9 Things to Look for in a Fleet Management Software for Your Fire Department

1. A Browser-Based System

We live in a mobile world and it’s expected that the software’s we use to improve efficiency should be mobile as well. A browser-based fleet management software allows you to walk around an apparatus while doing an inspection and quickly make a request. With CollectiveFleet being browser-based, it is easily usable on-the-go from a mobile phone or tablet.

2. Understanding your department’s requirements for managing your fleet and maintenance

Based on the vehicle manufacturer a fire department works with, they are required to follow different maintenance plans. This means that the software you choose to help you manage your fleet maintenance must be able to comply with these requirements. While many fleet management software solutions are sold ‘out of the box’, CollectiveFleet understands it is essential for your solution to align with your internal processes. This is why we offer configuration to all of our client’s applications – to ensure we are proving a solution made just for your department.  

3. Ability to track your warranties, registrations and all requirements 

Managing a fleet of fire trucks requires extensive knowledge of what is covered under warranty and the requirements that must be followed for both preventative and scheduled maintenance in order to meet the warranty requirements. The software that you choose should include the ability to track warranties on various assets with automatic notifications to notify you when maintenance is due to ensure you are always following warranty requirements.  

4. Automatic tracking on specific tools and parts that work with your apparatuses and vehicles 

Knowledge on which parts go with your vehicles and assets is generally something your technicians are aware of, but this is also something that should be double checked with each work order and repair. Your fleet and asset management software should have the capability to help your technicians select parts for work orders without any doubt that they’re using the correct part.

CollectiveFleet includes a Part Usage Lookup view to allow end users to look at all part usages on work orders to our latest Fleet solution. This new functionality makes it easier for you to filter by either asset or part type and see all different usages for that part. 

5. Ability to track availability of parts and automatically notify you when stock is running low 

One of the most important parts of organized and efficient fleet maintenance, is making sure you don’t run out of stock on parts that you need for maintenance and repairs. Your fleet management software should have the ability to  

  • Notify you when stock is running low 
  • Have the capability to quickly order more stock 
  • Help you to know that you’re not ordering too much or too little stock  

6. Ongoing support and training 

When investing in a fleet management software for your fire department, it is essential to invest in training and support for your employees so you can get the most out of your application. This includes training for both technicians who will be tracking work in the software, the fleet manager who will be overseeing the entire fleet and generating reports, and employees who will be placing work orders and managing your stock. It is extremely important that the company providing your fleet management software has training options in place to provide best practices to ensure you get the most out of your software. 

7. Your software should match how you perform both internal and external maintenance, repairs and work orders

Department’s fleet management processes vary in many aspects. There is no one-size-fits-all solution for fire departments. This means that the software you use must have configurable components in order to match your internal processes.  

8. Your software should track who is performing maintenance and track time spent 

If your fire department conducts in house-maintenance and repairs, it is essential to be able to accurately track technician time spent on tasks. This helps to predict future spend and understand what repairs are taking up the most time from your team.  

9. Your software should help you to better plan ahead for maintenance and repairs 

The software you choose must be able to help you predict when vehicles are going to need repairs and replacement. At some point, vehicles will have reached their turning point where repairs are costing more in the long run than the cost of replacement. CollectiveFleet has the capability to track and notify you when a vehicle is reaching the end of its life cycle.  

While these tools and features are important, this is only scratching the surface of what CollectiveFleet can do to streamline processes in your Fire Department. If you’re interested in learning more about our software, contact us to schedule a demo today!