Fleet Monitor - grey fleet checks for employees

Now you can manage all company cars, grey fleet, hire cars, pool cars and commercial vehicles

Fleet Monitor allows you to easily keep track of all the vehicles connected with driving on company business. You'll get access to simple yet powerful manager web dashboards giving you a complete birds-eye-view of all company and privately owned vehicles and also drill in and see reports on each driver.     It's important to adopt a system that can 'combine' all of these separate data sets into one central report for an accurate view of all vehicles. Try to avoid having lots of separate systems to manage drivers, vehicles, assessments, DVLA licence data, training data & accident data etc.

Click to expand on each of the points below:

Grey Fleet alerts

  • Instant email/SMS alerts
    The Fleet Monitor module links automatically to the Task Monitor module, giving you access to all the rich features of the Tasks & Alerts already built in.
  • Alerts on all vehicle checks
    Ability to setup bespoke alerts on all parameters such as lapsed MOT, missing vehicle Tax (i.e. Taxed but then cancelled) and gives you an instant view of all vehicles in one dashboard
  • Alert future scheduling
    Our system can also schedule alerts to be triggered at the correct future dates down the line. This means a driver can receive an alert 4 weeks before their Tax, Insurance or MOT is due or a manager could receive an alert if an MOT was X weeks overdue (i.e. for compliance monitoring).
  • Total flexibility
    The Task Monitor module has been continually developed since 2002 and has been built on a flexible platform. This means the system can be configured to suit your company structure and management hierarchy. Your specific settings can be modified to ensure the right people in your business are alerted to the key pieces of information at the 'right time'.
  • Configure alerts at different levels
    Department managers can receive alerts just about drivers within their department, but our alerts system is powerful enough to have alerts setup at branch and company level, so issues can escalate up through the  management hierarchy. Managers can be setup at all levels allows your organisation to control access views

Powerful reports

Our driver risk assessment module can build up a picture of your risk levels across your fleet of drivers. The powerful reporting tools allow you to spot trends and setup bespoke alerts.

Drivers who are Insured incorrectly 26%
Vehicles have lapsed MOT status 6%
Vehicles that have expired Tax 8%
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  • Instant reports available online
    The Fleet Monitor manager dashboards update in real-time allowing you to view data as soon as drivers have entered it. Reports are built on-the-fly and can be run via the secure web portal or via the automated reporting service.
  • Scheduled reports
    The system can be configured to send out scheduled reports at your preferred frequency (every day/week/month etc), and these can be set up to be sent automatically to your managers within the business to update on progress.
  • Report future scheduling
    If reports are configured to be scheduled for repeat patterns the system automatically updates the status of risk levels and flags any potential problems when key dates/events are triggered - showing an exception on the dynamic report.
  • Configure reports at different levels
    Divisional managers can receive reports just about drivers within their division, but our reports system is powerful enough to have reports setup at branch and company level, so issues can escalate up through the  management hierarchy. Managers can be setup at all levels allows your organisation to control access views

Unique live risk levels

  • Increase visibility and updates
    Instant access to the driver profile and connected vehicles gives managers an up-to-date view as it happens. So if an event comes in to the system (such as an overdue MOT or accident data) the drivers' risk profile is instantly updated.
  • Seamlessly integrates with telematics
    If we are integrating a telematics option your driver risk profile can be updated daily from the real-time data being fed from the vehicle. So if a driver is showing risky driving as part of the telematics data the Risk Monitor tool updates accordingly and can alert drivers/managers with a new risk level and potential interventions.
  • Get results fast
    Within seconds of a driver completing their vehicle details our system updates giving you a full report.
  • Bespoke actions based on risk
    Our system uniquely targets the risk areas that the system exposes. So if a driver has a vehicle with a lapsed MOT or incorrect insurance for example they are given instant alerts and we also chase up the driver to ensure the vehicle is legal and roadworthy.

Full data security

  • No 3rd party involved in data processing
    It's important you check when looking at digital risk assessment services that your potential supplier is not 'outsourcing' their web platform to a 3rd party. Also ensure if you are being sold an integrated service that this is not coming from another provider in the background as this will add to the number of parties in the chain accessing your employee data. The best option is to deal with a total solution direct supplier such as DrivingMonitor.
  • Ensuring the right levels of data protection
    As employees and businesses become more conscious of Data Protection it's important you partner with a company that solely handles the data in a secure data centre, and that they are ISO27001 registered.
  • Unprecedented Data Security
    Utilising our secure 'dedicated' servers, your data is managed with the highest levels of security. We operate to ISO 9001 & ISO 27001 levels of data security and we're also registered under the DPA with the Information Commissioner.

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Why should I check my employees' cars?

Most managers ask this question. Put simply all employers have a duty-of-care under current Health & Safety legislation (see HSE guidelines Driving at Work – Managing Work-Related Road Safety) to ensure that vehicles they are using to drive on company business are safe and roadworthy. Here’s a few useful key facts:

  • In a recent study it's estimated that over 40% of business owners don't check whether their grey fleet drivers have correct business insurance or MOT
  • A recent poll of employees highlighted 68% were unaware they needed to change their car insurance to cover business use
  • With a serious road incident the courts will establish if the employer has done the correct checks on the vehicle (even if the employee uses their own vehicle and claims mileage)

Read more about how Grey Fleet checks work...

It's important to establish which employees use their own car or have a cash allowance for a vehicle to use on company business. DrivingMonitor has a simple online solution to help you establish which employees make up your 'Grey Fleet' and we can then manage all of the checks for you.

If you consider how many different dates are related to each employee for each of the checks surrounding Tax, Insurance and MOT - you can start to imagine how complex and time consuming it can become managing all of these different renewal dates. Then the administration of documenting and checking certificates for each individual employee as their renewals become due.

The simplest solution is to manage these renewal timings automatically using an online service. DrivingMonitor's built in refresher checking model always ensures Tax, Insurance and MOT are checked at the correct timings. So if employee A has only purchased 6 months car Tax and their insurance is due for renewal but their car does not require an MOT for another 18 months then you can be sure our system will manage the checks all at the correct timing.

Grey Fleet check with automatic frequencies

An example of our checking model based on renewal dates:

  • Car Tax = digital initially then 1 week after the renewal date moving forwards
  • Insurance = documents checked (ensuring driving on business is covered) and driver is chased for renewal certificate 1 week after renewal is due
  • MOT = digital initially then 1 week after the renewal date moving forwards

    This means you are ensuring nothing is ever missed and you are covering your company duty-of-care for your Grey Fleet.


    Should I use a stand alone Grey Fleet checking service or an integrated solution?

    It’s a common problem for a company to use separate suppliers for checking driver documents such as Tax, Insurance and MOT and not link these together with a driver risk profile. However it’s important to consider the whole driver risk management life-cycle when deciding on a legal checking service. Only by cross-referencing the data gathered by the vehicle checks together with driver risk profile can you fully cover the company duty-of-care obligations (HSE's guidelines) which are:

    See why companies choose an integrated Grey Fleet service...


    Don't be fooled by a manual service

    When researching suppliers for a Grey Fleet checking service - ensure you get a 'full' demo of the system and ask questions such as:

    • Is this system fully integrated into the driver risk profile or do you use a 3rd party for other systems?
    • Are you the main developers of this system or have you simply white-labelled a 3rd party supplier solution and if so who actually holds the data?
    • Does the Grey Fleet data link with the risk, accident, licence and training data?
    • Can I see management dashboards with real-time data?
    • Do you perform digital checks or will all my drivers have to dig out lots of paperwork for you to do these checks?
    • Is this system flexible/extendable (i.e. are you in control of bespoke development/adaptations and can we grow with you?)


    We implemented the DrivingMonitor Grey Fleet checking service as a 'bolt-on' module as we've been using the DrivingMonitor risk assessment tool already for many years now. We tried to record owner-driver documentation using our own in-house records but this was very time consuming and was fraught with problems. We now rely on their automated refresher systems to complete the vehicle legal checks and we simply view the management dashboard reports. If there's ever an issue with a vehicle not being legal we get instant alerts from the system.

    Anthony Wilson, Fleet Manager





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