How to Use a Vehicle Tracking System: Step-by-Step Guide

Small fleets often rack up hidden losses from things like inefficient routing, excessive idling and unauthorized vehicle use. However, using vehicle tracking systems can help cut fuel costs while improving driver accountability and boosting customer satisfaction through real-time data. This guide explains how to set up and use a vehicle tracking system effectively.

Track Your Truck, for example, pairs reliable global positioning system (GPS) devices with NetTrack fleet management software and U.S.-based support. The following sections cover system setup, dashboard navigation, operational improvements, compliance and scaling so that you can optimize your own growing fleet with Track Your Truck’s powerful technology.

What Is a Vehicle Tracking System?

A vehicle tracking system combines hardware GPS tracking devices installed in vehicles with a cloud-based software platform. The system triangulates signals from multiple satellites to pinpoint exact vehicle location, then relays this information alongside speed, direction and other operational data through cellular connections to cloud servers. Software dashboards display vehicle positions, speed, idle time and driver behavior patterns in real time.

Core vehicle tracking components include:

GPS receiver unit mounted in vehicle (hardwired or on-board vehicle diagnostics plug-in)
Cellular modem transmitting data to the cloud
Cloud-based software processing and storing data
Dashboard interface for viewing reports (desktop or mobile app)

While vehicle tracking systems require upfront investment, they deliver measurable returns:

Route optimization reduces fuel consumption and labor costs.
Real-time location monitoring improves dispatch efficiency and customer ETAs.
Idle time tracking identifies waste and supports evidence-based driver coaching.
Driver behavior data supports accountability and reduces unauthorized use.
Maintenance reminders help prevent breakdowns.

Setting Up Your Tracking Hardware and Software

Track Your Truck offers two types of tracking devices:

Hardwired units that connect to the vehicle electrical system via three-wire installation
OBD plug-in units that insert into the diagnostic port below the steering column

Hardwired units work best for permanent fleet installation and tamper resistance. Plug-in units install in seconds and suit temporary tracking needs. Learn more through our comprehensive guidance on understanding plug-in vs. wired.

Hardwired installation requires locating the power source, connecting the device, mounting the GPS antenna with clear sky view and powering on the device.

OBD plug-in installation is simpler:

Locate the OBD-II port (standard in vehicles 1996 or newer).
Insert device firmly into port.
Power on to establish satellite connection.

Pairing the GPS device with NetTrack software requires a few simple steps:

Download software to workplace PC or smartphone.
Create account at Track Your Truck website or mobile app.
Navigate to Add Device and enter device identification number.
Assign vehicle name, driver and custom fields.
Wait for device to establish cellular connection.
Verify vehicle appears on map at current location.

After pairing, complete the initial configuration:

Access desktop dashboard via web browser or mobile apps (iOS, Android).
Set geofence boundaries for arrival and departure alerts.
Configure maintenance reminders for mileage and engine hours.
Customize alert thresholds for speed, idle time and after-hours use.

Navigating Your Tracking Dashboard

The NetTrack dashboard provides a centralized view of fleet activity, as detailed in our how-to vehicle tracking system guide.

Key metrics monitored:

Location: real-time positions on interactive map with addresses and coordinates
Speed: current velocity, historical data, violations above thresholds
Idle time: engine-on periods without movement in minutes and hours per day
Route history: breadcrumb trails showing paths, stops and duration at locations
Tampering alerts: notifications when device disconnected, removed or loses power
Maintenance reminders: automated alerts based on mileage intervals

Excessive idling signals fuel savings opportunities and driver coaching needs. While common causes include warming vehicles, waiting at sites, traffic and personal stops, NetTrack can flag any idle times that exceed customizable limits.

Moreover, route history allows managers to compare planned versus actual paths. This helps identify unauthorized stops and detours, review stop duration to verify job site time and optimize routing based on historical patterns.

In addition to these metrics, customizing reports includes filtering by vehicle group, driver, location and status. Point-activity reports show single vehicle activity over specified date ranges, while vehicle-overview reports compare metrics across the fleet. Finally, you can schedule automated email delivery daily, weekly or monthly, and export data to CSV and PDF formats for record-keeping.

Using Tracking Insights to Improve Operations

Fleet tracking solutions can help decrease fuel consumption up to 15%. Popular fuel cost reduction strategies include:

Identifying excessive idle time for targeted driver training
Optimizing routes to reduce miles and eliminate backtracking
Monitoring aggressive acceleration and hard braking that wastes fuel
Dispatching vehicles based on proximity to pickup sites

Speed monitoring identifies violations of posted limits and company policies. Harsh braking and rapid acceleration highlight aggressive behaviors that compromise safety.

Managers can coach drivers with objective data rather than relying on subjective complaints. This accountability can help reduce accidents across the fleet. To further enhance protection, you can install a specific GPS tracker for delivery and service vehicles designed to address the unique safety needs of high-volume routes.

These operational improvements directly benefit the business, but tracking systems also boost customer satisfaction. Accurate ETAs and real-time updates help teams communicate more effectively. When delays occur, teams can notify customers proactively and update delivery windows before customers need to call.

Data-driven decisions become easier with comprehensive tracking insights:

Identify underutilized vehicles for redeployment.
Schedule preventive maintenance based on actual engine hours.
Justify purchases, route changes and staffing with metrics.
Compare driver performance and vehicle efficiency to establish benchmarks.

Tracking data transforms raw numbers into actionable strategies that directly impact the profitability of your entire fleet operation.

Addressing Compliance and Privacy Concerns

Company-owned vehicles give employers the general right to track business assets. Privacy considerations may require employee notification and consent for tracking. In most jurisdictions, tracking personal vehicles require explicit consent and clear documentation.

An alternative to installing physical tracking devices is using a phone-based app like Life360 to track employees’ locations. While this option is typically cheaper and easier to implement, it doesn’t connect directly to the vehicle, which limits accuracy and available data. It can also raise privacy concerns, since it relies on tracking an individual’s personal device rather than the company’s asset.

Data usage should be limited to business hours or establish clear on-duty and off-duty protocols. Consult legal counsel on local and state regulations before implementing tracking systems within your own operations.

Regardless of the privacy rules in your service area, establishing clear employee notification practices can help to build trust and transparency within your team:

Written policy explaining purpose: safety, efficiency and accountability rather than surveillance
Detail what data gets collected: location, speed, idle time and routes
Clarify who accesses data, retention periods and review circumstances
Obtain signed acknowledgment from drivers before activation

Data security requires multiple protective layers. First, restrict access to authorized personnel with role-based permissions. Additionally, enable two-factor authentication for login. Finally, establish deletion procedures when vehicles are sold or employees are terminated.

Transparent policies and robust security measures help fleet managers balance operational oversight with employee privacy rights.

Scaling and Integrating With Other Systems

Vehicle tracking systems can often integrate with other fleet technologies to create a unified operations platform. Common integration capabilities include:

Dashcam systems that sync video with GPS location data and speed for accident investigation
Fuel card programs that can match purchases to location
Maintenance software that triggers work orders at mileage thresholds for oil changes, tire rotations and scheduled inspections
Hours of service tracking that helps supports regulatory compliance for larger commercial fleets

A deeper look at what is automatic vehicle location provides the technical foundation that makes these integrations possible. Simply create new user logins with appropriate permissions for drivers and managers, then select tiered pricing based on your fleet size and required features. Before deployment, verify cellular coverage across any expanded service territory. Ultimately, the straightforward installation process requires minimal IT support.

Advanced features enhance tracking capabilities as operations grow:

Mobile apps provide field access to real-time data.
Customizable alerts notify managers of specific events or threshold violations.
API access enables integration with existing business management software.
Reporting automation reduces manual data compilation.
U.S.-based support assists with technical questions during expansion.

Track Your Truck offers multiple GPS trackers that match different vehicle types and operational requirements. Flexible agreements adapt as fleet needs change over time.

Conclusion

GPS fleet tracking can transform small fleet operations through real-time visibility and data-driven decisions. Setup requires minimal technical expertise, and ongoing management integrates seamlessly into daily workflows.

Best of all, the benefits of vehicle tracking software compound over time:

Fuel savings accumulate through optimized routing and reduced idling.
Safety improvements result from monitoring driver behavior and coaching based on objective data.
Customer satisfaction increases with accurate ETAs and reliable service.
Driver accountability reduces unauthorized use and supports fair performance evaluations.

Track Your Truck delivers complete fleet tracking solutions through certified GPS hardware paired with NetTrack software. U.S.-based customer support assists with installation, troubleshooting and ongoing optimization.

These cost-effective systems can help reduce overhead costs while helping to streamline your operations and make your overall fleet more efficient. The technology produces measurable returns that justify investment and support long-term fleet efficiency.