Fleet Management

The Phonebox's Fleet Management Solution offers:-

• Worry free storage of all required documentation for the fleet.
• Simple web interface and reports to gain the information required.
• Alerts, with automatic escalation, to ensure no statutory requirements are broken.
• Snapshot of real-time "road worthiness" (where link to vehicle tracking and CANBus is installed).

Overview

Owners and operators of large vehicle fleets incur significant costs in maintaining the necessary documents needed to comply with current legislation. Missing, misfiled or incomplete documentation can cause significant problems and even lead to financial penalties for offending companies.

To simplify and reduce the costs of the management and storage of all required documentation, Phonebox has worked closely with VOSA to develop their unique solution, the Phonebox Fleet Management Solution.

The solution is a managed web service hosted by Phonebox which manages the storage of all necessary documents and certification relating to the fleet of vehicles, their usage, maintenance and inspection histories. Input of data is a mixture of electronic transfer of data from client’s business systems and the automated scanning and input of inspection and certification documents.

Customers use a simple web browser, with user name and password protection, to view the details of their fleet and generate required reports. Real-time alerts inform users of missing or expired documents and any road worthiness issues which need to be addressed.

The database holds all details of the vehicle, any lease or purchase contract as well as current details of all required documentation including:-

• Legal Compliance.
• V5 Registration Document.
• VTG7.
• MOT Certification.
• Tachograph Check & Calibration.
• Speed Limiter Calibration.
• Reduced Pollution Certificate.
• Maintenance.
• Intermediate Service / Safety Check.
• Basic Service Annual Service.
• Ancillary Tail Lift Weight Test.
• Tail Lift Service.
• Refrigeration Service.

Daily walk round vehicle inspections or other customer specific document storage requirement can also be incorporated where desired.

The system has complete document version control functionality to ensure integrity of content at all times and archiving of expired documents is handled automatically.

The Phonebox solution can also link directly to a suitable tracking device fitted to the vehicle and connected to the CANBus engine management system. This allows a snapshot of vehicle road worthiness to be read and displayed directly from the vehicle CANBus. This data together with the daily walk around inspection performed by the driver can help to ensure legal compliance of road worthiness.