iFleet is a tool designed to help fleet companies manage their staff and couriers. Unlike other tools, iFleet has had a lot of input from various people in the industry who work day in and day out in this field to help shape it into what it is today.
If you are finding the workflow of managing your staff a never ending resource drain then - iFleet is for you!
Documents are an important part of any fleet management such as driving licenses, insurance details, MOT details, proof of address etc… This is essential, for example if a courier crashes in to another vehicle then the courier company is required to provide the necessary documentation to the insurance company.
It can be the case that these documents can be filed away in an unscrupulous place, especially if the courier may no longer work for the company. This can take the staff hours to find the document, assuming that it has not been accidentally misplaced. Additionally if a staff member needs to view a document, then they would have to go hunting for the file. This takes time and ultimately wastes money and resources.
iFleet overcomes this issue by retaining the documents in a secure digital environment. It also seeks to sanitise the data by ensuring that staff do not simply upload any file documents, but rather gets them to check the document before uploading it.
For instance if someone were to upload an ID card, it is important that the photo meets certain criteria. Staff would only be able to upload the document if they answered the questions correctly.
That information is logged and can be accessed through the audit trail which seeks to ensure that the necessary accountabilities are set in place. Depending upon the users permission the document would then become 'marked for approval' for managers, or require approval by staff users with higher access levels.
These documents can be approved or rejected. If rejected, a form appears asking the user to select from a predefined list of reasons for the rejection of the documentation.
Document Expiry Alerts
To improve the workflow each document is set with an Expiry Date. This tool sets flags within iFleet to ensure that when their MOT is about to expire, notification emails are sent to the courier insisting that they come in to the office with an up to date MOT certificate. Staff members can run reports to produce a list of couriers who have expired and/or missing documentation.
This allows companies to effortlessly keep all courier documentation up to date and instantly access all current and historical documentation about a courier.
Application & Employment Management
Courier companies require their courier’s to fill out an application form.
The workflow requires staff management to read the form, add the information to a computer application, file the information and then send a letter / phone call to the courier asking them to come back for a meeting with requires documentation.
iFleet helps streamlines this process by making a digital version of the application form. Therefore when the courier enters the information the application is save pending for approval. If and when the candidate is approved iFleet will automate the process by sending the courier an email or SMS message requesting further action. This could be custom tailored to your specific needs but in this instance it is used to request an applicant to an interview and to invite them to bring all supporting documentation.
If the courier is accepted iFleet sends a request for the courier to sign the Terms and Conditions. Only when they have agreed, iFleet informs the relevant department asking them to verify all of the details entered by the courier and the supporting documentation attached to the profile by the staff member. If approved, iFleet will send the courier the relevant information. This can also be configured to post these details to a third party application thus minimising the need for staff having to enter information manually and human errors.
Staff calling couriers to arrange meetings and to tell them that their documents need renewing can take a lot of time and effort. iFleet has the ability to send multiple SMS messages to the fleet reminding them that documentation is require or just for them to come in for a meeting!
Invoice / Payslip System
We have found that many companies send employees invoices/payslips by post. On looking at the costs, we discovered by including an invoice/payslip viewing screen that iFleet was able to save companies thousands of pounds a year in postal cost alone!
In a quick review of our systems we learned that if a company sent out a thousand invoices a week by Royal Mail's second class (at the time of writing this document) it would cost £0.50 per invoice This means that companies adopting such a system could save £26,000.00 a year on postage alone. Additional savings would be made in printing costs plus time saved, as employees will no longer have to fold and physically send the invoice.
So how does it work?
iFleet is built to read a print file and to interpret these files, automatically assigning them to the employee. Once done, an email is sent to the employee notifying them that an invoice has been created. They can then log in to iFleet, go to the invoices section and view all of the invoices / payslips that have been created for them. This is especially helpful in saving time at the end of the financial year, where employees and their accountants need all of the invoices/payslips. Often the employees lose the invoices and then have to contact the fleet department asking for duplicates. With iFleet they only need to log in to view there history which further reduces support time.