Digital handover reports in practice. How Krakow Direct manages vehicle and fault history

"Krakow Direct is one of the leading companies on the Kraków inbound tourism market. For 18 years we have successfully served tourists from all over the world visiting Kraków and the Małopolska region. Every year more than 250,000 travellers from various countries and continents use our services.

Thanks to our high quality of service and care for customer satisfaction, we consistently rank at the top of TripAdvisor's listings. Four years ago we began expanding into European markets, steadily developing our range of services beyond Poland.

Our strength is a team of more than 100 committed specialists who look after the highest standards of service every day and continuously develop their skills, supporting the company's further growth.

The nature of our business means drivers have to rotate between vehicles. In such a dynamic environment it is extremely important to document the condition of the fleet and hand over responsibility for vehicles efficiently and reliably. That is why the digital handover reports provided by Navifleet are an indispensable tool for us. They allow vehicles to be handed over between drivers quickly, transparently and securely, minimise the risk of misunderstandings and streamline day-to-day fleet management".

Wiktor Sachajko, Logistics Manager

The challenge: managing vehicle rotation and history

Krakow Direct's operating model is based on frequent rotation of vehicles between drivers, driven by work rosters and current transport needs. As the fleet grew, there was a need to bring order to the process of documenting the condition of vehicles when handed over between drivers and to record events related to their use.

The previous spreadsheet-based solution did not provide a single place to collect vehicle history or easy access to information about their condition at the time of handover.

Krakow Direct needed to improve several areas of daily fleet operations:

• standardise the way vehicle condition is documented at handover between drivers,
• provide quick access to the history of faults and events assigned to a specific vehicle,
• streamline the exchange of information about previously reported damage,
• bring order to the process of frequent vehicle handovers between drivers,
• replace Excel spreadsheets with an organised system for managing vehicle and event history.

Digital handover reports in Navifleet Manager

At Krakow Direct, the Navifleet Manager system was used to bring order to the vehicle handover process and the ongoing management of information about vehicle condition. The key element of the solution became digital handover reports, which allow the car's condition to be documented when drivers collect and return a vehicle. Besides documenting vehicle condition, the system also supports day-to-day fleet operations, including planning servicing work and keeping track of the most important operational events.

In daily work the system makes it possible to:

• complete handover reports when the vehicle's user changes,
• record faults and assign them to a specific car,
• access the full history of the vehicle's condition, reported damage and operational events in one place,
• use data from the reports to plan servicing work and carry out actions related to detected faults,
• keep track of vehicle-related deadlines such as inspections and other fleet events.

In addition, Navifleet Manager supports the organisation of inspections, insurance and other operational events through the scheduler.

Operational results

Implementing digital handover reports allowed KD Fleet to bring order to the process of handing vehicles over between drivers and to gather information about the condition of the fleet in one place.

Thanks to the system, those responsible for the fleet can quickly check the history of a specific vehicle, analyse previous damage and make decisions about repairs or the further handling of the car.

Photo documentation and the history of reports also support the claims handling process. In one case, photos taken when a vehicle was collected made it possible to establish when damage occurred and were used when reporting the matter to the insurer.

Information about detected faults is used to plan repairs and servicing work. Reports recorded during vehicle use can be included in the scheduler, which allows fleet operations to be better organised and actions to be planned at the right time.

Summary

Krakow Direct uses Navifleet Manager above all to bring order to the vehicle handover process and to manage event history. With a fleet of around 40 vehicles and around 60 drivers, the system's key value is quick access to up-to-date information about the condition of the cars and the ability to easily reconstruct the history of events. Digital handover reports help the company manage vehicle rotation more effectively, support claims handling and make it easier to plan servicing work.

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