Managing a fleet requires careful attention to detail and organization. An important aspect that is often neglected or goes unnoticed is vehicle entry and exit control.
Although it is a simple task, it can be a major challenge when performed in a disorganized manner, negatively impacting both productivity and operational costs.
Therefore, we will discuss the importance of implementing effective measures for this inspection and how this practice can benefit your operation.
What is vehicle entry and exit control for?
What are the benefits of the practice?
How to control vehicle entry and exit?
The dangers of performing manual control
Technologies to facilitate vehicle entry and exit control
What is vehicle entry and exit control for?
Controlling vehicle entry and exit is a way to make management more efficient. In addition to providing a clear view of who is responsible for each vehicle, it also optimizes workflow and ensures employee safety.
In this way, the operation flows efficiently, allowing for vehicle inspection, monitoring of schedules and movements, as well as maintenance scheduling and identification of wear and tear on parts.
It is through this control that it is also possible to create a detailed history of operations, providing important data such as accidents involving company vehicles , corrective maintenance and infractions, or even identifying drivers with more incidents, recurring problems and other relevant information.
What are the benefits of the practice?
Logistics optimization
With entry and exit control, it's possible to understand how your company's vehicle flow works, keep track of mileage, and have a routine of preventive maintenance—essential actions to avoid setbacks and incidents caused by breakdowns.
Increased operational security
Safety is another benefit of this inspection, as it makes it possible to make better use of the routes of each vehicle, contributing to the prevention of accidents and preserving the lives of drivers.
Suggested reading: How to develop and implement a fleet safety program
Significant cost reduction
Seeking cost savings is something every manager desires. In this case, controlling vehicle entry and exit promotes a series of savings, as it allows for work optimization, reduced waiting time, and the avoidance of unnecessary expenses on corrective maintenance.
Process transparency
Through this monitoring, it is also possible to obtain crucial information about the progress of fleet management. And, based on the data collected, managers have a clearer view of issues such as efficiency and productivity.
More control for different areas
Scheduled times allow for more accurate monitoring of the distance traveled by each driver to perform assigned tasks. This makes it easier to implement a fleet maintenance plan and extend the lifespan of vehicles.
Identification of bottlenecks
Vehicle entry and exit control can also be a valuable tool for checking whether a service is taking longer than expected. As a result, it is possible to identify the reasons and seek solutions to improve processes, reduce waiting times and avoid waste.
How to control vehicle entry and exit?
Controlling the entry and exit of vehicles can be carried out in several ways, one of which is by manually recording them in spreadsheets, with information on date, time, mileage, driver and possible damage.
One of the most crucial points is that it must be carried out daily, with attention and discipline, without leaving out important issues, such as:
- Sampling period: Based on the number of cars and the rhythm of entries and exits, it may be more advantageous to opt for a weekly control, but if the flow is smaller, a monthly control may be sufficient.
- Basic information about the vehicle: The main identification data such as model, color and license plate must also be part of the registration.
- Driver identification data: It is also important to record the name of the driver who will be responsible for the vehicle during the workday, or the one who has already been designated to use a specific vehicle.
- Departure mileage and final mileage: other relevant information is about the mileage traveled during the route.
- Checklist of breakdowns and vehicle condition: For everyone's safety and to avoid misunderstandings, it is also essential to include this record.
This is the most basic information, but other more complete data related to the type of operation can also be included, related to the load, the route and so on.
However, manual record-keeping can be time-consuming and require unnecessary effort, and is subject to human error, which could discourage the person responsible and distract from the benefits. To ensure a well-structured process, automation becomes the best option.
The dangers of performing manual control
Although a more convenient solution, manual record-keeping can significantly compromise the effectiveness of the operation, going against the purpose of controlling vehicle entry and exit. Recurring problems that can arise with this approach include:
- Vehicles leaving without authorization
- Delayed services
- Accident risks for vehicles that need overhaul
- Poor communication between manager, driver and customer
- Unnecessary fuel expenses and infractions
In this sense, it is more advantageous to consider adopting more effective and safe solutions, as this supervision is just one of your responsibilities as a manager and the smooth running of your operation cannot be neglected.
Technologies to facilitate vehicle entry and exit control
Implementing a vehicle control system can be a simpler task than you think, and it doesn't necessarily have to be expensive. There are a variety of tools available to facilitate this process:
- LPR (Plate Reading): a simple solution, which involves installing a camera at the entrance, capable of automatically recognizing vehicle license plates and communicating with the control system.
- RFID Card: radio frequency identification method that provides real-time information about the movement of vehicles at the entrance.
- QR Code and NFC: a scanner-equipped totem that allows drivers to scan QR codes or NFC cards to access the main entrance.
- Vehicle camera: Cameras are installed inside the vehicle, usually on the dashboard or windshield, strategically positioned to capture faces via facial recognition or Bluetooth.
More advanced options, such as a fleet management system , stand out for offering the best solution, integrating various resources and providing benefits that go beyond simple monitoring.
Of course, it's important to consider specific needs and the available budget, but investing in telemetry or video telemetry , for example, is highly advantageous. This is because it promotes greater security and generates significant returns for the business.
- Secure and reliable monitoring
- Efficiency in maintenance and fuel management
- Fast fault identification
- Visualization of responsible or risky behavior in traffic
- Reduction of operating costs
On Golfleet, driver identification methods are adapted as needed. Learn more about these and other possibilities to optimize your vehicle entry and exit control:
RFID card
Our telemetry system allows for the installation of an accessory in the vehicle to enable the RFID card. When the vehicle's ignition is turned on, an internal audible alert is activated, indicating that the driver must bring the identification card close to the designated location on the dashboard.
This accessory generates data in Golfleet that provides detailed information about mileage traveled, including each segment, traffic violations, and accidents, facilitating the analysis of driving indicators.
Identification is done completely online and is ideal for vehicles that are driven by more than one driver. When compatible, the Golfleet RFID card can be easily attached to the company's ID badge.
Identification via Bluetooth
Golfleet ID enables identification via Bluetooth, using an app installed on the driver's own mobile phone. This functionality does not depend on the installation of any accessory in the vehicle and offers an extra layer of security, as it connects to vehicles equipped with Bluetooth devices for authentication and authorization.
In other words, it eliminates the need for physical cards, tags, and other accessories, which removes the bureaucracy of traditional methods, prevents the loss of these items, and makes the process more practical and agile.
Facial recognition
In video telemetry, facial recognition is used to identify the driver even faster and more securely. Artificial intelligence technology analyzes facial features and compares them to a database, ensuring accurate identification.
The photos are captured by the device's camera, ensuring the privacy and security of the user's data and eliminating the need for identification cards.
Suggested reading: Video telemetry: a turning point for road safety
control areas
You can also create, modify and customize control areas according to your needs in our fleet management systems to meet your specific rules.
Furthermore, it is possible to track the locations visited by the driver and the duration of each visit, which allows for a more analytical approach to evaluate the sales strategy, assess route changes, and monitor team productivity.
Customizing alerts
To keep track of everything, you can customize alerts in Golfleet and set up automations for specific events, such as turning the ignition on or off, entering or leaving controlled areas, and tracking vehicles without a location.
All vehicle entry and exit information is integrated into the fleet management system, allowing you to monitor advanced indicators efficiently.
By centralizing all the information, our goal is to make your analysis easier, eliminating the need to spend time filling out spreadsheets or searching for data in multiple sources, as it automatically generates detailed reports on each vehicle.
This offers a more efficient and practical way to manage your fleet of vehicles and make informed decisions, so don't miss the opportunity to simplify your inbound and outbound logistics. If you want to learn more about the potential of our technology, check out our complete and free eBook on the subject:
