Solution

    A Centralised Hub for Real-Time Fleet Management

    FleetCheck Professional has consolidated their fleet information into a single, easily accessible hub, eliminating information retrieval delays that once stretched several days. With an extensive inventory -including 2,200 PAT-tested items, 4,000 registered power tools, 600 working-at-height items, and around 50 air hood systems – the dashboard and easy-to-see alerts have made tracking effortless, keeping the team focused and informed.

    Scott and the team have manipulated the system to suit their needs, linking assets to individual vehicles, drivers, and even buildings, eliminating the need to buy extra licences for vehicles, improving visibility and compliance, and helping keep costs low.

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    Our ladders need to be inspected every 6 months by a supervisor. Can we attach that? Yes, we can. Fire extinguishers in our vehicles need to be checked every year. Can we attach that? Yes, we can. We can get reports off the back of this too, which is critical in terms of our compliance.

    The Impact

    Cost Savings, Enhanced Compliance, and Actionable Insights

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    Cost Savings That Make a Difference

    By consolidating systems and transitioning all vehicles to FleetCheck and Quartix, Citizen Housing has saved money. For instance, by utilising the Driver App to manage scaffolding, they anticipate saving hundreds of pounds on quotes and contractor fees.

    We’re a charity at the end of the day, so less money spent on a clunky IT system means more money to put back into a home for someone.

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    Improved Culture of Safety and Compliance

    FleetCheck’s Driver App has helped foster improved compliance practices, and a stronger culture of responsibility around vehicle usage, safety, and maintenance.

    Having an app encourages audits, the safe keeping of vehicles, and an improvement in the sort of culture around safe and positive driving.

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    Enhanced Visibility and Fleet Insights

    Citizen Housing now benefits from real-time insights into fleet performance, costs, and maintenance schedules. The system simplifies reporting and allows for easy tracking of defects, fuel usage, live odometer readings, and more—streamlining operations and improving data accuracy.

    From odometer readings to comprehensive asset reports, we now have greater visibility into our fleet’s performance, costs, and upcoming deadlines. The speed and detail of the reports is really impressive.

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    Saving on Paper, and Saving on Time

    Easier navigation means fleet administrators now save 10-15 minutes per day each, equating to over 120 hours per year across the two-person team. Meanwhile, the Driver App and digital vehicle checks save their 220 engineers 5 minutes per check, amounting to over 18 hours saved every single day.

    I love the Driver app because it’s a lot quicker. I just bring it up on my phone – tick tick tick tick – it’s all done, I don’t even think about it.

    Andy Somerfield | Multi-skilled Engineer | Citizen Housing

  • London Borough Tower Hamlets

    Eliminating Unexpected VOR Issues Across a 350 Vehicle Fleet

     

    The London Borough of Tower Hamlets Council faced challenges consolidating information across their diverse essential services, leading to frequent operational disruptions and unexpected Vehicle-Off-Road (VOR) incidents. Seeking a more efficient fleet management solution, they discovered FleetCheck—exceeding their expectations in both efficiency and control. With real-time scheduling, custom alerts, and seamless cross-team collaboration, they were able to eliminate unexpected VOR issues and optimise their fleet operations.

    About London Borough of Tower Hamlets:

    Industry – Council
    Fleet size – 350 vehicles, 600 drivers
    Fleet mix – Refuge trucks, cage tippers, specialized road sweepers, 3.5 tonne vans

    Location – London
    Tags – Fleet Management, Operational Efficiency, VOR rectification
    Products – FleetCheck Professional and Licence Assured
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    The usability of FleetCheck is right on top, as well as the support you get during your contract.

    Saad Miah | Fleet Coordinator | London Borough Tower Hamlets

    The usability of FleetCheck is right on top, as well as the support you get during your contract.
    Saad Miah | Fleet Coordinator
    London Borough Tower Hamlets

    The London Borough of Tower Hamlets council oversees a wide range of essential services, from pest control and waste collection to school transport and facilities management. Relying on a specialised fleet of vehicles, and drivers with varied qualification levels, they sought a more cohesive approach across all departments to streamline their processes.

    Why FleetCheck?

    Before adopting FleetCheck, they relied on a different fleet management system to oversee their operations. However, it required significant time and effort to input data daily, prompting Saad, the Fleet Coordinator, to seek an alternative solution. He was clear that FleetCheck stood out due to its intuitive usability and straightforward interface.

    In addition to its functionality, Saad and the team valued the exceptional communication and support provided during onboarding and throughout the contract term.

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    One of the key features I looked out for was usability and the interface. When we came across FleetCheck, that was a huge eye opener. It was different from the rest. I thought it was very clear, straightforward, and simple.

    The Challenge

    Reducing Operational Disruptions and Inefficiencies

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    Difficulty Consolidating Information

    Managing data for tasks like insurance claims and vehicle maintenance was cumbersome, relying heavily on paper records and spreadsheets. Finding necessary details for third-party representatives required searching through filing cabinets, mechanics, and office records, delaying response times.

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    Inconsistent Spreadsheet Accuracy

    Spreadsheets often required repair due to inconsistent user expertise in Excel. Errors in formulas or data entry can lead to inaccuracies, forcing Saad to spend additional time fixing issues, diverting him from other critical fleet management responsibilities.

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    Unexpected Operational Disruptions

    Outdated or difficult-to-access information caused oversights, such as TG99 bans (temporary vehicle prohibitions) and missed MOT or permit expiration dates. These lapses resulted in costly operational disruptions and unexpected Vehicle-Off-Road (VOR) events.

    When I started, we were pretty much paper based. The main challenge was trying to gather all that information together in a single place and to be able to access the information really quickly.

    The Solution

    A Customisable and Easy-to-Use System

    FleetCheck Professional and LicenceAssured have streamlined fleet management for Saad and the team, improving scheduling, compliance, and communication.

    With dynamic and static service scheduling, FleetCheck serves as their centralised planner, keeping operations organised. Automated alerts have replaced spreadsheets, and the ability to customise and leave notes on the system has been game-changing, ensuring seamless collaboration.

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    It’s very simple to use. We needed a central database for scheduling, and FleetCheck delivers that perfectly—it’s crucial for our clients’ compliance.

    The great thing is the ability to customise. Rushana recently set up customer alerts for parking permits. That was on spreadsheets before.

    The Impact

    Optimised Fleet Operations and Compliance

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    No More Unexpected VOR

    Since using FleetCheck, we have not had any more unexpected off-road vehicles.

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    Recognised Compliance

    FleetCheck is our main source for compliance data now. We are working towards our Earned Recognition Accreditation and FleetCheck has really been at the forefront of this.

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    Seamless Cross-Team Collaboration

    When an accident claim comes in for a waste vehicle, our waste department can now send the relevant information directly to our insurers. With all the details readily accessible in the case history, my colleague can take over any third-party communication. This is a significant improvement from the old process, where I’d have to take down phone numbers, search for information, and wait on hold before getting through.

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    Refined Operations for Maximum Efficiency

    We’re now able to produce reports for the team on their expenditure, and work to schedule optimal times for vehicle servicing and maintenance, minimising disruption to their service.

  • Broad Oak Properties

    How Broad Oak Properties Reclaimed 12 Weeks Annually

     

    Before adopting FleetCheck, Broad Oak Properties relied on intricate spreadsheets to manage their fleet data. This approach was burdensome and time-consuming, and left team members hesitant to collaborate or input fleet data, in case of error. As a result, the business had a fragmented view of their fleet and lacked the real-time 360-degree insights needed for efficient decision-making. FleetCheck Professional has transformed Broad Oak Properties fleet processes, with the system’s traffic light alerts simplifying their task management. Thanks to automated workflows and centralised data, the team now saves around 2 hours daily, equating to 12 reclaimed weeks annually.

    About Broad Oak Properties:

    Industry – Construction and Home Improvement
    Fleet size – 171
    Fleet mix – 3.5 tonne vans

    Location – Staffordshire
    Tags – Fleet Management, Operational Efficiency, Time Savings
    Products – FleetCheck Professional
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    I use FleetCheck every minute of every day, because it’s now the heart of our operations.

    Andy Gill | Group Facilities Manager| Broad Oak Properties

    I use FleetCheck every minute of every day, because it’s now the heart of our operations.

    Andy Gill | Group Facilities Manager| Broad Oak Properties

    Broad Oak Properties is an accredited, award-winning, family-run business that offers a wide variety of services, including build adaptations, heating and insulation, sales and lettings, new builds, and renewable energy solutions. With fleet central to their operations and a rapidly growing business – roughly doubling in size each year – they were ready to build efficiencies into their fleet management.

    Why FleetCheck?

    Andy Gill, Group Facilities Manager at Broad Oak Properties, first discovered FleetCheck at a trade show following a personal recommendation from a friend. Despite initially searching for a tracking company, FleetCheck stood out by offering a full suite of fleet management features in a single, user-friendly platform. 

    Beyond its functionality, Broad Oak Properties highlighted it was the trust and confidence they felt in FleetCheck – reinforced by the attentive and approachable onboarding team – that made them ready to finally step away from years of spreadsheets and adopt a new comprehensive system. 

     

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    None of the tracking companies could do what I needed. I wanted something that would do everything – a one-stop shop. I wanted the trackers like we have now, combined with usability, and a way to finally get rid of that flipping spreadsheet! I needed something robust, that could bring everything together.

    The Challenge

    Navigating Operational Inefficiencies and Overload

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    Time-Consuming Data Management

    Broad Oak Properties relied on spreadsheets to manage fleet data, which became increasingly inefficient as the business grew. The process was highly labour-intensive and time-consuming, diverting staff from higher-priority tasks.

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    Overwhelming Workload

    As Group Facilities Manager, Andy Gill juggled many responsibilities as well as the fleet. From service scheduling, to monitoring compliance deadlines, to overseeing day-to-day operational tasks, he often worked long days, with fleet becoming a 24/7 concern.

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    Lack of Real-Time Visibility and Actionable Insights

    Relying on spreadsheets and manual processes left the system dependent on staff to remember key tasks and accurately relay information. This increased the risk of errors and hesitancy to collaborate and input data, leaving the business with a fragmented view of the fleet and no real-time insights for efficient decision-making.

    We had a very functional spreadsheet. It worked. But, it was massively labour intensive. It relied on the correct data being manually inputted, and it got to the stage that it grew that big, that fast, that it was just unmanageable. If one of us forgot something, then suddenly the mighty machine would breakdown.

    The Solution

    Automating Fleet Management and Centralising Fleet Data

    With FleetCheck Professional, the unique traffic light alert system has eliminated the need to sift through spreadsheets, providing instant notifications for upcoming, pending, and overdue tasks.

    By automating key functions such as storing invoices, tracking odometer readings, and scheduling services and MOTs, Broad Oak Properties has streamlined critical tasks, gained real-time insights, and improved their operational foresight.

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    The traffic light alert system essentially runs itself. I haven’t got to give it another thought. I only have to look to see it’s gone red, to know action is needed. Where before, we had to manually go through the list to see if anything needs servicing.

    It’s so easy now. It’s a couple of less things to think about and it’s transformed the way we operate. It’s as simple as that. FleetCheck does the main brunt of everything.

    The Impact

    Time Savings, Cost Cuts, and Stress-Free Operations

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    Time Well Spent

    I hated wasting my time. FleetCheck lets me focus on other tasks and be more efficient. It saves me 2 hours a day, at least. I don’t have to look at a spreadsheet when I go home now.

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    Cost Savings

    There were instances where vans were being re-serviced unnecessarily. That’s £200 down the drain. With FleetCheck, that’s no longer an issue.

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    Peace of Mind and Reduced Stress

    FleetCheck costs money, but for my sanity and the efficiency it provides, it’s invaluable. We’ve wasted money in the past on software staff didn’t use, but I rely on FleetCheck every minute of every day.

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    Effortless Operations

    I can instantly pull up a service, MOT, registration, or driver’s name – it’s all right there. No more trolling through spreadsheets.

  • Cemplas Waterproofing & Concrete Repairs

    Removing the Worry from Fleet Management

     

    Before FleetCheck, Cemplas Waterproofing & Concrete Repairs Ltd relied on a limited system and multiple spreadsheets to manage fleet tasks, making it time-consuming and challenging to access key information. As Office Manager, Jo Burton found herself juggling fleet management, alongside HR, training, and other responsibilities. Managing a very high workload, she was introduced to FleetCheck and quickly realised it could streamline operations and enhance driver compliance by centralising data and automating processes. With features like real-time alerts and LicenceAssured, she had more time to focus on other priorities with greater confidence and efficiency.

    About Cemplas Waterproofing & Concrete Repairs:

    Industry – Construction and Building
    Fleet size – 34
    Fleet mix – Cars, vans, and grey fleet

    Location – Surrey
    Tags – Fleet Management, Licence Checking, Assured Compliance
    Products – FleetCheck Essential and LicenceAssured
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    It’s user-friendly, it looks great, and it’s saved me time. It’s a good system for sure.

    Jo Burton | Office Manager| Cemplas Waterproofing & Concrete Repairs

    It’s user-friendly, it looks great, and it’s saved me time. It’s a good system for sure.

    Jo Burton | Office Manager| Cemplas Waterproofing & Concrete Repairs

    Cemplas Waterproofing & Concrete Repairs Ltd is a distinguished, award-winning leader in structural waterproofing and concrete repair. Renowned for its expertise and excellence, they cater to an extensive and diverse clientele, including prominent Blue-Chip companies. Their services span the Private, Commercial, Retail, Industrial, Domestic and Local Authority Housing sectors, delivering tailored solutions with unparalleled quality and professionalism.

    Why FleetCheck?

    Outside of their desire for simplicity and efficiency, it was our modern interface and practical features such as the FleetCheck Driver Walkaround App, that assured them that FleetCheck was the right solution for their needs.

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    My initial reaction was no – It’s something new to learn, and I’ve got to input all this information. But it wasn’t until I had the demo that I thought, actually, this is great. I had been struggling for so long, I didn’t realise there was something out there that could help me

    The Challenge

    Moving Beyond Paper-Based Fleet Management

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    Paper-Based Practices and Multiple Systems

    Their system handled basic tasks like recording MOT and service dates but couldn’t manage other critical aspects of fleet management. This limitation forced reliance on paper-based methods, resulting in fragmented data, higher workloads, and added stress.

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    Manual, Time-Consuming Processes

    Tasks such as processing fuel invoices, tracking monthly mileage, managing driver permissions, and tracking service schedules were handled manually. This made these processes labour-intensive, and with vital information scattered across multiple systems, it became difficult to access information quickly when needed.

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    Managing Compliance

    Their fragmented approach to fleet management highlighted the need to streamline and simplify compliance. Jo Burton began looking for ways to ensure their fleet information was better organised, as she constantly feared important dates, services, or safety checks would go overlooked.

    Life before FleetCheck was complicated. If I wanted to find information quickly, I’d have to physically search through spreadsheets stored in various locations – everything was everywhere. Managing the fleet was consuming more of my time, and I was constantly worried I might miss something

    The Solution

    A Modern System to Centralise Fleet Data and Improve Visibility

    FleetCheck Essential has allowed Cemplas Waterproofing & Concrete Repairs Ltd to store key information, dates, and deadlines in one place, and access real-time updates with ease.

    They also adopted FleetCheck LicenceAssured to streamline licence checking for their 75 drivers. Automated checks, alerts, and a comprehensive reporting dashboard have helped them maintain compliance effortlessly and reduce the manual back and forth with drivers.

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    Nothing was good about the system before. If I wanted to find information quickly, I’d have to go ‘what spreadsheet is that on?’ I needed something to condense it all. Now, I just enter the vehicle reg, or the name, and I can find out everything I need to know.

    FleetCheck LicenceAssured has also been a game-changer. I simply enter the driver names, and instantly, an email is sent notifying them. It’s been amazing.

    The Impact

    Simplified, Smarter, and More Consistent Fleet Management

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    I love it. I loved it last week. I loved it last month. I loved it last year… You want clarity, you want examples? Get this system.

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    Support That Reduces Stress

    FleetCheck’s dedicated support team provide peace of mind and alleviate compliance fears. Unlike before, when fleet management relied on isolated spreadsheets, they now has access to expert support when needed.

    With my spreadsheets, it was just me. Now, I’ve always got someone to help me out if I have problems. It’s good to have that backup. I never get the impression FleetCheck doesn’t have time for me. I’m more relaxed about fleet, and don’t have the anxiety of missing an important date.

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    Time Savings That Add Up

    Automating manual processes like fuel invoice tracking saves hours each week. By eliminating the need for paper chasing, they have freed up time to focus on other responsibilities, such as driver training, and accreditations.

    I don’t have to manually input invoices into a spreadsheet anyone – it’s all done in the background with FleetCheck. That used to take at least an hour each week. That’s an hour I’ve got back. Now, I can focus on other parts of my job.

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    Centralised Data, Accessible Anytime

    With fleet data consolidated in one central platform, information retrieval has become seamless. Team members can directly access what they need, without relying on others to relay the information to them. This has provided greater control and visibility over their fleet operations, improving efficiency and autonomy.

    My colleague who looks after the CO2 monitoring of our vehicles would ask me for the driver’s mileage each month. With FleetCheck, my colleague can log in and find that mileage data herself, without me needed to track down bits for her.

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    Every Vehicle With the Same Attention and Care

    FleetCheck has enabled them to maintain consistent and accurate fleet management processes. All vehicles receive the same level of care and attention, ensuring a more equitable and balanced operation.

    Before FleetCheck, the main fleet was my priority. Now we’ve incorporated all vehicles – including our grey fleet – so each vehicle gets treated with the same care, because it’s so easy.”

  • Paulsons Traffic Management

    How Paulsons Achieved 100% FORS Compliance Using FleetCheck

     

    Before adopting FleetCheck, Paulsons relied on Excel spreadsheets and paper check sheets for fleet management, leading to inefficiencies. This manual approach delayed access to critical information, made it time-consuming to address defects, and increased the chance of missing essential checks. With the transition to FORS FMS PRO, they automated processes and centralised data, saving around 2 hours daily and 10 hours weekly. This upgrade not only boosted operational efficiency but also enabled Paulsons to achieve a perfect score on their FORS audit for the first time, greatly improving compliance.

    About Paulsons Traffic Management Ltd:

    Industry – Traffic Management
    Fleet size – 25
    Fleet mix – Renault Master and Ford Transit 3.5 tonne tail lift vans

    Location – Southeast of England
    Tags – Fleet Management, FORS Compliance, Operational Efficiency
    Products – FORS FMS Professional
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    Fantastic. It does what it says on the tin. It outweighed my expectations, and we’ve manipulated the system to do other things. I love it, absolutely love it.

    James Hawkes | Managing Director | Paulson Traffic Management

    Fantastic. It does what it says on the tin. It outweighed my expectations, and we’ve manipulated the system to do other things. I love it, absolutely love it.

    James Hawkes | Managing Director | Paulson Traffic Management

    Paulsons Traffic Management is a respected, double award-winning provider of traffic management equipment and systems, primarily serving clients in the construction and utilities sectors. Dedicated to safeguarding highways workers, they focus on delivering reliable and efficient safety solutions. To tackle critical fleet management challenges—such as monitoring fuel consumption, logging vehicle defects, integrating with FORS, and gaining real-time insights into vehicle operations—they selected FleetCheck as their solution. 

    Why FleetCheck?

    James Hawkes, the Managing Director of Paulsons Traffic, who also works part-time as a St John Ambulance paramedic said that during one of his ambulance shifts, he experienced the effectiveness of the FleetCheck app firsthand. It was this immediate responsiveness, along with the seamless implementation process and outstanding customer support, that made FleetCheck stand out.

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    I raised a defect on the FleetCheck app, and the fleet manager called me up almost instantaneously – within 8 or 9 minutes after I’d driven out the gate. I said to her ‘I need that system.’ I would never have caught a defect that quickly. Ever.

    The Challenge

    Overcoming Defects, Deadlines, and Data Silos

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    Defects and Unplanned VOR

    Paulsons relied on paper check sheets meaning they couldn’t action defects quickly, and frequently found themselves pulling vehicles off the road with little to no notice.

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    Lack of Centralised Fleet Data and Visibility

    Being scattered across multiple spreadsheets and storage folders, Paulsons struggled to locate key fleet information such as fuel spend, MOTs, and service records.

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    Compliance Deadlines

    Keeping up with routine maintenance checks, training renewals, and LOLER inspections presented significant challenges, with alerts scattered across various calendars. They were setting reminders for reminders, offering no single, clear view of their daily, weekly and monthly tasks.

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    No Dedicated Transport Manager

    James Paulson, the MD, had to oversee fleet operations himself. This responsibility became increasingly time-consuming and burdensome, diverting valuable attention from other critical areas of the business.

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    Challenges with FORS Audits

    With no centralised location to collate evidence, the FORS audit process was complicated, requiring frequent back and forth communication and navigation across various spreadsheets, files, and folders.

    I was an MD trying to run a business and I was wasting so much of my time flicking from spreadsheet to spreadsheet. We were missing key bits of information, and having to pull vans off the road with no notice, which then frustrated all of my staff. It was a lot of forwards and backwards.

    The Solution

    Consolidating Fleet Data For Clear Visibility on Compliance, Costs, and Reporting

    Paulsons implemented FORS FMS Professional to address their operational challenges. With fleet data now centralised and highly visible, Paulsons could efficiently locate, analyse and report on key metrics such as maintenance checks, fuel expenses, service records, and LOLER inspections – information that was previously time-consuming to manage.

    Direct integration into the FORS system further streamlined their compliance, automatically alerting Paulsons to any essential audit requirements and expiration dates. Additionally, Paulsons were able to manipulate the system to create traffic light alerts for training renewals, ensuring no deadlines were ever missed.

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    I love the dashboard. I can see how many drivers are in my fleet, I know what my assets are, I know how much is in the grey fleet, you know – this is what makes my ears prick up…I like easy access info.

    The Impact

    Enhanced Efficiency and Compliance Success for Paulsons

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    I love it. I loved it last week. I loved it last month. I loved it last year… You want clarity, you want examples? Get this system.

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    Time and Cost Savings

    Automating fleet tasks has saved 2 hours daily and 10 hours weekly. This efficiency has freed up multiple resources, enabling staff to focus on core operations without worrying about missing important deadlines or checks.

    When I saw what FleetCheck could do…It was like a drop in the ocean when you compared it to my salary and the time I was spending managing our vehicles.

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    Real Time Reporting and Same Day Action on Defects

    The FleetCheck Driver App has transformed routines for drivers, allowing them to conduct vehicle checks and report defects or collisions directly from their phones, streamlining maintenance and repairs.

    It also changed my drivers lives. I mean geez, they’re now doing pre use checks and defects on a phone and then they’re getting a call the same day with a booking date.

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    100% FORS Audit Success

    Paulsons completed their FORS audit with FleetCheck for the first time, achieving perfect compliance with no minors or majors.

    The auditor of 25 years said he had never done an audit so seamlessly. We didn’t go to any of my shared folders or excel spreadsheets. Everything was in FleetCheck. We passed with flying colours.

  • Land Sheriffs

    Introduction

    Land Sheriffs is a professional security task force providing protection and safety to clients, assets, infrastructure and staff. For obvious reasons, having a legal and compliant fleet is essential for a company in the security sector.

    It was essential for Land Sheriffs to find a fleet management solution that could help monitor their key dates, including MOTs, services and road tax renewals.
    Optilan Land Sheriffs implemented FleetCheck’s fleet management software at the same time as securing their telematics provider. The combination of the two working together has resulted in many great benefits.

    Before using FleetCheck

     

    • The day-to-day fleet tasks were previously managed via paper-based systems and spreadsheets, which meant there were hours of cross-referencing for the fleet manager.
    • A solution was required to ensure the vehicles and drivers were compliant and that their processes were legally acceptable and time-saving.

    How FleetCheck Helped

     

    • Integrating the data from telematics into FleetCheck meant that vehicle mileages were automatically updated, resulting in no more manual mileage checks.
    • Subscribing to the software has enabled the logistics team at Land Sheriffs to gain immediate control of all vehicle and driver-related activity, so all paper-based and spreadsheet processes were eliminated / tasks were forward-planned, properly managed and recorded in a centralised system for future reference.
    • Since moving to FleetCheck, Land Sheriffs are confident that their fleet is properly managed, their processes are compliant, their costs are monitored, and their drivers are safe.
    • They have total control over daily activity, and thanks to FleetCheck’s intuitive system of alerts, they can forward-plan vehicle maintenance schedules efficiently to minimise administration time.

    Fleet Information

    Land Sheriffs currently run around 45 light commercial vehicles operated from one site.

    “Prior to joining FleetCheck, I was spending hours a week cross-referencing to pinpoint key dates and to keep track of what had and hadn’t been done. I was going back and forth through spreadsheets and paper documents just to source a singular date, which was time-consuming.

    After looking more closely at FleetCheck, it was clear to see how user-friendly the system was and how much time I could save myself just by having a system as simple but robust as this one in place. The main benefit for us when it came to integrating our telematics data into the FleetCheck system was the confidence we gained that all the mileage readings we received for each vehicle were accurate, which was a great relief for us.

    When we joined FleetCheck, we decided to stop using the online licence-checking service we’d used previously (which used to take hours to display results and often missed endorsements) and began using the automated service that FleetCheck offer, which displays accurate results almost immediately and feeds them into the system for a centralised view.

    This was a real advantage for us as we could be assured that our drivers were safe to be on the road; and with two-factor authentication, it helps keep us GDPR compliant.”

    Chris Ricketts, Fleet Manager

     

  • Origin Global

    Introduction

    Origin is the UK’s leading specialist manufacturer of bespoke aluminium Bi-folding Doors and Windows. Origin has always been aware of how important it is to keep on top of its fleet, mainly as the business depends so heavily on its vehicles.

    Before using FleetCheck

     

    • Before using FleetCheck, they were experiencing problems keeping track of various documents and managing the fleet was much more time-consuming.
    • The day-to-day fleet tasks were managed by using spreadsheets and paperwork in folders.

    How FleetCheck Helped

     

    • Integrating the data from their telematics into their FleetCheck means their vehicle mileages are now imported directly into their account, resulting in no more manual mileage checks and avoiding excess mileage charges.
    • Origin now has complete control of all vehicle and driver-related activity, so all paper-based processes have been eliminated.
    • A significant amount of administration time has been saved using FleetCheck. As Robert Atkins, Transport Manager, explains,
    • Since moving to FleetCheck, Origin has complete confidence that its fleet is managed correctly, its processes are legally compliant, its costs are monitored, and its drivers are safe.

    Fleet Information

    Origin Global manage 14 drivers who deliver all over the UK with a mixed fleet from 3.5-tonne vans to 7.5 tonne HGVs

    “Compliance and retrieving documents are much easier for us now. The best feature is the level of detail stored and traceable through the system for compliance and maintenance. The fit to drive declaration and data accuracy is much more efficient than paperwork.”

    “FleetCheck has made our processes much slicker, documents and data are available at the touch of a button, and the automation of processes has impacted time savings for us as a company. I believe that FleetCheck is a perfect tool for compliance and fleet managing and has been a huge success in assisting me in my role as Transport Manager.”

    Robert Atkins, Transport Manager

     

  • Cohens Group

    Introduction

    The Cohens Group is one of Britain’s leading pharmaceutical chains with multiple branches throughout the UK, located mainly in the community and increasingly within new community health centre developments. The Cohens group understands the importance of having a legal and compliant fleet, not only for the company’s protection but also for its drivers’ safety.
    The company wanted to find a fleet management system to store all vital fleet-related documents in one central software system, and they implemented FleetCheck fleet management software in May 2010.

    Before using FleetCheck

     

    • Regarding maintenance scheduling, all data was documented on paper and spreadsheets, meaning there was always the risk of damaged or misplaced documents.

    How FleetCheck Helped

     

    • FleetCheck has provided the capabilities to link with and display their tracking data and, most importantly, maintain and improve their fleet’s overall compliance.
    • Dennis wanted complete control and visibility of the fleet to support and maintain its compliance, and he has been able to achieve this by having all fleet data in one platform.
    • They now have clear visibility of accurate, auto-updated mileage readings, eliminating manual mileage checking, which was a significant time saver for Dennis and the rest of the fleet team at Cohens Group.
    • Transferring from spreadsheets and paper-based processes means tasks; for example, vehicle maintenance planning is now forward-planned, suitably managed and accurately recorded in a central system for future reference.
    • Cohens Group can confidently say that its fleet is well managed, its processes and costs are closely monitored, and most importantly, its fleet Is legal and compliant.

    Fleet Information

    Cohen’s group operates a mixed fleet of around 280 vehicles, all of which are handled from multiple locations across the UK and are managed by fleet and transport manager Dennis Butterworth.

    Dennis explains: “Having everything pulled together into one place was the most significant relief for us as it has given us complete visibility of all fleet activity, which goes hand in hand with remaining legal and compliant.

    “The paper-based and spreadsheet system we were using before we came across FleetCheck was so variable we had to make sure we cross-referenced all our data, which proved to be quite time-consuming and, again, wasn’t great in terms of improving our compliance.

    Dennis said, “Having fragmented data made it challenging to keep on top of key dates, which decreased our compliance level. This meant getting all our data imported into a single system that could store and display all the data we needed to manage the fleet effectively.

    “FleetCheck is a one-stop shop for fleet management; with a great level of control, the system is easily accessible and user-friendly. Finally, when needed, the support team at FleetCheck are really helpful”

  • Airmec Essential Services

    Introduction

    Airmec is one of UK’s longest-established specialist air hygiene and water treatment solutions providers for a range of customers including HM Prisons, MOD sites and schools.  The company started using FleetCheck at the end of 2019.

    Before using FleetCheck

    • Tom found that the systems that were in place were becoming more and more inadequate as they had been designed for a small fleet of just a few vehicles.
    • A lot of the processes were duplicated and data was fragmented. Tom was spending a lot of time adding information into multiple spreadsheets for different users to access. For example; vehicle registration numbers and previous drivers of these vehicles were on several different spreadsheets.
    • In addition to this, Tom was also battling with collecting paper-based vehicles checks from technicians based all over the UK and then, once collected, having to decipher the written paperwork in order to record and manage any faults.
    • The system the company was using was time-consuming, open to error and at times, very frustrating for him.

    How FleetCheck Helped

    • All the information required is in one place, and access to it can be tailored for different areas of the business.
    • Finding information has been made a lot easier rather than having multiple spreadsheets. Vehicle inspections are now paperless with the use of FleetCheck Driver app, giving Tom more time to concentrate on other parts of his job and not worrying about missing information.
    • Tom can easily keep on top of the fleet without the stress of keeping up with changes and possibly forgetting something.
    • Being able to trace everything back to either the driver, vehicle or both is very valuable, as it takes the guessing game out of any incidents.
    • When questions are asked, answers are given within seconds without having to go away and check.

    Fleet Information

    The fleet consists of 40 vans and 10 cars and is growing rapidly. It is managed by Tom Ford, who is the Vehicles, Clearances and IT controller.

    When asked what he thought about FleetCheck, Tom said “By far the number one best feature is the Customer Service side of FleetCheck, I have to say all the members of staff in the office are super friendly and always more than happy to help, nothing is too much trouble and calls/emails are always answered with a friendly tone. Whoever you speak to will help you out, if they can do it they will and if not they will go away and try their best to get an answer or resolution.

    Overall, everything about FleetCheck is first class, from the price to the support. I can’t find a bad word to say about it. Even though I am a customer and may come across biased, I can honestly say even before coming on-board with FleetCheck I was still recommending the system just from the trial. Anyone unsure about the product I would advise to give a trial a go and see just how much easier your life can be made with FleetCheck. I one-hundred per cent would recommend them.”

    “Having reports that give me the information that I need instead of having to look at lots of different sections of multiple spreadsheets has saved me a considerable amount of time and I’m now sure everything is covered. I also don’t have any missed servicing appointments or outstanding vehicle maintenance, this will, in no doubt save the business money over time.”