Elements of a fleet management system

Elements of a Fleet Management System

To effectively utilize a fleet management system, you need to be clued in on all the elements that make it work. Find out more about the ins and outs of fleet management.
Learn about the basic elements of a fleet management system. Find out how it works and what you should look for in a fleet management software solution.

A fleet management system is intricate and has many moving parts for it to perform optimally. Whether you’re curious about the multitude of features this service offers or want to know what to look for in your fleet management solution, this technology will help manage a more efficient fleet — and the more you know the better.

Understanding your Fleet Management System

Fleet Management Systems 101

The main goal of fleet management is to keep your fleet functioning optimally at all times. This brings issues of security, compliance, safety, efficiency and sustainability to the forefront. 

Fleet managers are at the epicenter of all fleet activity. Their role involves ensuring jobs are completed and deliveries are dispatched timeously, however they also need to guarantee road safety for their drivers and that their fleet meets compliance regulations. 

Essentially, a fleet management system aids fleet managers by streamlining operations, reducing costs, minimizing risk and planning effectively. All this is done by empowering operators with the data and insights they need to run an efficient fleet.

Features of Fleet Management Software

To effectively utilize a fleet management tool, it would be beneficial to understand the features at play that enable it to function effectively. In fact, there are multiple technologies in the mix, like GPS fleet tracking, AI, geofencing and KPI management tools to name a few. 

Let’s unpack the main features of a fleet management system: 

GPS Tracking 

If you’re looking to get full visibility of your fleet’s movement at all times, GPS fleet tracking is key. This is a hardware component of telematics systems that monitors your assets’ activity in real-time. 

MiX’s Plug ‘n Play device, OBDII can be self-installed and enables users to track their fleet’s activities, offering daily notifications and alerts on the vehicle’s performance. This solution presents data pertaining to your vehicles in an easily accessible online platform, which is available on your laptop or mobile phone. 

Vehicle Tracking can benefit fleet managers by:

  • Detecting any over or underutilization of vehicles
  • Helping to reduce the risk of accidents by monitoring unsafe driving behaviors
  • Assisting in recovering stolen vehicles 
  • Providing better customer service due to route planning
  • Spotting misuse of assets
  • Lowering insurance costs 

This tool also keeps track of your fleets’ data historically, assisting with course correction and route planning in the future. 

Driver Tracking

Driver tracking is another central feature of fleet management software as the behavior of your drivers has a domino effect on your fleet’s efficiency and safety. If a driver is partaking in risky behaviors, like speeding, harsh braking, distracted driving or mobile use behind the wheel, this could put them and other road users at risk. 

As important as driver safety is, it can be challenging to keep up with the admin that comes along with it as well as getting through analyzing performance for an entire fleet. Using a fleet management system gives fleet managers access to real-time insights in driver behavior, allowing for immediate self-correction and overall better performance. 

We also offer MyMiX, a driver engagement app. This solution provides drivers with insightful alerts to help improve their driving style with audible in-cab feedback.   

Fleet Security

When managing a fleet, threats to security are everywhere. This makes a fleet management system essential in safeguarding your vehicles, drivers and assets. 

Using dashcams, like MiX Vision AI, help you monitor what’s happening in a vehicle at any given moment. Moreover, dashcams assist with security in the event of theft, as they catch these moments on camera, which could aid vehicle recovery. Additionally, they assist with insurance claims if an asset has been damaged or stolen.  

For example, external cameras can safeguard drivers from theft by serving as an extra set of eyes if they’re loading or unloading goods. If anything goes awry, the fleet management system can alert operators for assistance. 


Ensuring your fleet is compliant can feel like a lot of admin, but with the use of a fleet management system it’s simple. At MiX our Electronic Logging Devices (ELD) are a feature of our Hours of Service (HOS) solution, which helps fleet managers lessen the administrative burden but guarantee compliance. 

Human error is a reality in any business and we try to minimize the likelihood of any incomplete or incorrect HOS logbooks. Our ELDs capture location data constantly while a vehicle is on the road as it syncs to its engine. It is also tamer-proof and any errors in the system are detected and automatically recorded. 

MiX’s Hours of Service is registered with the Federal Motor Carrier Safety Administration (FMCSA) and data can easily be transferred to regulators when necessary via a USB. 

Fuel Management

In times where the price of fuel constantly fluctuates, managing it effectively is crucial. This is why fuel conservation is a concern that’s always top-of-mind for fleet managers. Excessive fuel consumption can eat away at a company’s budget so utilizing a telematics system, like MiX Fleet Manager can help you keep a close eye on your fleet’s fuel usage. 

This system can ensure drivers are allocated jobs that are near them to avoid traveling too far. This is where GPS fleet tracking features would come into play again, helping to optimize routes more efficiently to save fuel. Moreover, using driver tracking tools can help operators monitor fuel-wasting behaviors, like excessive idling.

Fleet Maintenance and Diagnostics

Avoiding regular maintenance can be costly, detrimental to your productivity and it can have a ripple effect on other aspects of your business. For example, if your engine is in poor condition, it may burn more fuel or if your tires are worse for wear and your vehicle breaks down, your fleet can be out of action for some time while being repaired. 

This is why preventative fleet maintenance is a must for all fleets. A fleet management system can run diagnostics on the state of your fleet and it alerts you when you’re due for a service or if your vehicle is having performance issues. Rather catch problems in their early stages than let them snowball and disrupt your daily operations. 

Finding the right fleet management system

As you're looking to gain insight into how efficiently your fleet is operating from all areas, you need access to clear and actionable data regarding the performance of your assets. This is where a fleet management system comes into play. 

When trying to find the right fleet management system for your brand consider:

Driver Management

Effective driver management is crucial when looking for a fleet management provider. Solutions like driver tracking, safety, performance and driver behavior data are core concerns here. 

Vehicle Management

To receive comprehensive vehicle management your fleet management system should offer solutions like GPS tracking, HOS compliance, route planning and vehicle maintenance to name a few.   

Inventory Management

Inventory Management is also an important area to consider when choosing a fleet management system as it needs to give you insight into how many assets are in your possession, their condition and vehicle acquisition.

What sets MiX apart

MiX by Powerfleet offers you comprehensive and customizable coverage over all areas of your fleet, guaranteeing all of your bases are covered at all times. We take the guesswork and admin out of the way and provide you with clear data that allows for actionable insights to be made regarding business operations. 

Fleet Management System FAQs

Which type of businesses could benefit from a fleet management system?

The main industries that could benefit from a fleet management system are: 

  • Public Transport
  • Oil and Gas
  • Security
  • Mining
  • Emergency Services
  • Governments
  • Construction
  • Transport and Distribution
  • Utilities
  • Rental and Leasing
  • Fast Moving Consumer Goods
  • Landscaping
  • Pest Control
  • Telecommunications

How can I save money with a fleet management system?

Fleet management systems assist with managing operational costs, fuel saving and vehicle maintenance. For this reason, you save money, as these are areas where costs can quickly add up.  

Why is fleet management important?

Fleet management systems are essential for fleets looking to keep up with the competition in their industry. Leveraging the data derived from this technology gives your business an edge over competitors. What’s more, this tool helps fleet managers run a tight ship by keeping costs low while maximizing efficiency. 

Learn more about fleet management systems here.

Elements of a Fleet Management System
Elements of a fleet management system
A fully-implemented and supported MiX by Powerfleet solution is guaranteed to improve driver safety and reduce accident rates while also lowering risk, liability and cost.

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