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  • April 2025 Customer Newsletter

    Welcome back to Beyond the Dashboard!

    We’re excited to share the latest updates and insights, all designed to enhance your FleetCheck experience. Let’s dive into what’s new this month.
    In this edition:
    Effortless VOR Management
    Autodata Integration: Smarter Servicing Schedules for Cars and Vans
    Filter Your Alerts with Categories for Faster Oversight

    VOR Management

    We are excited to introduce two new features that will significantly improve your Vehicle Off Road (VOR) record management:

    1. Add Notes to VOR Records: You can now add detailed notes to VOR records, and it will show you the user who added them and the exact date and time. This feature ensures clear communication and accountability, making it easier to track the history and context of each VOR record.

    2. VOR Audit Table: We have introduced an audit table that allows you to see any changes made to VOR records. This feature provides a comprehensive overview of updates, enhancing transparency and helping you maintain accurate records.

    Both these enhancements are designed to streamline your workflow and provide better insights into your vehicle downtime.

    Autodata Integration: Smarter Servicing Schedules for Cars and Vans

    When adding a new car or van to FleetCheck, the system can request the manufacturer’s recommended servicing and cambelt replacement intervals.

    To view and apply these:
    1. Navigate to the Vehicle Service Intervals tab.
    This is where you can view any available manufacturer data for the selected vehicle.

    2. Review the Service and Cambelt Replacement Options.
    If available, the table will display suggested intervals for both servicing and cambelt replacement.

    3. Apply a Specific Option
    Click the “Apply” button next to the desired option if you wish to manually select it.

    4. Automatic Allocation Based on Preferences.
    If you don’t manually select an option, FleetCheck will automatically assign service and cambelt intervals based on the preferences set under Settings > Maintenance.

    Filter Your Alerts with Categories for Faster Oversight

    Keeping on top of alerts just got smarter. With our category filters, you can now streamline your view to only see what matters most—whether that’s alerts for agency drivers, your HGV fleet, or specific company divisions.Here’s how it works…

    First, you’ll need to create your categories: 👉 Go to Organisation > Categories > Add New Category

    You can choose whether each category applies to drivers, vehicles, or both by selecting the appropriate restriction type.
    Once your categories are in place, there are two powerful ways to filter your alerts:

    1. Restrict access by user profile
    Head to the user tab to assign a category to a profile. That user will only see data—alerts included—within their assigned category, as if the rest of the system doesn’t exist. Ideal for regional teams or role-specific access.

    2. Filter on the fly from your dashboard
    Use the dropdown on the right-hand side of your Alerts panel to quickly filter by category. This is perfect for users with access to multiple categories who want to drill down into a specific area.

  • FleetCheck Driver Roadworthiness Series- Article 1

    Beyond Vehicle Checks: Why Driver Roadworthiness Matters

    When it comes to fleet safety, most organisations focus heavily on vehicle maintenance – ensuring brakes are functional, tyres are properly inflated, and engines are running smoothly. But what about the person behind the wheel? Research shows that unhealthy drivers are more likely to be involved in collisions and have lower productivity1. This underscores the critical importance of monitoring driver roadworthiness- a term that encompasses both physical and mental fitness to operate a vehicle safely.
    In this article, we’ll explore why driver roadworthiness is just as important as vehicle checks and how a fleet management system can help you monitor and improve driver health and performance.

    The Safe System Approach

    The concept of the Safe System model, widely adopted in road safety strategies, emphasises that no single element-whether its vehicles, infrastructure, or drivers- can ensure safety alone. Instead, all components must work together harmoniously.

    Driver roadworthiness is a cornerstone of this approach. While regular vehicle inspections address mechanical risks, ensuring drivers are physically and mentally fit addresses the human factors. According to the Driver Roadworthiness guide from the DfBB, neglecting driver health can lead to catastrophic consequences, including collisions, injuries, and even fatalities.

    Fleet operators have a responsibility to prioritise both vehicle and driver readiness. But how do you go about assessing and maintaining driver roadworthiness?

    Key Components of Driver Roadworthiness

    1. Physical Health:

    • Vision: Poor eyesight can impair a driver’s ability to judge distances, read road signs, or spot hazards. Research from the Association of Optometrists (AOP) in 2024 showed that 60% of optometrists have seen patients who continue to drive despite having poor vision, up from 40% five years ago. Regular vision tests are essential.
    • Hearing: Drivers need to hear horns, sirens, and other auditory cues while driving.
    • Fatigue: Tiredness slows reaction times and increases the risk of microsleeps, especially during long hauls. Drives who sleep less than 6 hours per night are at a 33% higher risk of being involved in a crash compared to those who sleep 7-9 hours2.

    2. Mental Health

    • Stress, anxiety, and depression can impair concentration and decision-making. A recent study from BMC Psychiatry, suggested drivers with untreated mental illnesses are more likely to be involved in accidents3
    • Driving is also a high-stress occupation. Research shows that male HGV and van drivers are at a significantly higher risk of suicide compared to males in other sectors4.

    3. Lifestyle Habits

    • Sleep: Consistent, quality sleep is vital for alertness. Insufficient sleep disrupts appetite regulation, making drivers more likely to choose unhealthy, energy-dense foods.
    • Diet: Poor nutrition can lead to energy crashes and reduced focus.
    • Hydration: dehydration impairs cognitive function, increasing the likelihood of errors. A Mercedes-Benz Vans study found that 70% of at-work drivers felt hydration was a challenge, with 56% of the UK public restricting fluid intake to avoid being ‘caught out without access to toilets’5

    By addressing these factors fleet managers can significantly reduce risks and improve overall safety.

    Why Driver Roadworthiness Matters

    Drivers operating commercial vehicles face unique challenges that can impact their roadworthiness. For example:

    • Fatigue is a major issue: Driver who sleep less hours per night are at higher risk of being involved in a crash.
    • Health conditions matter: Untreated sleep apnea increases the risk of drowsy driving crashes up to 700%6
    • Mental health concerns: Drivers with untreated mental health issues are more likely to be involved in accidents

    Employers who fail to assess and manage these risks expose themselves to liability under health and safety laws, with potential fines.

     

    How to Help Your Drivers

    Monitoring driver roadworthiness might sound complex, but a fleet management system can make it straightforward. Here’s how:

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    Health Assessments

    FleetCheck allows you to schedule and track regular health checks, including vision tests and medical screenings. Automated reminders ensure no assessment is missed.

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    Behavioural Monitoring

    Integrate a telematics system with FleetCheck to monitor driver behaviours such as speeding, harsh braking, and erratic lane changes-common signs of fatigue or distraction. Ensure that all incidents, no matter how minor, are thoroughly investigated, as they can also serve as early indicators of declining physical or mental health among staff.

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    Wellness Declaration

    Have drivers complete a fit to drive declaration on the FleetCheck Driver App, before they take a vehicle out for their days work.

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    Alerts and Reporting

    If a driver shows signs of fatigue or misses a health check, FleetCheck can send a real-time alert to managers. Comprehensive reports help identify trends and areas for improvement.

    By combining technology with proactive policies, FleetCheck empowers fleet operators to create a culture of safety that prioritises both vehicles and drivers.

    Driver roadworthiness is not an optional add-on- it’s a fundamental pillar of fleet safety. Just as you wouldn’t send a vehicle out with faulty brakes, you shouldn’t allow a driver who physically or mentally unfit to operate a vehicle. With FleetCheck’s comprehensive tools, you can seamlessly integrate driver health monitoring into your existing fleet management processes. From automated health assessments to real-time behavioural insights, FleetCheck ensures your drivers are as roadworthy as your vehicles.

    Next Article of the FleetCheck Driver Roadworthiness series:
    Proactive vs Reactive: A Modern Approach to Driver Health Monitoring

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  • How to Adapt to the Latest DVSA Brake Testing Requirements

    The Driver and Vehicle Standards Agency (DVSA) has recently introduced updated brake testing rules as part of its ongoing efforts to improve road safety and ensure that commercial vehicles are maintained to the highest standards. These changes require fleet operators to adopt new procedures and tools during safety inspections. In this article, we’ll break down the key updates, explain their implications, and provide you with actionable tips to help you stay compliant.

    What Are the New Brake Testing Rules?

    Under the updated regulations, each safety inspection must now include a comprehensive brake performance test using one of the three approved methods:
    1. Electronic Brake Performance Monitoring Systems (EBPMS)
    This system allows operators to measure bake performance in real-time during normal vehicle operation. It provides detailed data on braking efficiency, helping identify issue before they come critical

    2. Decelerometer with Temperature Readings:
    A decelerometer measures the rate at which a vehicle slows down during braking. The inclusion of temperature readings ensures that brake performance is assessed under various conditions, including heavy use or high temperatures, which can impact braking effectiveness.

    3. Roller Brake Tester:
    Traditional roller brake testers remain an acceptable method for assessing brake force distribution and overall performance. However, operators must ensure their equipment is calibrated and functioning correctly to meet the new standards.
    These methods aim to provide a more accurate and reliable assessment of braking systems, reducing the risk of accidents caused by brake failure.

    Why Have These Changes Been Introduced?

    The DVSA has implemented these updates in response to rising concerns about brake related incidents involving commercial vehicles. Poorly maintained brakes can lead to catastrophic accidents, endangering drivers, passengers, and other road users. By mandating the use of advanced testing methods, the DVSA seeks to:

    • Improve the accuracy of brake performance assessments
    • Identify potential issues earlier, reducing the likelihood of brake failure
    • Enhance overall road safety and compliance with regulatory standards

    As stated by the DVSA, “ensuring brake systems are functioning optimally is critical to maintaining road safety”

    What Does This Mean for Fleet Operators?

    Fleet operators must adapt to these new requirements to remain compliant and avoid penalties. Here are four actionable steps to consider:

    1. Invest in Approved Equipment:
    If you don’t already have access to an EBPMS or a decelerometer with temperature readings, now is the time to invest in these tools

    2. Train Your Team:
    Ensure that your mechanics and safety inspectors are trained to use the new equipment effectively and interpret the results accurately

    3. Update Inspection Protocols:
     Incorporate the new brake testing methods into your routine safety inspections. Document all findings meticulously to demonstrate compliance during audits

    4. Schedule Regular Maintenance:
    Proactive maintenance can help prevent brake related issues from arising in the first place. Regular checks and timely repairs are essential for keeping your fleet safe and roadworthy

    Benefits of the New Rules

    While the updated brake testing rules may require initial investment and adjustments, they offer significant long-term benefits, such as:

    • Improved Safety: enhanced testing methods ensure that vehicles are safer to operate, reducing the risk of accidents
    • Reduced VOR Time: Early detection of brake issues minimises unexpected breakdowns and costly repairs
    • Regulatory Compliance; Staying up to date with DVSA requirements helps avoid fines, penalties, and reputational damage

    A Step Towards a Safer Future

    These new brake testing rules from the DVSA represent a positive step toward improving road safety and ensuring that commercial vehicles are maintained to the highest standards. By adopting approved testing methods and updating your inspection protocols, you can safeguard your fleet, protect your drivers, and remain compliant with regulatory requirements.

  • ZEV Mandate changes “don’t go far enough” to solve electric van issues

    Changes to the Zero Emissions Vehicle (ZEV) Mandate announced today by the government “don’t go far enough” to resolve fleet issues with electric vans.

    Peter Golding, managing director at the fleet software specialist, said the government would almost certainly have to make further revisions in the future to create momentum behind van electrification.

    “The fundamental issues that fleets tell us they are facing when it comes to electric van adoption are that the available vehicles are too expensive, don’t have adequate capacity for their needs, and lack sufficient range.

    “The moves that the government has made today don’t go far enough towards tackling these core problems. In creating a situation where diesel and hybrid vans can stay on sale until 2035, they’re potentially just giving fleet operators an excuse to continue using ICE vehicles and ignore the issue for a few more years.”

    There were only really two potential solutions to this problem – either incentives for adoption from the government or more capable vehicle designs.

    “We are likely to see electric vans become more suitable for fleet use over time and almost every month, we see incremental improvements to range and payloads, while prices are becoming more attainable. However, whether this is happening at a pace sufficient to overcome operator objections to these vehicles is very much open to question.

    “In the company car sector, successful adoption has been powered by taxation advantages – especially zero or very low benefit in kind. There is nothing resembling the same level of assistance in the electric van market and, as a result, no real impetus for change. This is the area where the government needs to act.

    “Today’s revisions are all about supply but it’s arguable that the real problem lies with demand. We speak to fleet operators almost every day who are unimpressed by the prospect of electric vans to the extent that their current plan is to operate their existing diesel vans for as long as possible. More needs to be done to change this mindset.”

  • FleetCheck enters market for large fleet software with CV Show launch

    FleetCheck is launching a product specially designed for the large fleet sector for the first time at Commercial Vehicle (CV) Show 2025.

    Called FleetCheck Enterprise, the fleet management software platform is aimed at corporate users, vehicle leasing companies and other major operators.

    Developed from existing core FleetCheck technology, it adds features including bespoke workflows, custom integrations and enhanced service level agreements, plus access to high level management expertise.

    Peter Golding, managing director, said: “Historically, we’ve tended to be known for our success in the small-medium fleet sector but the truth is that we’ve always successfully supplied systems to larger operators and have huge expertise in this part of the market

    “What we have seen in the last couple of years is an increase in this kind of business, with noticeably more demand for our technology and expertise among these bigger users, especially when it comes to replacing older, complex legacy systems.

    “With FleetCheck Enterprise, we essentially formalising our offering in this sector with a product that is suitable for almost any large fleet scenario.”

    Peter explained that the delivery of platforms in the large fleet sector was based around factors such as customisation, service, integrations, advanced business intelligence and reporting, and use across multiple departments such as fleet, finance and human resources.

    “It’s true to say that in many ways, the fleet management software used by small and large fleets is not technically that different and indeed, part of our recent success with corporate users has been our belief that bigger operators want their technology to be every bit as intuitive to use as software targeted at someone with a dozen vehicles.

    “Where the differences emerge are around specific requirements that may require a degree of customisation, a wider range of more intensive integrations, and a higher level of service that calls for detailed and dedicated project management.

    “Delivering these effectively is very much the thinking behind FleetCheck Enterprise and are qualities that have seen us find increasing popularity with larger fleets. We expect the new product will grow our footprint still further and are excited to be exhibiting it at CV Show.”

    FleetCheck will be exhibiting FleetCheck Enterprise and its entire product range at stand 5E122 at CV Show from April 29-May 1.

  • Minimising VOR: The reputation and budget killer

    For UK companies operating fleets of vans, particularly within sectors like facilities management and waste management, minimising ‘vehicle off road’ (VOR) time due to unplanned maintenance and damage repairs is not only an operational efficiency; it’s a critical business imperative. The consequences of unplanned VOR can ripple through an organisation, impacting service delivery, customer satisfaction, and ultimately, profitability.

    The Costly Ripple Effect of Unplanned VOR

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    Unplanned VOR time translates directly into lost productivity. A van off the road means a technician or driver is unable to perform their duties. This leads to missed appointments, delayed deliveries, and an inability to respond to urgent customer requests.

    The implications extend beyond lost operational hours, encompassing potential financial penalties for missed service level agreements, increased overtime for remaining staff to cover the shortfall, and the cost of hiring temporary replacement vehicles.

    Specific Sectoral Impacts:

    Facilities Management: Imagine a facilities management company responsible for maintaining heating and cooling systems across a large city. A key van, carrying specialist tools and parts, suffers a sudden breakdown due to a failed timing belt. This VOR event means urgent repairs at a school, hospital or commercial premises cannot be completed on time. The resulting disruption could lead to discomfort for building occupants, potential health and safety risks, and a significant dent in the company’s reputation for reliability.

    Waste Management: For a waste management company, a single refuse collection vehicle out of action can disrupt entire collection routes. Delays in waste collection can lead to overflowing bins, public health concerns, and potential fines from local authorities. Furthermore, the logistical complexity of rearranging collection schedules to compensate for the VOR van can strain resources and increase fuel consumption for the remaining fleet.

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    Proactive Measures: Pre-Use Checks and Regular Maintenance

    The cornerstone of minimising unplanned VOR lies in a proactive approach to vehicle maintenance. Pre-use vehicle checks, conducted by drivers before each shift, are essential for identifying potential issues early. These checks should encompass:

    • Tyre pressure and condition.
    • Fluid levels (oil, coolant, brake fluid, windscreen washer).
    • Lights and indicators.
    • Brakes and steering.
    • Visual inspection for damage.

    Routine preventative maintenance helps keep your vehicles on the road and maximises their lifespan.

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    You need to know if any vehicles are overdue for their regular service or have uncompleted maintenance tasks. Is the on-time completion rate of your PM programme at an acceptable level or is it falling behind, risking non-compliance and vehicle unreliability?

    Make sure you also pay attention to MOT advisory notes. A huge number of vans fail their MOTs for faults that were clearly identified at the previous MOT and needed attention before the next test.

    Vehicle downtime costs money so it’s important to monitor how quickly vehicles are in and out of the workshop. Are there hold-ups due to part availability? Are your technicians working as efficiently as you would expect or are there too many unaccounted-for hours?

    You should also look to identify the most common faults and inspection failures across your fleet. If you can see patterns of problems across many vehicles, you might need to adjust your PM strategies accordingly or investigate further with a manufacturer or supplier.

    With tyre prices escalating, and often accounting for nearly half of SMR costs, tyre wear should be monitored closely to ensure timely replacement and management of tyre costs.

    By addressing potential problems before they escalate, fleet operators can significantly reduce the likelihood of unexpected breakdowns.

    Technical Considerations: The Case of Wet Timing Belts

    Staying abreast of emerging technical issues is vital for fleet managers. Recent reports in the fleet press have highlighted the shortened recommended replacement cycles for wet timing belts, common in many current vehicle models. These belts, operating within the engine’s oil system, are susceptible to premature degradation if the correct oil specification is not used or if oil changes are not performed at the recommended intervals.

    Ignoring this issue can lead to catastrophic engine failure, resulting in significant VOR time and costly repairs.

    Fleet managers must:

    • Ensure that the correct oil specification is used for all vehicles equipped with wet timing belts.
    • Adhere strictly to manufacturer-recommended oil change intervals.
    • Educate drivers and technicians about the potential risks associated with wet timing belts.
    • Check for any manufacturers recalls concerning the belt.
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    Data-Driven Maintenance: The Power of Record Keeping and Analysis

    Effective record keeping and data analysis are indispensable tools for minimising VOR time. By meticulously tracking maintenance records, repair histories, and vehicle performance data, fleet managers can:

    • Identify recurring faults and address underlying issues.
    • Predict potential failures based on historical data.
    • Optimise maintenance schedules to minimise downtime.
    • Monitor fuel consumption and identify inefficient driving practices.
    • Record driver pre-shift checks, and make sure that any defects or faults are rapidly repaired.

    In conclusion, minimising VOR time is a critical factor in the operational success of companies with van fleets. Through proactive pre-use checks, diligent maintenance, awareness of technical issues like wet timing belt degradation, and the implementation of data-driven strategies, companies can significantly reduce unplanned downtime, enhance service delivery, and safeguard their bottom line. The cost of implementing a good maintenance schedule is far outweighed by the financial and reputational impact of a VOR incident.

  • Security and interface “tipping point” driving fleets away from legacy software, says FleetCheck

    Increasing demands in data security and interfacing are seeing fleets rapidly move away from legacy software, FleetCheck is reporting.

    Peter Golding, managing director, said there appeared to be a tipping point occurring in the market away from older platforms that no longer met the needs of car, van and truck operators in 2025.

    “There’s a tendency – and all businesses do it – to persist with an old IT system, putting in place a growing number of sticking plasters as it creaks to handle new needs, because the prospect of a replacement seems too difficult.

    “However, what we have seen increasingly in the last few months is many fleets reach a moment of realisation that their aged software just can’t be made to meet today’s needs, however much patching is done.”

    Peter said FleetCheck had reported in June that sales at the company were up by a third, largely powered by concerns over data security and efficiency measures, and the current legacy systems situation seemed to be a continuation of that trend.

    “We have known for a while that worries over software robustness and productivity were powering the increase in sales we have been seeing, but what has become clear more recently is the extent to which the failure of older software is a factor.

    “What fleets are finding is their existing platform just can’t meet the security standards that are expected in a corporate environment today, or interface successfully with modern systems to import data. These are critical elements in any modern IT environment and they’re bumping up against the limitations of software that was often written in the last century.

    “Why is it happening now? Well, there are some popular, specific legacy systems from particular providers that were bought 20 or more years ago which have reached the end of their lives but equally, vehicle operators are also becoming increasingly aware of the potential of digitalisation to improve the performance of their fleet and want to maximise those opportunities. The only way to do that is with newer software.”

  • 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

  • Managing ageing diesel van fleets caused by ZEV Mandate is subject of new white paper

    A new white paper from FleetCheck launched this week is designed to help fleets prepare for an ageing of their diesel vans caused by the Zero Emissions Vehicle (ZEV) Mandate.

    The document explains how current vehicle operator resistance to van electrification, coupled with increasing shortages and higher prices for diesel vans, is likely to result in substantially extended replacement cycles.

    Barrie Wilson, commercial fleet consultant at the fleet software specialist, said: “There are two key trends in the van sector, we believe. One is that because of issues over range, payload and cost, van fleets are not electrifying at anything like the rate envisaged in the ZEV Mandate.

    “The second is that major manufacturers including Ford and Stellantis have said that they will meet the production ratios stipulated in the ZEV Mandate by reducing diesel van production rather than risk paying the extremely high punitive fines.

    “The most probable result of these market conditions is that diesel vans are going to become in increasingly short supply and more expensive. Yes, some fleets will start to electrify in response but the indications that we see across our customer base are that many will hang onto their existing diesel vans for much longer.”

    Barrie said that FleetCheck was referring to this development as “Havana Syndrome” with older vehicles kept continually roadworthy over decades by a high level of attention to maintenance – similar to US cars from the 1940s and 1950s still in use in Cuba.

    “One of the key developments we saw post-pandemic was for fleets to extend their replacement cycles. They are typically already a couple of years longer for diesel vans than before covid and there is now this possibility they could be stretched even further.

    “This creates a range of issues for operators of which the most important are safety and running costs, but it’s also crucial to minimise the environmental impact of these older vehicles and keep them looking good to protect your corporate image.”

    The FleetCheck white paper highlights four areas where fleets need to concentrate efforts – routine service and maintenance, defect management, record keeping and data collection, and budgetary pressures.

    Barrie said: “There’s no denying that operating vans into probably eight years and longer will create significant issues for fleets and we use the white paper to examine these. Our view is that it is viable for operators but will require a high degree of effort and of course, fleet management software has a key role to play.”

    The biggest obstacle to Havana Syndrome would be if the government acted over a period of time to make operating ageing diesel vans unviable, he added

    “If this does become a widespread and identifiable trend into the 2030s, it is probable that any government committed to reducing emissions would look to remove these diesel vans from the road through taxation.

    “There are various ways of achieving this. Increasing costs for diesel vans entering low emissions zones would be one. Another could be higher vehicle excise duty on diesel vans but this would need to be sufficiently high to make electric vans look attractive as an alternative.

    “The other potential route would be higher fuel duty on diesel but this would unavoidably also hit private motorists driving diesel cars and could be politically untenable.”

    The FleetCheck ZEV Mandate white paper can be downloaded at https://uberdrive.com/the-2025-diesel-van-shortage-how-the-zev-mandate-will-impact-your-fleet/.

  • March 2025 Client Newsletter

    Welcome back to Beyond the Dashboard!

    We’re excited to share the latest updates and insights, all designed to enhance your FleetCheck experience. Let’s dive into what’s new this month.

    In this edition:

    1) NEW: Streamline Employee Onboarding
    2) Feature Focus: Simplify Record Keeping with Autonumbering
    3) Tip of the Month: Master Data Retention for a Cleaner, Compliant System

    Streamline Employee Onboarding

    Never Miss a Step with New Starter/Leaver Checklists
    (Available on Essential and Pro plans)

    Managing the arrival or departure of drivers just got a whole lot easier. Our latest feature lets you create fully customisable checklists to ensure nothing falls through the cracks when a new driver joins – or when one leaves our company. From assigning vehicles and adding details to your HR system, to providing uniforms or conducting orientation, you can create a tailored checklist to follow, also giving you an audit trail of what’s been done. To set this up follow the below steps.

    Step 1: Login to your FleetCheck account

    Step 2: Navigate to More in the top navigation, then choose Settings > Drivers

    Step 3: Choose to enable New Starter Checklist and Leaver Checklist. You can also set the number of days a driver has been added to be considered a new starter. For example, in the last 90 days.

    Step 4: Create your checklist. Click the green ‘Add Checklist Item’ button to start adding items to your checklist. You can also set whether an item is mandatory or not.

    You can now track new starters and leavers effortlessly with a dedicated list that will guide you through each step of the checklist. Simply tick off completed tasks for your driver, and once all mandatory items are done, the driver is automatically removed from the list as complete.

    Simplify Record Keeping with Autonumbering

    Save Time, Reduce Errors, and Maintain Consistency
    (Available on Essential and Pro plans)

    Managing a fleet involves tracking countless records, defects, collisions and work orders, and much more. Each of these requires a unique reference number to ensure proper documentation and easy retrieval. However, manually assigning these numbers can lead to inconsistencies, duplication, or even costly errors. Thats where FleetCheck’s Autonumbering features comes in.

    What is Autonumbering?

    Autonumbering is feature within FleetCheck that automatically generates consistent reference numbers for all types of records logged in the system. Whether it’s a defect report a collision incident or a work order, the system assigns a unique identifier based on a numbering system you choose. This eliminates the risk of human error, ensures uniformity, and keeps your records organised.

    Why Use Autonumbering?

    • Eliminate Manual Entry Errors – manually entering reference numbers can lead to typos, duplicates, or inconsistencies. Autonumbering removes this risk by automating this process.
    • Maintain Uniformity Across Records – With Autonumbering, you can set specific numbering formats for different record types (e.g., DEF-001 for defects, WO-001 for work orders). This ensures clarity and consistency across your fleet operations.
    • Customisable – you’re in control. Decide whether the generated numbers can be overwritten to accommodate specific workflows or leave them locked for added consistency.
    • Save Time. Improve Efficiency – automating reference number generation reduces admin workload, freeing up time for more critical tasks.
    • Traceability – unique, standardised reference numbers make it easier to track and retrieve records, when required for compliance during audits or investigations.

    Getting Started

    Setting up Autonumbering is simple and intuitive. Define your numbering system, assign formats to specific record types, choose whether they are editable, then the system will handle the rest.

    Step 1: Login to your FleetCheck account and navigate to My Settings then choose Autonumbering from the left-hand menu

    Step 2: Here you will see the fields you have available to edit, the numbering method and whether it can be overwritten

    Step 3: Choose the field you want to edit; you will then be able to set the parameters you want:

    • Number Minimum Length – for example, if you choose 4 the number will be displayed as 0001
    • Starting Number – you could choose to start at 001 or 100, whatever meets your needs
    • Prefix – You could choose DEF as the prefix for defects or WO for work orders, so you can choose a prefix that is clear to you
    • Prevent Overwrite – you can check the box to prevent users from be able to overwrite system generated numbers

    Once you have set your field parameters, either click save in the top right or you can click save and apply to blank records which will then update existing records with the new reference number standard.

    Master Data Retention for Cleaner, Compliant System

    (Available on Pro plan only)

    Data retention within FleetCheck refers to how long information is stored on your system, keeping your fleet data GDPR compliant and in line with your company’s data policies, as well as keeping it clean and tidy and free of unneeded records.

    It is important to know that a staff permission setting will need to be enabled for users to be able to change these settings.

    To set this up follow these steps:

    Step 1: Login to your FleetCheck account, then navigate to More > Settings > Data Retention. This is where you can set your data retention preferences

    Preferences can be set for different sections of your data. These include things like, driver medical history and licence checks or collision information. Data can be set to delete anywhere from 1 month to 8 years or never from completion date.

    We delete the data monthly, and you can view which data is going to be deleted here before it happens or alternatively, you can set up an email notification.

    Step 2: Once you have set your parameters, come back to this screen to the data on your system that is due to be deleted. Once data is deleted it cannot be retrieved

    Step 3 (optional): Alternatively, you can set email alerts for each deletion category. You will then be notified by email what data is due to be deleted.

    To do this, navigate to Organisation in the top menu, and then Staff. Click on your username scroll down to Data Retention Emails and click on the green button Add Data Retention Alert. You can then select whether you want emails about all data being deleted or specific areas such as vehicles or drivers.

    Once you have done this remember to click the blue save button in the top right.