FAQs: Fleet management software

FleetMax is fleet management software, developed in Portugal by SparkleIT, that lets companies of any size manage vehicles and machinery on a single platform, available on the web and as a mobile app. It brings together assets, expenses, maintenance, contracts, GPS tracking and bookings, replacing spreadsheets and scattered documents.

FleetMax was built to solve the challenges that come up in every fleet:

• Cutting the admin time lost managing a fleet through spreadsheets and scattered documents;
• Improving visibility across the whole fleet, with every vehicle or machine's information gathered in one place;
• Lowering fleet costs by spotting savings through analysis of expenses, fuel consumption and per-asset indicators;
• Avoiding oversights and unexpected costs, with automatic alerts for maintenance, inspections and document or contract renewals.

FleetMax is developed by SparkleIT | Information Technologies, a Portuguese technology company founded in 2014 and based in Viana do Castelo, in the north of Portugal. SparkleIT builds digital solutions that help companies streamline their processes, and FleetMax is its product dedicated to fleet management.

To find out more about the company, see the About Us page.

FleetMax suits companies of every size, from SMEs to large organisations, that have vehicles or machinery to manage. It is a scalable solution, designed to simplify fleet management whatever the fleet size, and it grows with the company.

The software adapts to a wide range of sectors, such as:

• Transport and logistics
• Construction
• Technical services and repairs
• Cleaning and facilities
• Home care
• Retail and distribution
• Public sector and local authorities (municipal and parish councils)
• Advertising and marketing agencies
• Commercial and sales teams
• Security and surveillance

FleetMax handles a wide range of vehicles and machinery, including:

• Cars and light commercial vehicles
• Motorcycles
• Lorries and vans
• Tractors and agricultural machinery
• Construction machinery
• Trailers and semi-trailers
• Other powered equipment

For each asset you can centralise all the relevant information in one place: documents, contracts, expenses, maintenance, driver assignment and GPS tracking.

Yes. FleetMax works entirely independently of GPS — tracking is optional and is not required to use the platform. With no device installed at all you can still manage the whole fleet, including:

• Vehicle and machinery records
• Expense and fuel control
• Maintenance management
• Contracts and documents
• Bookings and driver assignment
• Automatic alerts and reminders

GPS tracking can be switched on later, only on the assets you choose, without having to equip the entire fleet.

FleetMax comes in two synchronised versions: a web version and a mobile app. You can use it from anywhere, on any device — computer, tablet or smartphone.

• Web version: runs straight in the browser, with nothing to install. All you need is an internet connection.
• Mobile app: available for Android (Google Play) and iOS (App Store). Just download the app from the relevant store.

The mobile app is particularly useful for drivers, who can submit bookings, expense reimbursement requests and vehicle check-ups directly from their phone.

Yes. FleetMax includes technical support by phone and email on working days from 9am to 6pm, with direct contact to the account manager assigned to each client — no chatbots, no middlemen. We favour close, personal support, so every company always speaks to someone who knows their situation.

FleetMax is designed to be intuitive, with a short learning curve, so most teams get started without any training. Even so, we offer an onboarding service covering training and help with the initial setup of the whole platform, which clients can request whenever they wish.

FleetMax comes with several predefined user profiles, each with different permission levels and access to features and information. That makes it easy to control who can view, edit or manage each type of fleet data, for better security, privacy and organisation.

If your company has specific needs, our team can look at customising the access rules to match your internal structure.

Yes. FleetMax exports data to Excel, which makes it straightforward to bring that information into the other systems your company uses. For direct API integrations, our team assesses the specific needs of each case and puts together a proposal matched to the complexity of the project.

Access to FleetMax starts from €1.90 per asset/month. The final price depends on the size of the fleet and the features required, and is tailored to each company in a personalised quote.

Licensing is usually per asset/month, but we adapt to other models whenever that fits the client's situation better. To find out the right price for your fleet, book a demo or get in touch through the form on the site and we will put together a tailored quote.

Yes. FleetMax has a commitment period that usually runs between 12 and 24 months, depending on the proposal agreed with each client. The exact terms are always set out clearly in the quote, before anything is signed.

No. FleetMax has no minimum vehicle requirement and adapts to fleets of any size. That said, it is from around 10 vehicles or machines that most companies get the most out of the platform, because the volume of expenses, maintenance and documents to handle makes centralisation and automation particularly worthwhile.

Whatever the current size of your fleet, FleetMax grows with the company — there is no need to switch solutions as you add new assets.

FleetMax is available in Portuguese, English and French, both in the web version and in the mobile app. Each user can work in whichever language they prefer.

We add new languages as our clients need them. If you need FleetMax in another language, talk to us.

A spreadsheet covers basic record-keeping, but it quickly becomes hard to maintain as the fleet grows: information scattered across several files, no alerts, no reliable history and everything dependent on manual updates. FleetMax was built precisely to get past those limits.

Compared with a spreadsheet, FleetMax lets you:

• Centralise everything in one place: assets, expenses, maintenance, contracts and documents stop being spread across multiple files and people.
• Automate alerts and reminders: you are warned ahead of inspections, maintenance and contract or document renewals, avoiding oversights that cost money or lead to fines.
• Access it anywhere: the information is always up to date and available on the web and in the mobile app, including for drivers out in the field.
• Analyse costs automatically: indicators such as cost per kilometre, average consumption and total cost of ownership (TCO) are calculated without manual formulas.
• Keep history and traceability: every change, expense or maintenance job is recorded, with no risk of data being overwritten or deleted by accident.
• Control access: each employee sees only what concerns them, unlike a shared file with no permission control.

The result is less admin time, better visibility over the fleet and more opportunities to save.

Getting started with FleetMax is simple. Book a demo or send us a contact request through the form on the site. We get to know your fleet, walk you through the platform and prepare a quote tailored to your company.

Once the quote is accepted, the service can be up and running almost immediately, or take a few days to a few weeks, depending on the volume of data to migrate and whether GPS devices need installing. FleetMax is intuitive and easy to use, and our team supports you throughout the process either way. If you would rather have a turnkey solution without spending time on the initial setup, you can ask for a full onboarding service, so the platform is configured properly from day one.

To take the first step, book a demo or send us a contact request.

In FleetMax every asset has a complete record where you centralise all the relevant information. You can record details such as:

• Identification: segment, make, model, registration, colour, engine size and photo
• Management and use: assigned driver, availability for booking, branch or department and monthly mileage target
• Fuel: type, reference consumption and linked card
• Tracking and documents: linked GPS devices and attached technical documents, such as spec sheets, manuals or certificates

Yes. FleetMax provides customisable fields, so you can add the technical information that matters for each asset in your fleet. If you need other, more specific field types, talk to the FleetMax team and we will look at whether they can be added.

Yes, FleetMax supports both. You can assign a permanent driver to each vehicle or machine and, at the same time, decide which assets are available for other employees to book. That way you manage both dedicated vehicles and shared vehicles, matching how your company actually works.

FleetMax check-ups are quick condition checks on each vehicle, carried out from the mobile app. When recording a check-up, the driver can freely note anything worth flagging — dirt, a fresh scratch, a worn tyre or the engine warning light — which helps catch problems before they get worse.

Each check can be documented with notes and photos, and the full check-up history stays attached to the vehicle. Whenever a check reveals a fault, the manager can use that note to raise a repair request or immobilise the vehicle, making sure problems are dealt with in good time. Check-ups can be done on a regular basis, as a one-off, or at the moment the vehicle is picked up.

By default the notes are free-form but, if you prefer, the FleetMax team can build you a custom checklist covering the points your company always wants confirmed.

When a vehicle or machine breaks down or goes into the workshop, you can mark it as immobilised in FleetMax. This can be done manually or straight from a fault picked up in a check-up. The asset automatically becomes unavailable for booking, so employees do not count on a vehicle that is not operational.

You can also record which replacement vehicle is to be used during the immobilisation period, keeping a full history of every incident and replacement.

Yes. In FleetMax each vehicle acts as a central archive holding every document that concerns it, always accessible in one place. Among other things you can attach:

• Purchase, credit or hire agreements (leasing, renting)
• Maintenance contracts
• Insurance policies
• Technical documents (spec sheets, manuals, certificates)
• Invoices and other receipts

For documents with an expiry date, such as contracts and policies, you can set up automatic alerts and reminders so you are notified before each one runs out and have time to renew or renegotiate.

FleetMax offers more than 50 widgets and indicators that you can pick and combine freely, building dashboards around your company's priorities. Dashboards can show the fleet-wide picture or the detail of an individual asset.

The indicators are grouped by area, for example:

• Fleet: asset status (active, immobilised, inactive), real-time location, breakdown by fuel type
• Financial: total expenses for the period, cost breakdown, cost per kilometre (€/km), total cost of ownership (TCO)
• Mileage: current vs contracted kilometres, projected excess and its estimated cost
• Contracts: contracts expiring in the next 30, 60 or 90 days, monthly cost of active contracts
• Maintenance: scheduled maintenance, overdue maintenance, total accumulated cost
• Operations: bookings in the next 48h, pending booking requests, active reminders
• Sustainability: estimated CO₂ emissions and eco-driving reports

Every indicator updates automatically from the records of expenses, refuelling, contracts, maintenance and mileage, giving a clear view of the performance and profitability of each asset and of the fleet as a whole.

Yes. In FleetMax you set each user's level of access to assets, choosing between three options:

• All assets: the user can access every vehicle and machine, current and future
• Selected assets only: the user can access only the assets assigned to them
• Bookable assets only: the user sees only the shared vehicles they are allowed to book

That way each employee only reaches the information relevant to their role, reinforcing security, privacy and data organisation.

Yes. FleetMax is not limited to road vehicles with registration plates — it manages any type of asset, including machinery and equipment with no plate, such as generators, forklifts, construction machinery or agricultural equipment.

You can identify those assets however makes most sense (serial number, internal number or your own naming, for example) and manage expenses, maintenance, documents, contracts and indicators in exactly the same way.

Yes. If your fleet is already recorded in another format, such as a spreadsheet, there is no need to enter each vehicle by hand. FleetMax provides an Excel template that you simply fill in with your asset data and import, creating the whole fleet in one go.

During the initial setup phase, our team can support you through this process and make sure the data is imported correctly into the platform.

Yes. FleetMax helps you never miss an important deadline, through reminders you can set up in two ways.

When you enter a contract (leasing, renting, maintenance, insurance and so on) or schedule a planned maintenance job, you can attach a reminder straight away, so you are notified before the contract ends or the work falls due.

For everything else, FleetMax has a dedicated Reminders area where you can create your own categories and set up alerts for any fleet obligation — the compulsory roadworthiness test, the validity of drivers' licences, or any other document or event you want to keep track of.

In every case reminders are configurable: you decide how far in advance you want to be notified, by number of days or by kilometres. That always leaves you time to act and avoids fines, immobilisations or vehicles on the road without valid paperwork.

In FleetMax this area covers the fleet's variable expenses — every day-to-day cost except maintenance, which has its own area. You can record expenses such as:

• Fuel
• Tolls and electronic toll passes
• Parking
• Car washes and small purchases (wiper blades, for example)
• Fines

You can also create custom categories to organise costs specific to your business, giving you a clear view of how much each type of cost weighs on the fleet budget.

Fixed costs such as leasing, renting or insurance contracts are managed in the Contracts area, and repairs in the Maintenance area, keeping every type of cost in the right place.

Yes. FleetMax lets you import expenses in bulk from your suppliers' Excel files — fuel stations, toll operators or fuel card providers. You map the file's columns once and FleetMax then matches each expense to the right vehicle automatically.

This saves time and removes manual entry errors, especially in fleets with a high volume of refuelling and monthly transactions.

FleetMax cost centres let you group fleet costs in whatever way makes most sense for your business — by site, project, client or department, for example. Expenses can be allocated to cost centres in two ways:

• Manually: you link each expense to its cost centre, with full control over the split.
• Automatically (with GPS): by drawing geofences on the map, FleetMax automatically records the time and kilometres whenever a vehicle enters those zones, and distributes expenses across cost centres based on that data.

That means you can charge the fleet's real costs to each cost centre and get a reliable view of what each site, project or client actually costs.

Yes. In FleetMax you can link a fuel card to each vehicle, so that card's expenses are automatically tied to the matching asset. At the end of the month you simply import the supplier's Excel file and fuel and other consumption costs are assigned to each vehicle with no manual entry.

This link makes it easier to monitor consumption per vehicle and to spot unusual use.

Yes. When a driver pays for something out of their own pocket — fuel, parking or a car wash, for example — they can submit the reimbursement request directly from the FleetMax mobile app. The process then follows these steps:

• The fleet manager receives the request and can approve or reject it.
• Once approved, they can record when the reimbursement was actually paid.
• The full history of submissions, approvals and payments is stored and can be consulted at any time.

Reimbursements no longer depend on emails or loose paperwork — the whole process is recorded and transparent.

Yes. In FleetMax you can attach documents to each recorded expense — invoices, receipts or other proof of purchase. The receipt then stays tied to its expense and is available whenever you need it, whether for checking, auditing or sending to accounts.

FleetMax provides dashboards and detailed listings for analysing your fleet's expenses. On the dashboards you will find indicators such as the monthly trend in expenses, the cost breakdown by type (fuel, tolls, fines and others) and the cost per vehicle.

In the listings you can filter expenses by vehicle, driver, period or type, with totals and averages for deeper analysis. All the data can be exported to Excel for further analysis or for feeding into other systems.

Beyond variable expenses, FleetMax cross-references this data with each vehicle's contracts, maintenance and mileage, calculating overall indicators such as average monthly cost, cost per kilometre (€/km) and total cost of ownership (TCO). These and other indicators are part of the 50+ configurable widgets that let you build dashboards around your company's priorities.

FleetMax offers several dashboards that make it quick to spot abnormal costs in your fleet. Among them are rankings and comparison tools such as:

• Assets with the highest total cost of ownership (TCO)
• Assets with the highest cost per kilometre (€/km)
• Assets with the highest expenses
• Drivers with the highest expenses
• Vehicle comparison tool

When an asset shows figures well above the rest of the fleet, it is a sign that something may be wrong — in expenses, contracts or maintenance. From there, a quick search in FleetMax takes you to the source of the cost and shows you where to act first.

Yes. FleetMax calculates each vehicle's real consumption by cross-referencing the litres recorded in fuel expenses with the distance travelled, taken from GPS readings or entered manually when the expense is recorded.

Each vehicle record can have a reference consumption figure, and FleetMax compares actual consumption against it. The dashboards highlight vehicles running above their reference figure and let you compare consumption across assets.

That makes it easy to spot situations outside the norm — possible leaks, faults, inefficient driving or unauthorised refuelling — giving you control over one of the fleet's biggest costs.

Yes. FleetMax exports fleet expenses to Excel, with filters by vehicle, driver, period or expense type, making it easy to share the information with accounts or import it into other systems.

Because you can attach invoices and receipts to each expense, the paperwork is always organised and available for accounting purposes, with no manual hunt for scattered documents.

The main difference lies in the timing and the purpose of each:

• Preventive maintenance: planned in advance to avoid breakdowns and extend the working life of the vehicles. It covers things like scheduled services, oil changes or tyre replacement, planned by mileage or by time.
• Corrective maintenance: carried out when a breakdown or unexpected problem needs repairing — in other words, it acts after the problem has appeared.

FleetMax handles both types and keeps the complete history of every job on each vehicle, which helps you see whether you are investing more in prevention or in repairs.

Yes. In FleetMax you can plan preventive maintenance for each vehicle or machine, setting an alert that warns you in advance — either by mileage (1,000 km left before the service, for example) or by days (15 days to go, for example).

You can plan jobs such as compulsory technical inspections, oil changes or tyre replacement. Each job is defined individually with its own alert, giving you full control over every intervention and making sure no essential maintenance is forgotten.

When you plan a maintenance job in FleetMax you attach a reminder that warns you in advance, choosing whether to be notified from a given number of kilometres remaining or a number of days before the due date.

You can also decide who receives each reminder. Instead of always notifying yourself, you can direct it to the right person — the vehicle's driver or the person responsible for maintenance — making sure the warning reaches whoever has to act.

These early notifications give you time to line up resources, coordinate teams and book the work in, keeping vehicle downtime to a minimum. Beyond maintenance reminders, FleetMax has a Reminders area where you can follow every fleet notification in one place, including scheduled maintenance and jobs already overdue.

Yes. In FleetMax you can name the person responsible for taking each vehicle in for maintenance, so there is full visibility of who is handling each job and none ends up without an owner.

If you want that person to be told the date, simply create a reminder for the job and select them as the recipient, so they receive the notification with the lead time you set.

Yes. FleetMax keeps a detailed history of every maintenance job carried out on each vehicle, including dates, costs, type of work, parts replaced and notes.

This history gives you a complete view of each asset's life and is particularly useful for audits, for analysing accumulated costs per vehicle and for supporting decisions such as whether it is worth keeping or replacing a vehicle that needs frequent repairs.

Yes. In FleetMax you can attach invoices and other documents to each maintenance job and record all the costs involved, keeping everything linked to the vehicle concerned.

FleetMax can also email those invoices automatically to the addresses you set, such as the accounts team. The paperwork reaches whoever needs it without manual forwarding, saving time and making sure no invoice goes astray.

Yes. In FleetMax you can link maintenance jobs to a vehicle's maintenance contract. Each completed job is then tied to the corresponding contract, which makes it easier to keep costs in check and to verify that the services covered by the contract are actually being delivered.

Yes. When you create a maintenance reminder you can set it to repeat at whatever frequency you choose, up to a cut-off date of your choice. While the work remains undone you keep being reminded, so an overdue job does not slip through unnoticed.

On top of that, the FleetMax dashboard includes a widget listing all overdue maintenance, giving you an immediate view of the jobs that are past their due date and still not done.

Yes. Because FleetMax records every maintenance job and its cost per vehicle, you can easily identify which assets spend the most on repairs, through the dashboards and each vehicle's history.

This analysis helps spot vehicles with recurring repairs or above-normal maintenance costs — a signal that may justify a closer inspection, or support the decision to replace a vehicle when keeping it no longer pays off.

In FleetMax the contracts attached to each vehicle — which make up its fixed costs — are organised into three types:

• Acquisition contracts: covering the different ways of owning or financing the vehicle, such as purchase, credit, renting, leasing or flexible rental
• Maintenance contracts: covering contracted servicing, such as tyres, scheduled services or roadside assistance
• Insurance contracts: the vehicle's insurance policies

For each contract you can record start and end dates, the supplier, the amounts, the number and status, and the associated documents, keeping all the information centralised and available at any time.

Yes. In FleetMax each contract has its own start and end dates, so you can follow its term and always know which contracts are running, expired or about to end.

Based on the end date you can create a reminder that warns you with whatever lead time you set, giving you time to renew, renegotiate or close the contract before it runs out.

Yes. For each contract you can create a reminder that warns you ahead of the end date, with whatever lead time you choose (30, 60 or 90 days before, for example). That always leaves you time to renew, renegotiate or close the contract, with no risk of unwanted automatic renewals or of being left without cover.

You can also decide who receives each reminder, directing it to the right person, and set it to repeat at whatever frequency you want up to a cut-off date, so the matter is not forgotten while it remains unresolved.

For the overall picture, FleetMax gathers all these warnings in the Reminders area, and you can add dashboards listing contracts expiring soon and those already expired, giving you an immediate view of everything that needs your attention.

Yes. In FleetMax you can attach the relevant documents to each contract — the contract itself, policies, terms, addenda or invoices — keeping them tied to the matching contract and available whenever you need them.

All the paperwork is therefore organised and available in one place, which is particularly useful at renewal or renegotiation time, or in the event of a claim or dispute.

Rental contracts usually come with a contracted mileage limit, and going over it can trigger penalties. FleetMax therefore lets you record each vehicle's contracted mileage and track over time how it compares with the distance actually covered.

The dashboards show current mileage against the contracted figure, a projection of when the limit will be reached, and the vehicles that have already passed (or are about to pass) the contracted value. FleetMax also estimates the extra cost you would have to pay if the projected mileage is confirmed, so you can see the impact of the excess in euros.

That lets you anticipate overruns and act in time — adjusting how a vehicle is used or renegotiating the contract before the penalties materialise.

Yes. In FleetMax you can record a maintenance contract for each vehicle, setting out the supplier, the type of service covered (tyres, scheduled services or fuller maintenance, for example), the term and the cost.

Having the maintenance contract on record lets you know exactly what is covered and until when, and receive a reminder before it expires. Jobs carried out over time can then be linked to that contract, helping confirm that the contracted services are actually being delivered.

When a contract reaches its end date, FleetMax marks it as expired but keeps it accessible in the vehicle's history. You therefore never lose the record of the terms, amounts and documents of previous contracts, which is useful for reference, comparison or auditing.

If you created a reminder for the end of the contract you are warned in advance, with time to decide whether to renew, replace or close it. A contract never ends without you having the chance to act, avoiding unwanted automatic renewals or gaps in cover.

With the FleetMax GPS service you follow your fleet in real time and gain access to a broad set of features:

• Real-time location of every vehicle on the map
• Route history with journeys, times, speeds and stops
• Eco-driving analysis to assess driving style
• Automatic alerts for speeding, out-of-hours use or entering and leaving zones
• Custom geofences to monitor arrivals and departures at sites, clients or depots
• CAN bus data (optional): fuel level, RPM, real mileage and other vehicle data
• Driver identification (optional): via an iButton key, to know who drove each journey

No. In FleetMax GPS is entirely optional and can be fitted only to the vehicles you choose, with no need to equip the whole fleet. You might, for example, fit GPS only to the commercial vehicles or the most valuable machinery, and manage the rest as normal without any device.

This flexibility lets you start with fleet management alone and add GPS later to the vehicles where it makes sense, in line with your company's needs and budget.

FleetMax offers several GPS device models to suit different needs and vehicle types. The options range from self-install devices, which are simpler and more flexible to fit, to devices with CAN bus reading, which collect more advanced information straight from the vehicle, such as fuel level, real mileage or engine revs.

To find out which device best suits your fleet, talk to the FleetMax team and we will advise on the right solution for your case.

The FleetMax software, in both the web and mobile versions, works in any country — all you need is an internet connection to manage your fleet from anywhere.

As for the GPS service, it is available across every European country. In Portugal we handle device installation with specialist technicians. In other European countries we supply self-install devices or ship the equipment with installation handled by the client. For use outside Europe, talk to the FleetMax team so we can check service availability.

In Portugal, FleetMax handles the whole installation process from start to finish:

• We talk to you to identify the right device for your fleet
• The vehicles are set up on the platform
• The date and place of installation are booked
• A specialist technician travels to the site and fits the devices
• You start monitoring your fleet in real time

Outside Portugal, in other European countries, we offer two alternatives:

• Self-install devices: we send the equipment with instructions so you can fit it yourself, with no technical assistance needed
• Shipping with client-side installation: we send the device and installation is the client's responsibility, using a local technician of their choice

The GPS device is bought by the client at the start of the contract, and the SIM card is included for the duration of the commitment period. So once that period ends, the device is already yours and already paid for.

If you want to carry on with FleetMax, you simply renew platform access and the SIM card subscription, with nothing more to pay for the hardware. If you would rather cancel the service, the device stays in your possession and you can use it as you see fit, including with another compatible tracking service — you just swap the SIM card.

The GPS device can be moved from one vehicle to another whenever needed — after an accident, a sale or a vehicle replacement, for example. You therefore do not lose your investment in the hardware when a vehicle leaves the fleet.

If it is a self-install device you can make the swap yourself, with no technician required. In all other cases, simply contact the FleetMax team to book the transfer with a technician and update the pairing on the platform.

Yes. FleetMax was built in line with the GDPR and includes features dedicated to privacy management, so you can get the full operational value of GPS while respecting your employees' private lives:

• Privacy mode: suspends location collection for an asset during private periods, or keeps the vehicle data without linking it to the driver.
• Automatic scheduling: sets privacy windows outside working hours (from 6pm to 9am, for example), at weekends or on specific dates, with no manual intervention.
• Anonymisation and data deletion: anonymises a driver's data or deletes a vehicle's data over a defined period, meeting the right to erasure set out in the GDPR.
• History and audit trail: every change, anonymisation and deletion is logged (who did it, when, and the previous and new state).

On top of that, FleetMax lets you manage access and what information each employee can see, does not use client data for purposes unrelated to the service, and does not share it with third parties. We also recommend informing drivers in advance, through formal documentation, that the vehicles are tracked.

In FleetMax, location and journey data remains available for 12 months. Throughout that period you can consult at any time the routes taken by each vehicle, with times, speeds and stops — whether to analyse fleet activity, clear up incidents or justify trips to clients.

Geofences are geographic zones you draw on the map around places that matter to your business — sites, clients, depots or premises. Whenever a vehicle enters or leaves one of those zones, FleetMax records it and can send an automatic alert.

In practice, geofences help you know how long each vehicle spent at a site or a client, confirm visits and trips, and automatically allocate costs to cost centres based on the zones visited. They also contribute to fleet security, by making it possible to spot movement outside authorised areas or improper use of vehicles.

With FleetMax GPS you can set up a range of automatic alerts that warn you when something relevant happens in the fleet, such as:

• Speeding: when a vehicle goes over the limit you set
• Geofence entry and exit: when a vehicle enters or leaves a zone you marked out on the map
• Out-of-hours use: when a vehicle is on the move outside expected hours, at weekends or in unauthorised periods
• Vehicle being towed: when the vehicle is detected moving without being driven
• Device disconnected: when the GPS device is unplugged or removed from the vehicle

These alerts help you act in time, strengthening fleet security and making it quick to detect risky situations or improper use of vehicles.

FleetMax assesses driving style on every journey, looking at behaviours such as harsh acceleration, aggressive braking and speeding. Based on those factors it gives each journey a score that reflects the quality and safety of the driving.

By following this analysis over time you can identify the drivers with the most aggressive style, work with those who need support and encourage more efficient driving. In practice, smoother driving means lower fuel consumption, less wear on the vehicles and greater safety for drivers.

FleetMax automatically links each journey to its driver, cross-referencing GPS location data with information about who was using the vehicle. The driver can be identified in three ways:

• Scheduled booking: the driver who booked the vehicle in the calendar for that period
• Manual journey log: the driver records their trip directly in the mobile app
• iButton key (optional): the driver identifies themselves physically when starting to drive

Where iButton identification exists it always takes precedence, as it is the most reliable. That gives you a more accurate picture of who drove each vehicle and when, and lets you attribute responsibility clearly — in the case of fines, speeding or damage, for example.

In FleetMax, booking a shared asset follows a simple three-step process:

• Booking request: the employee submits the request, from the mobile app or the web version, for the dates they need
• Manager approval: the fleet manager receives the request, approves or declines it, and assigns the most suitable asset
• Automatic confirmation: the employee is notified of the decision and, if approved, receives the details of the assigned asset

The whole process is recorded, so you always know which assets are booked, by whom and for when.

Yes. Employees can submit their booking requests directly from the FleetMax mobile app, available for Android and iOS, or from the web version, with no middleman involved. A booking takes just a few seconds, from anywhere.

The mobile app is particularly handy for people out in the field: they can request a vehicle, check their bookings and see the details of the assigned asset straight from their phone.

Yes, there is an approval workflow. The fleet manager receives each booking request and can approve or decline it, assigning the most suitable asset. Both the manager and the employee are notified of the booking status, and you can use the user profiles to decide who is allowed to approve bookings.

Alternatively, FleetMax can run without an approval workflow, letting drivers book assets directly with no prior validation. You choose the model that best suits your organisation, and the FleetMax team helps configure the account accordingly.

Yes. FleetMax automatically blocks overlaps, preventing the same asset from being booked by more than one person for the same period. As soon as a vehicle or machine is booked for given dates it stops showing as available for that range, removing conflicts and making sure two employees are not counting on the same asset at the same time.

Mark the vehicle as immobilised in FleetMax, whether because of a breakdown, maintenance or any other reason. While it is in that state the asset is automatically unavailable for booking, so employees can only book operational vehicles.

That prevents anyone counting on a vehicle that is not actually available, and you can also nominate a replacement vehicle for the immobilisation period so operations carry on.

Yes. In FleetMax you can filter by date and quickly see which assets are free for the period you need, choosing the one that best fits each requirement. Because vehicles already booked or immobilised do not show as available, you can always be sure you are booking an asset that is genuinely free for those dates.

Yes. Through the user profiles you control who has access to the booking system and which assets each employee can see and book. You could, for example, limit a user to booking only certain vehicles.

For more specific rules, the FleetMax team can help assess and configure solutions tailored to your organisation.

The check is built into the journey log in the FleetMax mobile app. When picking up the vehicle and starting the journey, the driver can record notes on the condition they find it in — dirt, a fault, a fresh scratch or the engine warning light.

That means the vehicle's condition at pick-up is always on record, which helps hold drivers accountable for damage caused during use and keeps a clear picture of each asset's condition over time.

If you want a more structured check, the FleetMax team can set up custom fields, creating a checklist covering the points your company always wants verified.

Yes. FleetMax keeps a digital record of every use of each asset, so you always know who drove what and when. You can consult each vehicle's booking and journey history, with the dates, the drivers and the notes recorded on each use.

If GPS is fitted, this history becomes even more complete, automatically linking every journey to its driver and giving you a detailed view of all fleet activity.