We know that many fleet managers suffer from a chronic lack of time – more Excel documents are waiting to be filled in, and the phone is already buzzing with the next unexpected call.
If you cannot afford to read the whole article, here is the key information in a nutshell.
The e-Handover Reports module:
- lets you systematise the creation of vehicle handover reports in a car fleet,
- works on a subscription model, which lets you avoid long-term contracts; cancel whenever you want with one month's notice,
- stores the history of added vehicles, including documented damage and invoices to be paid,
- costs PLN 7 net per month for each vehicle added,
- is available in a mobile and web application,
- brings maximum organisation to your work thanks to the most important data about your vehicles gathered in one place.
You can find a sample report generated by the e-Handover Reports module here.
The e-Handover Reports module: how to systematise vehicle handovers
How can one system let you say goodbye to Excel for good, give your work phone a rest from constant calls, and bring calm and organisation in place of chaos?
Two words. e-Handover Reports.
All right, perhaps we exaggerated a little about saying goodbye to Excel for good.
Even without having to fill in handover reports or invoices, as a fleet manager you will surely still deal with Excel to a greater or lesser extent.
But this article is not about Excel, it is about systematising vehicle handovers and the creation of reports. Which is especially important when we have dozens of vehicles to hand over.
The e-Handover Reports module was created precisely to streamline the work of fleet managers. We want you to be able to spend your time on what matters – not on constantly putting out fires.
With this module you gain full awareness of the condition of the vehicles in your fleet, without much effort. Just log in to the application.
What is the e-Handover Reports module?
The e-Handover Reports module is a single system in which you can not only easily generate vehicle handover reports, but also have direct access to the most important information in a fleet manager's work.
The e-Handover Reports module gives you access to: the vehicle register, generated reports, the damage register, photo documentation, vehicle history, important dates and invoices.
It is part of the Navifleet Manager system, which consists of three modules: e-Handover Reports, e-Documents and My Fleet.
How does it work?
Specifics. How does it work?
The Navifleet Manager system is available as a web application and a mobile application operating on the SaaS model, i.e. Software as a Service.
SaaS can be compared to a subscription such as Netflix, Amazon Prime or Spotify.
You pay monthly and in return you get access to the web and mobile applications, which let you easily manage your fleet, including using the e-Handover Reports module.
This way you avoid long-term contracts and unnecessary commitments. You can cancel your subscription with one month's notice.
How much will it cost you?
The e-Handover Reports module will cost you PLN 7 net per month for each vehicle added.
Example: let's say you have 55 vehicles in your fleet → the monthly cost of the e-Handover Reports module is PLN 385 net every month.
Vehicle handover with and without the e-Handover Reports module
Now we will show you exactly how the e-Handover Reports module works and how specifically it can streamline your work in managing a car fleet, using the example of handing in many vehicles on a single day.
Working without the e-Handover Reports module
In this scenario, imagine a typical day at work as a Fleet Manager. You are armed with Excel, a work phone and a laptop.
The company you work for has over 50 cars, which you manage. On this example day, 10 users of those cars will be handing in their vehicles on site, and 25 will be returning them to the rental company.
While you get on with your work and make sure everything is running as it should, your employees hand in their cars one after another, filling in reports as they go.
They walk up to the cars in turn and take photos for the documentation; one employee will photograph the car only from the outside, another will do it in more detail, a third will forget about the photos altogether.
Then they mark any damage on paper, describing missing items or other irregularities.
Afterwards, the photos land in your WhatsApp and the filled-in sheets on your desk. You have to puzzle over a few entries – after all, everyone can picture a scratch on the bodywork differently.
Having deciphered all the entries, you bravely fill in the columns in Excel and add the photo documentation to them. More or less detailed.
In the meantime, you have received a hefty stack of invoices that you should pass to the accounts department for coding and then take to the finance department.
You are just getting up from your desk to tick off at least one task from the never-ending list when you hear your phone start to ring. How many times is that today? You cannot remember, but you answer – after all, something important might have happened!
You pick up and it turns out that one of the drivers did not read the fleet documentation you prepared so carefully and, during an inspection of one of the vehicles, has no idea where to find the registration document.
You calmly explain to the driver that the registration document is in the sun visor pocket. You hang up and sit back down at your desk.
Wait, what were you supposed to be doing now?
Ah… yes, Excel.
Working with the e-Handover Reports module
Let us imagine the same day, with the difference that now both your drivers and you have access to the Navifleet Manager application with the e-Handover Reports module.
You sit down at your desk with your morning coffee and log in to the web application, while your drivers start the vehicle handover process, i.e. log in to the mobile application.
Each of them goes through the same handover process thanks to the instructions provided in the app.
Step 1: bodywork condition
After inspecting the vehicle, the driver marks any damage in the e-Handover Reports module. If they found a damaged mirror, they select the mirror on the sample vehicle model in the app and mark the damage.
This is supplemented with a photo, which the app will prompt the driver to take. There will be no ambiguity about the size of a scratch or any other damage.
Step 2: condition of the vehicle interior
Moving on to the next step, the driver fills in details of the vehicle interior, takes photos and marks any damage or remarks.
One driver has the ABS warning light on, another's car is telling them to check a blown bulb – all of this is easily entered into the app by selecting the appropriate field.
Other details drivers can enter here include the odometer reading or the current fuel level.
Step 3: equipment list
In the next step, the driver creates a list of the equipment being returned together with the vehicle.
Fire extinguisher, warning triangle, work phone, hi-vis vest, first-aid kit or spare wheel – all of these can easily be selected from the list prepared by the app, and non-standard items can also be added by typing in their name.
Step 4: report and signature
In the final step, the driver reviews the report prepared in the previous steps and, if all the information is correct, approves it.
The whole thing is topped off with an electronic signature made directly in the app.
And done – the generated report is already in the application, as you may have noticed while finishing your coffee and working on optimising your fleet's operations instead of answering yet more phone calls.
Ah yes, the phone calls. Where did they go?
Well, the drivers not only know how to prepare reports (the app guides them through each step), but also have access to all the important documents, such as a scan of the insurance policy or the registration document, directly in the app.
Which will significantly affect the number of calls you receive.
Overview of the available features
Currently, the e-Handover Reports module gives you 3 features: condition checks for every vehicle, electronic signatures on reports, and vehicle equipment lists.
Vehicle condition check
A picture is worth a thousand words, and the e-Handover Reports module knows it well. When creating reports, drivers add photos of damage and equipment so that the entire documentation is complete and clear for both parties.
Importantly, the added photos are saved on your fleet's account, so at the next handover you can easily go back to them and compare the condition of each car.
Electronic signatures on reports
Every generated report is electronically signed by the person carrying out the handover.
They simply draw their name with a finger on the screen of a phone or tablet. The drawn signature is binding and provides a safeguard for the whole process, assuring you that the submitted document is official and, in the event of any disputes or misunderstandings, constitutes material evidence.
Vehicle equipment list
The vehicle equipment list is a feature that lets you keep track of all the equipment in each vehicle in your fleet.
You can select vehicle parts, documents or other items from a ready-made list prepared by Navifleet, and also add your own items to the list.
Plans for the future
Based on the experience of over 100 experts in car fleet management, we know that the e-Handover Reports module can be extended with further valuable features.
Next, we will add to the e-Handover Reports module, among other things:
- report templates, so that you can define yourself which elements your report should consist of and fully tailor the app to your fleet's needs,
- vehicle condition reporting outside of handover reports, which will make checking vehicles even easier,
- and management of reported damage, including the status of claims and costs, which will allow cost optimisation and streamline your work.
You can expect the new features as early as June 2024.
But what do you actually get out of it: what are the benefits?
To sum up what matters most: how will the e-Handover Reports module streamline your work as a fleet manager?
Above all, it will let you optimise processes to the maximum. How? Thanks to fewer unnecessary phone calls from drivers and a systematised procedure for submitting reports, you can use all the time saved on things more important than putting out the day's fires.
In addition, the automatically saved history of all added vehicles will let you easily return to the most important information. You will no longer have to browse through dozens of different files or folders saved on your drive under different names.
You will bring organisation in place of chaos thanks to easily accessible photo documentation from every generated report, and you will be able to check when the next inspection is due or whether the date for returning a car to the leasing company is approaching.
Get in touch
Instead of getting lost in the depths of Excel or Google Drive, focus on what will truly optimise your fleet's work with the e-Handover Reports module.
Create a free account and see for yourself how easy generating vehicle handover reports in a fleet can be. Test the app completely free of charge for 7 days.
