Last updated Jul 22, 2024
For many organizations, fleet management is part of core operations. Drivers deliver products to customers, or bring materials to work sites. Field techs use equipped work vehicles so they have all the tools needed for each service call. Volunteers rely on shared vehicles to provide important community services. The list goes on, with many scenarios that have the same need: clear visibility of fleet vehicle availability.
When you try to do fleet scheduling without an organized system for seeing availability, you get inefficiency. People who need to reserve vehicle use have to chase down schedule information. Schedulers and managers may be juggling information about vehicle usage and whereabouts from different sources, without a clear way to know which update provides the latest, most accurate information. Without clear, updated, visible vehicle availability, this key part of operations can create bottlenecks in many other areas.
Get clear, visual vehicle availability
Here’s how fleet scheduling can look with Teamup.
Each vehicle has one assigned sub-calendar, so it’s easy to see the availability of any vehicle in the fleet, whether you need to know availability for a specific vehicle, you’re looking for the next opening, or you need a vehicle for a specific date.
Scheduler view shows each vehicle in its own color-coded column. It’s often the quickest way to spot openings across multiple resources:
Adjust the date range to view availability across a single day or multiple weeks, depending on your need.
- To find availability for specific vehicle(s): In any calendar view, toggle sub-calendars to view only that vehicle’s availability and find the next open time.Try toggling sub-calendars in Scheduler view to quickly scan and find availability for a specific set of vehicles.
- To view the next available vehicle: View the whole fleet from the current day forward to find the next open vehicle.
- To find any vehicle for a specific date and time: Move to the needed date range and view the whole fleet’s availability.
Show availability and enable self-booking
To make fleet management more efficient, you can let users view the fleet schedule so they can check availability. They’ll be able to find the info they need about when a particular vehicle is open without having to call or message the office. With the Teamup app, they can check the fleet schedule anytime, anywhere.
Customize access for the setup you need. You can allow users to view the schedule without being able to change anything. Then they can simply put in their use request for that open time. Or you can enable self-booking. It’s a matter of adjusting the permission level, allowing users to add their own bookings to the calendar. They won’t be able to change bookings made by others, though. And you can automatically prevent double-bookings, too.
Scale for your organization
Fleet management with Teamup works at any scale, from a small group sharing a single car to an organization with dozens or hundreds of vehicles to manage.
- These first responders can easily share use of a single car for emergency response.
- A cleaning service can keep their teams and fleet scheduled efficiently with color-coding.
- A tourism company can schedule a fleet of vehicles with drivers and guides.
- A field service company can ensure each crew has the vehicle they need for their scheduled jobs.
To scale up, add more sub-calendars and organize them in folders by type, use, region, or other factor. Even for a complex operation, it’s still simple to manage vehicles because you can toggle off entire folders, focus only on the relevant vehicle type, and see visual availability over any date range.
Try it yourself
If fleet scheduling is part of your core operations, give Teamup a try with our fleet scheduling template. Start with our basic structure and adjust for your needs to get the clear, updated, visibility you need for efficient fleet management.
