A practical checklist to compare tracking systems
Vehicle tracking software guide by Sam Butler, Business Development Manager at Fleetloc8, the Fleetmaxx Tracking Solution.
Some businesses come to a vehicle tracking presentation with a specific problem they want to solve. Others are still exploring what the technology could offer them.
When I take a customer through Fleetloc8, I start by learning how their vehicles are used and what their working day looks like. That helps me focus on the parts of the system that could be most relevant, whether that is allocating urgent jobs, confirming customer visits or understanding how mileage varies between vehicles.
The questions below will help you assess a vehicle tracking system, even if you are still working out exactly what your business needs from it.
Key takeaways
- Base your questions on situations your business regularly handles.
- Ask how the software, hardware and mobile app work together.
- Where possible, request a live walkthrough of the tasks you expect to use.
- Confirm data protection, integrations, support and the complete cost before choosing a provider.
1. How current is the vehicle location?
A marker on a map is only useful if you know when the vehicle last reported.
Ask how frequently the tracker updates while the vehicle is moving and whether this changes when it is parked. The platform should also show when each location was last received.
Update requirements vary. A business allocating urgent jobs may need more frequent information than one checking plant equipment once or twice a day.
You can read more about how businesses use live vehicle tracking for job allocation, customer updates and journey visibility.
2. How would I find the vehicle best placed for a new job?
The vehicles shown during a demonstration may not be operating near a location that is relevant to your business. However, the presenter should still be able to show you how the process works using the vehicles available.
Ask how you would search for an address, compare nearby vehicle locations and check details such as vehicle status, direction of travel and estimated arrival time.
3. Can you show me how to review a previous journey?
Ask the presenter to show how they would find a previous journey, confirm when a vehicle arrived and see how long it remained at the location.
Look for clear routes, time stamps and stops. Ask how quickly the journey can be found and whether the information can be exported.
You should also confirm how much journey history is retained. The right period depends on how your business intends to use the records.
Fleetloc8 combines live and historic vehicle information within its vehicle tracking software.
4. Which reports would we actually use?
Explain what you are trying to understand and ask the presenter to recommend a relevant report. That might involve mileage, working hours, speeding, idling, vehicle activity or time at customer locations.
Ask how it can be filtered, scheduled and exported. See whether the dashboard can highlight information you check regularly.
For maintenance tools, ask whether service reminders can use dates, mileage or both.
5. Can I create an alert that reflects how we work?
It is easy to display a list of available alerts. Ask the presenter to create a realistic example instead.
This could cover a vehicle leaving a depot outside working hours, entering a customer site or reaching a service threshold. Check whether you can choose the vehicles, times and recipients.
Ask how alerts can be adjusted once you understand what normal vehicle use looks like, avoiding unnecessary notifications.
6. How does the system show patterns in driver behaviour?
Ask how the system identifies repeated behaviour and whether you can open the journeys or events behind a score. Trends over time are more useful for driver conversations than one isolated event.
Our guide to driving scores and how they are calculated explains how scores can support fairer and more constructive driver coaching.
7. Which tracking device is right for our vehicles?
The provider should recommend hardware that suits the vehicles and assets you operate.
An OBD tracker offers quick plug-in installation. Battery-connected trackers can be self-installed, while hard-wired units provide a permanent option. Equipment without a constant power supply may need a rechargeable asset tracker.
For cameras, ask whether tracking and video use the same device or separate units, how footage is accessed and whether live viewing is available.
Ask about installation, moving devices to replacement vehicles and disconnection alerts. Our self-install vehicle tracker guide explains the main hardware options.
8. What can I do through the mobile app?
If you are likely to check vehicles away from your desk, ask to see the mobile app as well as the desktop portal.
Ask to see how you would find a vehicle, review a journey or check an alert from a phone.
The Fleetloc8 tracking app provides access to live locations, journey information, driver behaviour data and alerts from a mobile device.
9. How is our tracking data protected?
Ask how users sign in, who can see tracking information and how access is removed when an employee changes role or leaves the business.
Cover individual accounts, permission levels, retention, backups, protection during transfer and storage, and what happens when the contract ends.
Driver privacy is part of this too. Businesses should be clear about what they collect, why they need it and how it will be used. Fleetloc8’s guide to vehicle tracking law in the UK covers the main considerations when tracking work vehicles.
10. Which integrations are available now?
If you need vehicle data to work with another platform, name the system during the presentation.
Ask what information moves between the systems, how often it updates, who sets up the connection and whether it costs extra.
If development is required, get a clear explanation of the scope, timescale and responsibility before treating the connection as part of the proposed solution.
11. What will the complete cost and support look like?
Ask for a cost based on the setup discussed during the presentation. This should account for hardware, installation, subscriptions, optional features, training, moving devices, contract length and cancellation terms.
Find out who configures the platform and how support works after launch. Ask whether the provider can help review reports and alerts once you have real data.
Ask to see these five tasks
If the presentation includes access to the live portal, ask the presenter to show you how they would:
- Find the vehicle nearest to a chosen location.
- Confirm when a vehicle arrived at an address on a previous day.
- Create an out-of-hours or geofence alert.
- Find the journeys behind a driver behaviour score.
- Produce a mileage, journey or activity report.
This shows how quickly common questions can be answered once the platform is in everyday use.
How do you choose the best tracking software?
The best vehicle tracking software is the system that answers your everyday questions clearly and can be used consistently by your team.
Use the presentation to understand what is available, then test it against real situations. Leave with clear answers about hardware, mobile access, data protection, integrations, support and cost.
That gives you a stronger basis for comparing providers than counting the number of features shown on a slide.
If you would like to see how Fleetloc8 could work for your vehicles, contact the Fleetloc8 team to arrange a presentation based on your day-to-day requirements.
