The fleet calendar in FleetOnAir organises dates and information for every vehicle so that nothing important is missed in everyday work. In one place you have access to service history, insurance policies, technical inspections and planned workshop visits. Thanks to this, it is easier for your company to plan costs, control mileage and vehicle status and streamline service, communication with drivers and contact with the client.
Fleet calendar: typical problems in managing a fleet and how FleetOnAir solves them
In many organisations there is no ongoing control over what has actually been done in the workshop and what has only been scheduled. Notes get lost, photos stay on drivers’ private phones and costs arrive with a delay, which makes it hard to assess the real condition of the fleet.
FleetOnAir solves this problem by combining all communication and documentation in one fleet management system. From the mobile app, the driver adds photos, status and invoice, and the manager sees everything immediately on a single screen. Thanks to automatic rules and a history of activities it is easy to assess whether vehicle maintenance work was carried out according to plan, what the costs are and when the next actions should be planned. This eliminates guesswork, shortens turnaround times and lets managers make decisions based on complete, up-to-date data.
Fleet management software: why traditional solutions fail
Manual calendars, Excel sheets or outdated systems mean that the fleet easily loses consistency of information. Dates of inspections or insurance policies are scattered across messages, notes and documents, which increases the risk of missing key dates. There are no automatic reminders, no service history “in one place” and no current vehicle status.
As a result, it is easy to cause unnecessary downtime, fines for lack of technical inspections, delays in repairs or difficulties in planning costs. Managers make decisions based on incomplete data, and drivers and clients feel the chaos and lack of smooth communication.
Fleet management systems and vehicle maintenance based on mileage
In FleetOnAir every car has an assigned “service book”. It is a set of rules based on the relationship between time and mileage. On this basis, the system creates a vehicle maintenance schedule: “in 1,000 km replace spark plugs”, “in 20,000 km change the oil”, and so on.
You can use ready-made templates or edit your own rules for a specific vehicle or the whole fleet and automatically apply them to many vehicles. In this way, fleet managers can manage preventative maintenance in a repeatable way and prepare work in advance instead of reacting only when a problem appears.
Fleet scheduling and reminders that boost efficiency
The system sends notifications in advance: for example about a service 1,000 km before the due mileage, or about an insurance policy 29–30 days before it expires. Thanks to this you do not have to remember the details. Key dates are visible and under control.
From the calendar you choose the time, workshop and scope of work, and after the visit you add a note, details and costs. Such fleet scheduling helps boost efficiency in everyday operations and reduces the risk of potential issues that could take vehicles out of service at the wrong moment.
Fleet management of policies, inspections and cost records – key features
The policy module reminds you about renewals each year, requires you to attach the policy file and archives everything in a register. Technical inspections work in a similar way – you add dates, the inspection site and the result.
If you use settlements, the costs of services, repairs, policies and inspections are visible both in total and per vehicle. You can download the data as a report or export it to Excel. These key features make it easier to track costs, keep compliance with regulations and show a clear picture of operations to the business and management.
Turnaround times, defects and vehicle downtime
In case of a breakdown, you add a report directly from the mobile app (for example a photo of a damaged bumper). The administrator assesses the status: a small thing to handle “on the way” or an urgent repair.
When the defect takes the vehicle out of service, the system blocks it in the sharing/rental module. Everything happens automatically, and the calendar shows the current status and next dates. This shortens turnaround times for repairs and ensures that vehicles which are not safe or ready do not get booked by drivers or customers by mistake.
One place, full control in everyday work
From the calendar you go to the vehicle tab, where you see the details of tasks on the activity list (what, when and in what status). You can add your own items: “add air conditioning ozonation at the next service”, “add brake pads to the plan”.
This gives you the possibility of small modifications regardless of the template and ensures control over what has actually been done. In this way, fleet management is based on concrete tasks instead of scattered notes.
Work in the field and in the office – a consistent picture beyond gps tracking
Thanks to the mobile app, the driver confirms activities on site, attaches the invoice and photos, and the manager sees them straight away in the panel. Everything is available “with one click”, and you can have access from one account – from the office or from your phone.
When you manage many vehicles, the fleet calendar brings the details together and presents them according to the schedule of a given module. You see the same real time picture in the office and in the field, enabling driver management and better coordination of resources, without needing to juggle other things and tools.
Integrations, fleet management software development and the mobile app
Planned/handled functions include automatic downloading of service books from manufacturer databases (based on the engine code) and deeper integrations with handover/return protocols. Thanks to this, it is easier to maintain full control over recurring work and – when needed – quickly organise a service visit “on the occasion” of other planned tasks.
How the schedule can affect your fleet management
Use FleetOnAir if you want order in service plans, insurance policies and inspections, to work “from a task list” and see everything in one place. It is a fleet management tool for those who value order, clear information and real time savings in everyday work – both for managers and drivers, and in the long-term future also for your customers and clients.
