Tracking Your Fleet

In the age of cost-cutting and consolidation of resources, a law enforcement agency needs to have a plan in place to make sure it has a fleet that can get the job done, while staying cost-effective, efficient and dependable. Fleet management software can give fleet managers and command staff the tools they need to get the most out of their patrol vehicles and better articulate their needs to the people who hold the purse strings.

This article appeared in the January/February issue of OFFICER Magazine. Click Here to subscribe to OFFICER Magazine.

OFFICER Magazine recently got in touch with Fleetio Associate Product Marketing Manager Kelly Hogan to learn more about how law enforcement agencies can benefit from fleet management software.

How can law enforcement agencies benefit from fleet management software?

leet solutions like management software and optimization platforms can benefit law enforcement agencies in three core ways: cost control, operability and safety. Because these platforms provide extensive fleet and finance-related data, fleet managers can quickly surface and address high-cost centers, whether fuel, maintenance, inefficient workflows in the shop, parts acquisition issues, or poor-performing vehicles. Being able to curb high-cost areas, reduce fleet expenses, and—maybe most importantly—communicate the fleet's costs, savings, and overall health gives managers a leg up when advocating for needed resources, like additional assets or labor hours.

This data also feeds into operability by providing managers with asset downtime trends, inspection compliance rates, maintenance compliance rates, fuel consumption and asset usage. All of these data points work together to show a fuller picture of the fleet, allowing managers to cross reference, for example, asset usage against downtime. Higher-use assets often incur more wear and tear, indicating a need to adjust preventive maintenance (PM) schedules or invest in higher-durability parts. Or, if shop technicians are seeing additional issues during routine PM, you may want to check your inspection compliance rates to ensure that failed inspection items aren’t overlooked.

While cost control and operability focus more on the management side of the fleet, safety is geared more toward the end users—the officers. Is the asset in use adequately maintained? Can the officer rely on the asset to get to and away from situations quickly? Is a tire going to blow during a high-speed chase? Does the asset provide proper heating and/or cooling during extreme weather conditions? As a primary tool for law enforcement, a vehicle must be reliable and able to perform at peak safety.

What are some of the challenges that law enforcement agencies face when it comes to fleet management?

Many law enforcement agencies operate under tight budgets, and keeping up with vehicle expenses—whether for maintenance or replacements—can be a constant strain.

Maintenance can be hard to track, especially for agencies with assets spread across depots and/or those whose employees take them home at the end of the shift. You have to track not only maintenance schedules but also whether the maintenance was actually performed, whether it was performed on time, and whether additional issues were found. Asset service is one of the highest cost centers for fleets, second only to fuel, so nailing down and adhering to PM schedules can significantly impact cost, operability, and safety.

Unplanned repairs are another challenge. If vehicles are not appropriately maintained or have mechanical issues, unplanned repairs can significantly affect availability. This can leave departments with fewer vehicles for patrols or critical operations, leading to potential safety risks or compromised response times.

For mid- and large-sized departments, how does Fleetio help their fleets be more efficient?

For mid- and large-sized law enforcement agencies, Fleetio helps make fleet management more efficient by automating routine tasks, improving communication between staff, providing real-time performance data, and offering detailed analytics for smarter decision-making. By streamlining everything from maintenance to compliance tracking and fuel management, Fleetio ensures that agencies can keep their fleets in optimal condition, minimize downtime, and maximize cost savings.

For example, Fleetio allows law enforcement agencies to customize the software to meet their specific fleet management needs. Whether it’s tracking specialized equipment, managing multiple vehicle types, or implementing unique workflows, Fleetio can be adapted to fit the agency’s operational requirements. Also, for large agencies with dispersed fleets, Fleetio supports multiple locations, making tracking and managing vehicles easier regardless of where they are stationed. Fleet managers can also assign specific tasks or vehicles to different locations for streamlined communication and accountability. Lastly, Fleetio’s mobile app, Fleetio Go, makes it easy for officers in the field to report issues, request repairs, and track vehicle status. This improves communication between fleet managers, drivers, and maintenance staff, ensuring all parties are on the same page. The mobile app also lets fleet managers assign tasks directly through Fleetio, and staff members are notified of their responsibilities via email or mobile alerts. This ensures smooth coordination across departments, minimizes the risk of missing maintenance or repairs, and minimizes downtime and cost.

How can fleet management software help smaller departments with fewer vehicles to track?

Even smaller law enforcement departments with fewer vehicles can significantly benefit from fleet management software. It helps streamline maintenance, ensure compliance, track costs, and maximize vehicle uptime—all critical for smaller teams with limited resources. With automation, better communication, and access to real-time data, fleet managers can keep their vehicles running smoothly without the need for complex manual systems. Additionally, as the department grows or its fleet needs change, the software is scalable and adaptable, ensuring long-term efficiency regardless of fleet size.

What kind of input has Fleetio received from law enforcement agencies when it comes to improving the software?

Feedback: Law enforcement agencies often have specialized vehicles, such as K-9 units, armored vehicles, or SWAT trucks, with unique maintenance and tracking needs compared to standard fleet vehicles. They also have many items that need to be tracked, such as radios, radar guns, and in-cab computers.

Improvements: Fleetio introduced more customizable fields and options for tracking specialized vehicle equipment, service intervals, and unique needs specific to law enforcement vehicles. This allows agencies to create customized maintenance schedules and track service based on their vehicles' specific requirements. We also have tools and small equipment tracking capabilities to track various law enforcement items, vehicle assignments, and vehicle statuses. An officer might hop in a different vehicle at shift change, so knowing which ones are in the shop and which ones are available to make a swap or request on short notice is really important.

Feedback: Some smaller or rural law enforcement departments with limited technical staff found traditional fleet management systems too complicated and difficult to use.

Improvements: Fleetio worked on simplifying its user interface and improving the ease of navigation, making the platform accessible for users who may not be familiar with fleet management software. We included more intuitive workflows and better training resources for non-technical staff, ensuring easy adoption.

What kind of training is involved? Do officers on the street have any involvement?

Training on Fleetio is designed to ensure that everyone—from fleet managers and maintenance staff to officers in the field—can use the system efficiently. For law enforcement agencies, officers on the street typically only need training on using Fleetio’s mobile app to report vehicle issues, perform inspections and check a vehicle's status. Our help center provides resources to ensure successful end-user adoption. Administrators and owners receive more in-depth guidance through our implementation services, importing and setting up vehicles, and more. Fleetio’s user-friendly interface and mobile capabilities make it easy for officers to integrate Fleetio into their daily routines, enhancing the department’s overall fleet management efficiency without distracting them from their primary duties.

What has the feedback been like from departments that use Fleetio?

Police vehicles are routinely in need of service because of their regular use as an essential role in the community. Creating better lines of communication between officers and the shop should be a top priority for police departments. By having Fleetio’s mobile app an officer can make a service request, communicate with their shop, and keep up to date with the status of their service, all within Fleetio’s platform. Communication and mobility are key improvements Fleetio helps with over outdated systems and paper/spreadsheets.

Additionally, one police sergeant reported being able to surface issues sooner with digital inspections, gaining greater visibility into fleet assets, balancing vehicle utilization, and improving on-time maintenance compliance. Another sergeant reported better insights into alerts on manufacturer recalls and faster vehicle issue resolution, allowing vehicles to be back on the road with less unplanned downtime