Fleet Tracking Reports Turn Data into Action

Use Reports for Visibility, Accountability, and Measurable Performance Improvement

Effective fleet management is impossible without accurate fleet tracking reports, and you can’t generate them if you rely on manual processes that produce incomplete, out-of-date data. The reporting capabilities of Crystal Ball’s FleetTracker and SmartCam provide the solution to these challenges. These reports:

• Offer as much visibility as you need, from insights at a glance to deep dives
• Enable you to hold drivers, maintenance crews, and fleet managers accountable
• Provide actionable insights you can use to reduce fuel, maintenance, and other operating costs

Choose vehicle tracking reports that can make a real difference to your daily operations and help you save money.

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Why Fleet Reporting Matters

While all fleet tracking system features offer value and enable you to make real-time decisions, you can use fleet management reports to take control of your fleet to the next level.

Without accurate data and comprehensive reports, you can’t identify who or what is wasting fuel or when or where it’s happening, which means any fuel conservation efforts you introduce are likely to be ineffective. You and your drivers may also encounter difficulties proving job completion. Additionally, a lack of performance metrics results in limited accountability from your drivers and maintenance crew. 

Reliable telematics reporting software empowers you to make decisions that save money by reducing fuel consumption and improving performance and customer service by completing jobs timeously. In addition, you can mitigate risks by reducing wear and tear and enhancing driver safety by holding them accountable for their behaviour on the road and by holding the maintenance crew accountable for the work they did or didn’t do.

Core Types of Fleet Tracking Reports

With FleetTracker, you can generate a wide range of fleet tracking reports. The core report types include:

1. Journey and Trip Reports

Providing insights into the journeys undertaken by your drivers and vehicles, journey and trip reports are an excellent starting point for analysing driver safety and efficiency. Similar to FleetTracker’s Journey Playback feature, these GPS fleet reports include:

• Start and End Times: Use the exact times your drivers started and ended their journeys to determine how long each trip took. 
• Distance Travelled: Find out the exact distance travelled by your drivers on any given day or in any period of time. 
• Stop Durations: Find out which of your drivers are taking more or longer breaks than necessary or are complying or not complying with UK laws governing commercial drivers’ breaks.
• Route History: Discover the exact routes taken by your drivers, how frequently they use those routes, and which drivers were responsible for events such as speeding and idling.

2. Fuel and Idling Reports

In many fleets, fuel accounts for 15 to 20% of the total running costs, although this can reach 40% if you allow fuel for private use. Given fuel price volatility over the last few years, it makes sense for fleet managers to work to reduce fuel consumption and save money. The insights offered by fuel and idling fleet management reports and FleetTracker’s fuel cost estimates can help you do this. These reports include:

• Idle Time Summaries: Find out how frequently and for how long vehicles were left idling.
• Mileage versus Fuel Trends: Gain insights into your vehicles’ fuel efficiency.
• Usage Anomalies: Spot out-of-the-ordinary vehicle use at a glance.

3. Driver Behaviour Reports

Poor driving behaviours waste fuel, increase wear and tear on vehicles, put drivers and other road users at risk of accidents, and potentially damage your brand’s reputation. Gain insights into your drivers’ actions with FleetTracker’s driver behaviour reports, which draw on data from the Driver Behaviour Monitoring feature. These driver performance reports include:

• Speeding Incidents: Discover which vehicles were involved, who was driving them, and how fast they travelled.
• Harsh Braking and Acceleration: Find out which drivers are responsible for harsh braking and acceleration.
• Driver Scorecards: Use driver scorecards to identify which drivers comply with company policy and the rules of the road and which don’t.

4. Geofencing and Site Activity Reports

FleetTracker’s geofencing and site activity reports offer additional visibility, help improve accountability, and provide insights that can contribute to cost savings. Using data from the software’s Geofencing and Time Sheets features, these fleet tracking reports include:

• Entry and Exit Times: See exactly what time vehicles entered and exited your business premises, garage, or geofenced zones.
• Time on Site: Find out how much time drivers spent on site and use this information when making decisions regarding overtime or cost allocations.
• Out of Hours Alerts: Get an overview of all out-of-hours alerts in a given period to identify anomalies, unnecessary or unauthorised vehicle use, or security risks.

5. Compliance and Audit Reports

There’s no escaping the importance of compliance with road and commercial vehicle and driver laws, industry standards, and company policies in fleets and fleet management. Audits are equally important, as they help verify compliance and ensure things are as they should be. 

Use our telematics reporting software with SmartCam 4G dash cam integration to generate compliance and audit reports that include:

• Working time Visibility: Find out if your drivers are working within legal limits on driving hours and within contractual hours.
• Route Verification: Discover which routes your drivers are using.
• Incident Investigation Support: Get the data you need to support investigations in incidents such as poor driving techniques, driver behaviour, vehicle misuse, or accidents.

How Managers Use Fleet Reports

As a fleet manager, you can use FleetTracker’s vehicle tracking reports in a wide range of practical scenarios, including:

• Weekly Performance Review Meetings: Driver performance reports give you hard facts you can use in weekly performance review meetings. Drivers cannot dispute the accurate data gathered by FleetTracker and SmartCam. Use this data to praise drivers whose work is commendable and to tailor interventions for drivers whose performance is poor or who do not comply with company policies, industry standards, or legislation. 
• Fuel Reduction Initiatives: Use journey, fuel, idling, geofencing, and driver behaviour reports to inform your fuel reduction initiatives. The data in these reports allows you to optimise routes for efficiency and fuel savings, coach drivers to drive defensively and economically, and schedule proactive vehicle maintenance, which can also help reduce fuel consumption.
• Insurance Claim Investigations: Whether a claim you made is being investigated or you want to investigate a claim resulting from a possible crash-for-cash scam, fleet tracking reports can help you do it. Use data from driver behaviour and GPS fleet reports to prove where your vehicles were at any given time, who was driving them, what speed they were travelling, and how drivers were behaving. The driver behaviour monitoring feature in cab-facing SmartCams provides additional evidence of what drivers were doing when behind the wheel. 
• Customer Dispute Resolution: Journey, geofencing, and site activity reports can help resolve customer disputes. Use the data in these reports to prove when drivers left the site, which routes they took, and how long it took them to reach their destination when customers complained about tardy service.
• KPI Tracking Across Teams: KPIs go beyond driver behaviour on the road. Use compliance and audit reports, as well as the other reports mentioned above, to track KPIs across driver, maintenance, and other teams, and identify inefficiencies and potential risks. Implement relevant and effective interventions and strategies aimed at greater accountability, operational efficiency, and cost savings. Fleet utilisation reports also help managers assess whether to scale their fleet up or down to optimise performance and control costs, highlighting unused or underutilised vehicles that still incur expenses such as leasing, depreciation, taxes, and insurance.

Reporting Capabilities Within Crystal Ball’s FleetTracker

Crystal Ball’s FleetTracker supports reporting in various ways, including:

• Customisable Dashboards: Configure the dashboard to display your preferred real-time data analysis and to simplify report generation, saving time.
• Scheduled Automated Reports: Ensure you never forget to generate the reports you need, and you save time by scheduling automated reports, as this will allow you to focus on other tasks.
• Exportable PDF and CSV Formats: Send fleet tracking reports to personnel or stakeholders who need them in accessible formats with ease.
• Driver-Level Drill Down: Access increasingly detailed driver data, from routes taken, break length, and driver behaviour to hours spent on site.
• Integration with SmartCam Footage: Footage from our SmartCam 4G dash cam proves the data you’re working with is accurate.

Designed with intuitive navigation in mind, FleetTracker is easy to use, whether you want to customise the dashboard, export reports in different formats, or integrate SmartCam footage. The results are crystal clear every time, enabling you to make smart managerial decisions. 

Example Impact Scenario

Healthcare and Transport Services (HATS Group), a transportation provider serving the healthcare and social care sectors, implemented Crystal Ball’s vehicle tracking and mobile tracking across its large, multi-vehicle fleet to improve visibility into journeys transporting children and patients. 

HATS Group benefited from real-time tracking and detailed journey reporting, which improved driver behaviour, route efficiency, and workforce productivity. As a result, they could demonstrate that at least 90% of their vehicles arrive within 10 minutes of their scheduled times, while also reducing customer complaints and strengthening their ability to win new contracts.

Supercharge Fleet Management with Data-Rich Reports

FleetTracker’s fleet tracking reports make the data you need for effective fleet management accessible and easy to use. Ditch the guesswork and implement strategies and solutions that work with Crystal Ball. 

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FAQs

What reports does a fleet tracking system provide?

A fleet tracking system provides a range of reports relevant to various aspects of fleet management. Among them are journey and trip, fuel and idling, driver behaviour, geofence and site activity, and compliance and audit reports.

Can fleet tracking reports reduce fuel costs?

Fleet tracking reports can help reduce fuel costs. You can use the data they provide to identify inefficient routes, poor driver behaviour such as rapid acceleration, speeding, and idling, and vehicle misuse. Optimising routes and clamping down on inefficiencies can help reduce fuel costs.

How often can fleet reports be generated?

You can generate fleet reports as often as you wish, depending on your business’s requirements. Some managers might schedule reports to be generated daily, others twice a week, and yet others weekly or monthly.

Can reports be customised?

Yes, fleet management reports can be customised with FleetTracker. This ensures the reports you generate are relevant to your organisation.

Are fleet tracking reports suitable for compliance audits?

Yes, fleet tracking reports are suitable for compliance audits. You can use them to demonstrate whether drivers complied with the rules of the road, legislation governing commercial drivers and vehicles, industry standards, and company policies.

Can reporting integrate with video footage?

Yes, reporting can integrate with video footage. FleetTracker is designed for easy integration with SmartCam, allowing you to easily integrate footage with reports.