Keeping track of multiple vehicles, drivers, and maintenance logs across different sites or projects can become an operational headache if you don’t stay on top of it. This fleet management template helps you standardize the way your team records and monitors key data. It covers odometer readings, service intervals, fuel usage, insurance info, and beyond.
Save time with a clear vehicle tracking system
The fleet management template is split into simple sections: vehicle details, driver info, maintenance history, and fuel and insurance data. This structure allows you to centralize everything in one place—from tire rotations to license expiration dates—so nothing gets missed.
You can use the template to log current mileage, track service dates, assign drivers, and even monitor fuel costs. This gives you better visibility across your entire fleet and lets you act fast when something’s due.
The template benefits you by standardizing documentation across locations and teams. Whether you’re managing ten vehicles or hundreds, it’s easier to stay consistent and improve reporting accuracy. Make the most of it by using it as a shared digital record your team updates regularly.
How to use the fleet management template effectively
Here’s a quick guide to getting started with the template:
- Customize the template for your fleet. Edit fields in the app to match your internal tracking needs. You can include engine type, fuel card numbers, or region-specific compliance checks. This ensures you collect the right information from the start.
- Assign responsibility to one team member per vehicle. Assign the template to the person most familiar with the vehicle—typically a site manager, driver, or fleet coordinator. This reduces reporting gaps and avoids confusion.
- Update during key touchpoints. Ask staff to fill out the template after refueling, completing maintenance, or switching drivers. With consistent updates, you can build a reliable data history that’s easy to track.
- Use action tasks for urgent issues. If a problem is flagged, like a worn tire or overdue inspection, assign an action directly in the app so it’s clear who follows up and when.
- Review data monthly to spot trends. Use built-in analytics to view mileage trends, maintenance frequency, or fuel use. This lets you make smarter decisions around scheduling, budgeting, and vehicle rotation.
Improve how your team tracks fleet data
Download the fleet management template and build a consistent process for managing your vehicles, drivers, and maintenance tasks. Whether you’re overseeing several vans or an entire fleet, this tool gives you a clean, organized way to stay on top of routine updates and recurring issues. Assign tasks, track service history, and keep vital info like license renewals and fuel use easily accessible for your team.