Fleet Management

In this article, you'll learn about the Fleet Management module and how to set it up to start tracking the vehicles, drivers and locations associated with your waste project.

Table of Contents

What is Fleet Management?

How does it interact with other modules on the Platform?

Company Settings > Fleet Management
- GPS Integrations
- GPS Vehicle Integrations
- Vehicle Types

Fleet Management
- Adding Locations
- Adding Vehicles
- Adding Drivers


What is Fleet Management?

Fleet Management is used to digitize and track the drivers, vehicles and locations associated with your project for effective management and cost analysis of fleet assets.


How does it interact with other modules on the Platform?

Fleet management can be used as a standalone module to digitize and store fleet asset information.

It works best in conjunction with Operation Management. The routing engine in Operations Management requires information about the drivers, vehicles and locations in your project to successfully create collection routes. The values you enter in Fleet Management will be used as constraints by the routing engine, so double-check the information you add is accurate!

By connecting with the Operations Management module, you can also view performance reports regarding drivers and vehicle activity. If also connecting with the analytics module, you can view proactive insights into your drivers and vehicles.


Company Settings > Fleet Management

To find your company-level fleet management settings, go to Settings in the main menu, then to the right of your Company, click Edit.

These settings are for your company and can therefore be used on any project you create.

Now click the Fleet Management tab.



Here you'll find settings options for:

Integrations

Integrations Vehicles

Vehicle Types

We'll walk through each of these options to outline what they are and how they can be set up for your project.


Integrations

integrations are possible through Skyhost.

Go to Settings in the main menu, then press Company, click Edit.

Click Fleet Management > Integrations > click the blue + button to add an Integration.

Enter the username and password from Skyhost.

Select the provider 'Skyhost'

If your GPS is already active, check the box under active.

Click Submit to save.


Integration Vehicles

Integration Vehicles are possible through Skyhost.

Note: To add an Integration Vehicles, you will first need to have a vehicle type and vehicle created (covered later in this article).

Go to Settings in the main menu, then press Company, click Edit.

Click Fleet Management > Integration Vehicles > click the blue + button to add an Integration Vehicles.

Enter a Unique ID for the integration.

Add the Integration ID for the provider that you are using (currently, only Skyhost is available).

Next, you need to choose which Vehicle ID the integration will be connected to.

Click Submit to save.


Vehicle Types

Without first creating a vehicle type, you won't be able to create an individual vehicle.

So yes, vehicle types are very important!

But what are they exactly?

You can imagine a Vehicle Type as a template for vehicles that have the same make, model, body, lifting mechanization, fuel type, and so on. The only thing that should really differ in an individual vehicle is the license plate and which trailer is attached.

The settings made for a vehicle type will determine whether a collection vehicle can be matched to a particular container within a route, therefore ensuring the accuracy of these settings is important.

Let's take a look at how to create a vehicle type:

Under Settings > Company > Edit > Fleet Management > Vehicle Types, click the blue + button.

From there, you'll add the details in four sections; Identification, Collector, Capacity, Trailers and Cost.

* Asterisks indicate required fields

Identification

LabelDescription
Name*Give your vehicle type a meaningful name.
Type*Select 'Collector' as the type. Eventually, there will be more vehicle options here, but for now, just keep Collector selected.
Model*Enter the model of the vehicle, e.g. Econic 2629, Powertrak, Xcient, etc.
Trim*Trim levels are used by manufacturers to identify a vehicle's level of equipment or special features. Add the trim here.
Manufacturer*Enter the make of the vehicle, e.g. Mercedes, Heil, Hyundai, etc.
Manufacturing year*Enter the manufacturing year of the vehicle, e.g. 2010.


Collector

LabelDescription
Body*Select the body of the vehicle: Without (WoB), Open (BO) or Closed (BC)
Loading Location*Select the loading location: Rear-end (LRe), Side (LS), or Not specific (LNS)
Body Mechanization*Select the body mechanization of the vehicle: Mechanized hydraulic packer plat/grid (P), With compactor (if with compactor, choose: Intermittent (CI) or Continuous (CC)), or Without mechanization (WoM).
Lift Mechanization*Select the lift mechanization: Without (WoL), Lift assisted (LiAs), Lift Automated (LiA), Automated arm (AA), Hook lift (HL), or Crane (if choosing Crane, specify between: Simple Hook, Double Hook or Double Disc).


Capacity

LabelDescription
Fuel typeChoose the type of fuel used: Gasoline, Diesel, Propane, Compressed natural gas, or Electricity
Fuel Tank Capacity Click + Add fuel tank capacity. If you have two fuel tanks, you can click to add another.Add the capacity of the fuel tank in litres.


Trailers

Note: At least 1 trailer is required!

Click to Add a Trailer.

LabelDescription
Name*Enter a name for the trailer.
Container Types*Select the container types the trailer is allowed to collect.
Waste HoldsClick to Add a Waste Hold. Here you can define different compartments in your vehicle, where you have to choose which waste fraction and capacity the compartment has.
Waste FractionSelect the waste fraction from the dropdown.
CapacityEnter the allowable capacity in KG.
Switch CapacityEnter the allowable capacity in KG.
Industry CapacityEnter the allowable capacity in KG.


Cost

You have the option to enter different cost types.

LabelDescription
Fuel Usage Per KMEnter the litre usage per KM.
Fuel CostEnter the cost per KM.
Fuel Cost Per LitreEnter the cost per litre.
Fixed CostEnter the fixed cost per day.


Click Submit to save your vehicle type.


Fleet Management

Now that you've created your company-level fleet management settings, we will walk you through how to create fleet assets for a selected project.

Find all of your fleet assets from Fleet Management in the main menu.



Pro tip: Create your fleet assets in this order 👇

Locations

Vehicles

Drivers

We'll now go through step by step outlining how to add fleet assets to your project.


Adding Locations

There are three types of locations that can be added to your WasteHero Project;

Depots - where vehicles start and end their day,

Waste stations - where waste is disposed of/passed on to recyclers, and

Workshops - where vehicles undergo maintenance/repairs.

To add a location, go to Fleet Management > Locations > Create.

From there, you'll add the following details:

* Asterisks indicate required fields

LabelDescription
Company*Select your company from the dropdown list.
Name*Provide a name for the location, e.g. Plastic Recycling Plant.
Image Upload (optional)Upload a JPEG or PNG image for your location.
Type*Select the location type from the dropdown list: Depot, Waste Station, Workshop, or Container Storage.
Geofence radius (optional)The radius, in KM, around the location where the routing engine should be considered as arrived at/departed from the location, e.g. 2
Description (optional)Optional description field to describe the location.
Location*Enter the street address of the location.
Opening Hours*Click to add the opening hour (HH:MM) and closing hour (HH:MM) of the location.
Waste Fractions* (only necessary for Waste Station location type)Select the waste fraction/s this waste station collects for your project from the dropdown list. Multiple waste fractions can be added, just click Add Waste Fraction.
Time to unload truck* (only necessary for Waste Station location type)Enter the amount of time it takes for the truck to be unloaded at the waste station, eg: 00:20:00 for 20 minutes.
Time to leave the facility* (only necessary for Waste Station location type)Enter the amount of time it takes for the truck to leave the facility, e.g. 00:05:00 for 5 minutes.
Contact NameEnter a contact name associated with the location.
Contact EmailEnter a contact email address associated with the location.
Contact PhoneEnter a contact phone number associated with the location.


Click Submit to add your location type.

Note: For routes to be generated, the engine requires at least one depot and waste station to be created.


Adding Vehicles

Note: You will need to have created a vehicle type in the Fleet Management Settings within your Company Settings in order to create a vehicle. We covered creating vehicle types earlier in this article.

To add a vehicle, go to the main menu, then to Fleet Management > Vehicles > Create.

From there, you'll add the following details:

* Asterisks indicate required fields

LabelDescription
Project*Select the project you would like this vehicle to be added to from the dropdown list.
Name*Enter a name/memorable number to identify your vehicle.
Image Upload (optional)Upload a JPEG or PNG image for your vehicle.
Type*Select the vehicle type from your existing list of vehicle types in fleet management settings under company settings.
License Plate (optional)Enter the vehicle's license plate number.
VIN (optional)Enter the Vehicle Identification Number.
Status*Enter the current status of the vehicle. If it's available for work, select 'Working'. If you're adding the vehicle but it cannot be used for collection routes as of yet, select 'Unavailable'. The system will later change the vehicle status from 'working' to 'Off work' depending on active routes.
Depot*Select the depot where this vehicle starts and ends its day.
Waste Stations*Select the waste station/s that this vehicle is permitted to visit. You can select multiple waste stations to suit the different trailers according to the vehicle type.


You can opt to edit Trailers from this screen. This will redirect you back to the Vehicle Type settings, so be sure to hit submit to save your work first.

Click Submit to add the vehicle.


Adding Drivers

Note: To add a driver to your project, you'll first need to have invited them as a User.

To add a Driver, go to Fleet Management > Drivers > Add Driver.

From there, you'll add the following details:

* Asterisks indicate required fields

LabelDescription
Project*Select the project you would like this driver to be added to from the dropdown list.
User*Select the user account for the driver from the dropdown list.
Driver Type*Select whether this is a Primary (regular worker) or Substitute (replacement when others are on vacation/sick leave) driver.
Employee Number (optional)If you refer to your drivers with a specific employee number, you can add it in here.
Vehicle*Select the vehicle that this driver uses from the dropdown list.
Working Days*Select all the work days that the driver is available (click to add).
Work Time*Add in the allowable work hours for the driver. Click to add the starting time (HH:MM) and ending time (HH:MM) of the driver.
Break should be held within (optional)If the driver needs to take a break within a specific time window, add it here. Click to add the starting time (HH:MM) and ending time (HH:MM) of the break.
Duration (optional)Enter the number of minutes the break should last for.
Driver Costs: FixedThese values apply if you have selected 'fixed' as the driver cost type. If driver costs remain the same regardless of hours worked, select fixed. Select the payment interval period (daily, weekly, or monthly) and type in the cost per interval.
Driver Costs: VariableThese values apply if you have selected 'variable' as the driver cost type. If driver costs change depending on the number of hours they work, select variable. Enter the hourly rate and overtime hourly rate.
License (optional)License number: Enter the license number. Class: Select the license class from the dropdown list. Region: Select the country of issue from the dropdown list. Period: Select the period of validity for the license.


Click Submit to add the driver.


Congrats - you're now a master in using the Fleet Management module! 🎉

Do you still have questions about this module? Contact our support team in the live chat and we'll be happy to help!
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