Are spreadsheets the answer?

The issue of data is one of the biggest challenges within any business running company vehicles. Traditionally, all this data goes into analogue or unconnected media such as whiteboards or spreadsheets.

Spreadsheets can be a great tool for tabular data or rudimentary forms, and there are occasions when it’s appropriate to use programs such as Microsoft Excel as a simple database. Many of our clients have persevered with Excel, liking its simplicity, but sooner or later their requirements tend to outgrow Excel’s intended functionality and they come to the conclusion – often reluctantly – that it’s no longer a good fit for their business.

Excel’s formatting, charting and graphing capabilities make it ideal for entering and accessing data and creating reports, but modern fleet management is complex, requiring a far more secure, flexible system in order to meet the challenges of task generation, accessibility, bespoke reporting and a formal, audited workflow.

Excel

FleetCheck

Collaboration Multi-user worksheets not easily accessible or understandable for ad-hoc users. Multiple versions of workbooks used through businesses causing duplication of work. Unlimited users with definable permissions. Easily access the same platform, at the same time, removing any duplication of data input.
Data security Spreadsheets are notoriously insecure with ‘un-protect’ programs readily available online. Businesses are responsible for their own IT security with spreadsheets often being overlooked. All data is encrypted with processes and procedures following ISO 27001 and GDPR guidelines. Security is constantly kept up to date and included as part of the monthly fee.
Accuracy of data Spreadsheet formulas are easily corrupted by errors hard to track down and rectify. Manual data entry increases the chance of human error. FleetCheck is a totally robust platform that comes ‘out of the box’ but includes the ability to customise and structure to meet any fleet makeup or requirements.
Disaster recovery Vehicle and driver data needs to be included in any backup regime and disaster recovery plan. This needs to be handled by a suitably qualified employee, typically part of your internal IT team. Disaster recovery is handled by our technical team and comes as standard with all our monthly licence fee options.
Alerts and reminders The worksheet must be manually checked to see if there are any outstanding issues with key dates being easily missed. Automatic ‘traffic light’ alerts linked to email prompts come as standard with over 85 in-built alert types and options to add your own. A vast array of reports can be accessed and scheduled alongside the alerts.
Input of data All data must be manually inputted with no integration with any existing systems (telematics, fuel cards, tachograph analysis etc.). Integration of data from hundreds of third-party sources ensuring information is always kept up to date. Links to DVLA, HPI and AutoData come as standard with no additional fee.
Reporting Manually preparing reports is time-consuming and cumbersome. Over 600 ready built report types available alongside a comprehensive KPI Dashboard for a high-level overview of your fleet performance.
Mobility Reliant on individuals accessing the correct version which can be difficult to track especially if they are updated by more than one person. Access on the go is limited. Secure access from any internet-connected device: at home, in the office, or whilst traveling. Driver access is available via FleetCheck Driver our driver inspection app

Spreadsheets

FleetCheck

Collaboration Multi-user worksheets not easily accessible or understandable for ad-hoc users. Multiple versions of workbooks used through businesses causing duplication of work. Unlimited users with definable permissions. Easily access the same platform, at the same time, removing any duplication of data input.
Data security Spreadsheets are notoriously insecure with ‘un-protect’ programs readily available online. Businesses are responsible for their own IT security with spreadsheets often being overlooked. All data is encrypted with processes and procedures following ISO 27001 and GDPR guidelines. Security is constantly kept up to date and included as part of the monthly fee.
Accuracy of data Spreadsheet formulas are easily corrupted by errors hard to track down and rectify. Manual data entry increases the chance of human error. FleetCheck is a totally robust platform that comes ‘out of the box’ but includes the ability to customise and structure to meet any fleet makeup or requirements.
Disaster recovery Vehicle and driver data needs to be included in any backup regime and disaster recovery plan. This needs to be handled by a suitably qualified employee, typically part of your internal IT team. Disaster recovery is handled by our technical team and comes as standard with all our monthly licence fee options.
Alerts and reminders The worksheet must be manually checked to see if there are any outstanding issues with key dates being easily missed. Automatic ‘traffic light’ alerts linked to email prompts come as standard with over 85 in-built alert types and options to add your own. A vast array of reports can be accessed and scheduled alongside the alerts.
Input of data All data must be manually inputted with no integration with any existing systems (telematics, fuel cards, tachograph analysis etc.). Integration of data from hundreds of third-party sources ensuring information is always kept up to date. Links to DVLA, HPI and AutoData come as standard with no additional fee.
Reporting Manually preparing reports is time-consuming and cumbersome. Over 600 ready built report types available alongside a comprehensive KPI Dashboard for a high-level overview of your fleet performance.
Mobility Reliant on individuals accessing the correct version which can be difficult to track especially if they are updated by more than one person. Access on the go is limited. Secure access from any internet-connected device: at home, in the office, or whilst traveling. Driver access is available via FleetCheck Driver our driver inspection app

All your vehicle and driver data in one place

FleetCheck makes it easy to manage vehicle and driver data in one place.

From number plate, MOT, road tax and driver licence details to eye sight checks, defect photographs, DVLA penalty points and driver training information.  And much, much more.

Moving to FleetCheck is easy.

Simply send us your spreadsheets or complete a data capture form and we’ll do the rest.  Need the team to have access but don’t want them to see everything?  No problem.  We’ll set you up with unlimited users and tailored views.