How United Site Services Tracks Maintenance for 7,000 Assets

Before switching to Fleetio, United Site Services (USS) relied on spreadsheets and manual processes to manage their fleet. Inspections were performed on paper, lacking centralized visibility and processes across branches and regions. As Kathryn, Fleet Management Information Systems (FMIS) Admin at USS, shared: "When I first got here, our entire fleet was being managed through spreadsheets and all of our inspections were done by paper."

The lack of a unified system made fleet management difficult and inefficient, leading to delays in decision-making and unnecessary downtime. Managers often relied on phone calls and emails to track down vehicles, further complicating operations.

Goal 1: Improve Fleet Visibility & Communication Across Branches

USS needed a way to connect its branches and enable better resource sharing. Fleetio provided the visibility they needed, allowing the branch managers to locate and allocate vehicles at other locations more efficiently.

There was no visibility between branches, no visibility within regions. When there was a need for a loaner or a replacement truck, it was a manual process. [The] branch manager would jump on the phone, get on email and then call around and try to locate something. Kevin, Senior Director of Fleet Operations

Now that USS is using Fleetio, branch managers are able to instantly see which vehicles are available at other locations and reach out about a transfer, and access the entire inspection and service history for each vehicle without having to transfer physical files.

Fleetio features that support this goal:

• Location-specific fleet reports →
• Asset utilization and availability tracking →
• In-app collaboration tools →
  
  

Goal 2: Streamline Inspections & Ensure Vehicle Compliance

Performing manual inspections on paper was time-consuming and often led to errors. Fleetio enabled USS to standardize and digitize these inspections, ensuring that vehicles remain compliant and operational. And since they could easily integrate Fleetio with USS's existing internal systems, it was simple to give drivers access to Fleetio Go, an app for mobile inspections.

Fleetio's ability to sync with our current [log-in] system saves us days [in onboarding new employees]. They get their phone, they log in, the drivers can do their inspection and get on the road to do their job. Kathryn, FMIS Admin

Fleetio features that support this goal:

• Mobile app for driver inspections →
• Integration with existing systems →
• Inspection compliance reports →
  
  

Goal 3: Centralize Fleet Data for Better Decision-Making & Tracking

Managing a fleet of USS's size requires accurate and consolidated data. Fleetio provided the tools to bring all fleet information into one place, improving both tracking and decision-making capabilities.

We're tracking 7,000 vehicles, 3,000 trailers and 300,000 parts within Fleetio, all the way down to their individual branch locations for a total of 160 locations. Fleetio is able to organize that data and make sure it's as accurate as possible. We're going to have database decision-making tools that we've never had before. Kathryn, FMIS Admin

Fleetio features that support this goal:

• Customizable fleet management dashboard →
• Advanced reporting and analytics tools →
• Integrated parts and inventory tracking →
  
  

Why Fleetio was the right choice for United Site Services

Fleetio has redefined fleet management for USS, providing improved visibility, operational efficiency and a centralized approach to data.

All the things we need to effectively run the fleet, Fleetio checks all the boxes: fleet utilization, maintenance, repair costs, fuel efficiency, compliance, downtime. [Fleetio] makes our decision-making 10x better than it has been in the past. Andy, Manager of Fleet Strategy

Before Fleetio, United Site Services struggled with managing a massive fleet using manual processes, from spreadsheets to paper inspections. With over 7,000 vehicles, 3,000 trailers and 300,000 parts spread across 160 locations, they needed a solution to bring everything together. Fleetio has provided USS with the tools needed to ensure fleet compliance, minimize downtime and improve decision-making.

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