Simply Fleet

Simply Fleet is designed for rapid, straightforward deployment, with a focus on ease of use and minimal training requirements. The process is streamlined to ensure that fleet managers and teams can get started quickly, whether managing a small or large fleet.

Typical Implementation Steps

1. Sign Up and Account Creation

   • Register using your company email or login with Google/Apple.
   • Enter organization details, select country, and set measurement units for distance, volume, and fuel.

2. Organization Setup
   • Define your primary objectives (e.g., maintenance, compliance, cost tracking).

   • Customize the experience based on your fleet’s needs.

3. Data Entry
   • Add vehicles, drivers, and assets to the system.

   • Upload relevant documents and set up reminders for expirations (e.g., licenses, permits).

4. Configuration
   • Set up preventive maintenance schedules and service intervals.
   • Assign responsibilities for maintenance tasks to drivers, managers, or mechanics.

   • Integrate with telematics systems if required.

5. User Onboarding
   • Invite team members (drivers, technicians, admins) via email.

   • Drivers can download the Simply Fleet mobile app and begin using features immediately.

6. Go Live
   • Begin tracking maintenance, fuel, inspections, and costs in real time.

   • Upload receipts and service records as needed.

7. Ongoing Support and Optimization
   • Access in-app tutorials, help resources, and customer support.
   • Use analytics and reports to optimize fleet operations and reduce costs.

• Users can create and customize inspection tasks and daily, weekly, monthly inspection forms to match operational requirements. These forms can be submitted via mobile or web and printed for documentation.

• The software allows customization of fleet service tasks, enabling users to log services manually or automatically and set up maintenance reminders based on mileage or time intervals.

• Work order management and inventory management features are available in the Advanced plan, allowing customization of repair workflows and parts tracking.

• Simply Fleet supports document management, letting users upload and store driver and vehicle documents with expiration reminders.

• Integration with telematics and fuel card providers (e.g., Wex, ARCO) is supported, enabling customized data flows and operational tracking.

• The platform provides reporting and analytics that can be tailored to monitor specific KPIs and fleet performance metrics.

• Simply Fleet has two main subscription tiers:
  • Essential Plan: $2 per vehicle per month (or $10/month for five vehicles)

  • Advanced Plan: $4 per vehicle per month (or $20/month for five vehicles)

• There are no upfront setup fees or credit card requirements to start using the app.

• The Advanced plan includes priority support, telematics integration, work order, and inventory management.

• The software is a cloud-based subscription, so ongoing monthly fees cover maintenance, updates, and support.

• No explicit charges for maintenance or support beyond the subscription fee are mentioned.

• Users can manage subscriptions and cancel auto-renewal via their app store accounts.

• Free trials may be offered, but any unused portion is forfeited upon subscription purchase.

• Onboarding Sessions: Simply Fleet provides guided onboarding sessions to help new users set up their accounts, configure fleets, and understand key features.

• Self-Service Resources: The platform offers in-app tutorials, help documentation, and FAQs to assist users in learning the system at their own pace.

• Ongoing Support: Customer support is available to address user questions and troubleshoot issues, with priority support included in the Advanced subscription plan.

• User-Friendly Design: The software is designed to be intuitive, enabling drivers and staff to onboard themselves quickly, often requiring minimal formal training.

• Change Management: Simply Fleet emphasizes effective communication and training to overcome resistance to new software, supporting gradual rollout and adoption across teams.

• Robust Security Protocols: Simply Fleet employs user access controls, role-based permissions, and multi-factor authentication to prevent unauthorized access.

• Encryption: Data is protected both in transit and at rest using strong encryption protocols, ensuring confidentiality and integrity.

• Regular Backups: The system performs regular data backups to prevent loss and enable recovery.

• Secure Hosting: Hosted on secure cloud infrastructure with firewalls and antivirus protections to guard against cyber threats.

• Intrusion Detection and Prevention: Real-time monitoring systems detect suspicious activities and proactively defend against attacks.

• Compliance with Standards: Simply Fleet aligns with industry best practices and legal requirements for data protection, such as ISO 27001 frameworks.

• Audits and Reporting: Regular security audits are conducted to identify and address vulnerabilities, ensuring ongoing compliance and transparency.

• Regular Software Updates: Simply Fleet releases updates frequently to introduce new features, improve performance, and patch security vulnerabilities.

• Automatic Updates: Being a cloud-based SaaS platform, updates are managed centrally and deployed automatically without user intervention, minimizing downtime.

• Continuous Improvement: Updates are informed by user feedback, compliance changes, and technological advancements to keep the platform current and secure.

• User Notification: Users are typically informed of significant updates or changes through in-app notifications or email communications.

• No Disruption to Service: Updates are designed to be seamless, ensuring uninterrupted access and data integrity during deployment.

• Data Ownership: Simply Fleet users retain full ownership of their fleet data. The platform acts as a data processor, storing and managing the data on behalf of the user’s organization. Users maintain control over all vehicle, driver, maintenance, fuel, and operational data entered into the system.

• Data Portability: Simply Fleet allows users to export their data easily. Reports and fleet data can be downloaded as spreadsheets (CSV or Excel formats) from the web app, enabling users to migrate or analyze their data outside the platform at any time.

• Data Deletion: Users can request deletion of their data if they decide to stop using the service, ensuring compliance with data privacy regulations.

• No Third-Party Sharing: According to privacy statements, Simply Fleet does not share user data with third parties without consent, and data is encrypted in transit to protect confidentiality.

• Flexible Subscription Model: Simply Fleet operates on a monthly subscription basis priced per vehicle, making it easy to scale the number of vehicles managed up or down as organizational needs change.

• No Long-Term Contracts: Users can add or remove vehicles from their subscription at any time, paying only for the fleet size they currently manage.

• Instant Adjustments: Changes in fleet size are reflected in billing immediately, with no penalties or setup fees for scaling.

• Plan Upgrades/Downgrades: Users can upgrade from the Essential to the Advanced plan (or vice versa) to access more features or reduce costs as needed, with changes applied seamlessly.

• Self-Managed Subscription: Fleet managers can manage their subscriptions directly via the app or web portal, including adding/removing vehicles and changing plans.

• Automatic Renewal: Simply Fleet subscriptions automatically renew on a monthly basis unless cancelled prior to the next billing cycle. Users must cancel before the renewal date to avoid being charged for the next period.

• Cancellation Process:
  • Users can cancel their subscription at any time via the mobile app store (Google Play or Apple App Store) if purchased there, or through the web app’s billing section if subscribed on the website.
  • Cancellation takes effect at the end of the current billing period; no prorated refunds are typically provided for partial months.

  • If a payment fails, the system retries for 7 days during which users can continue using the service. If payment is not made after retries, the subscription is cancelled. Users can contact support to reactivate if needed.

• Refund Policy: A full refund is offered if the subscription is cancelled within 14 days of the first payment (cooling-off period). After this, no refunds are generally provided.

• No Setup or Early Termination Fees: Simply Fleet does not charge upfront setup fees or early termination penalties, allowing flexible cancellation without financial penalties.

• Account Deactivation: Upon cancellation or termination, user access to the software is revoked at the end of the billing cycle, and data export should be done prior to this.

• Notification Requirements: Users should provide cancellation notice before the renewal date to avoid automatic charges.

• Data Protection and Privacy: Simply Fleet complies with relevant data privacy regulations by implementing encryption for data in transit and at rest, user access controls, and secure data storage practices.

• Industry Best Practices: The platform follows industry-standard security frameworks such as ISO 27001 for information security management (common among SaaS providers), ensuring robust protection of user data.

• Role-Based Access Control: Compliance with security best practices includes role-based permissions to restrict data access based on user roles.

• Regular Security Audits: Simply Fleet conducts regular security audits and vulnerability assessments to maintain compliance and safeguard data.

• Cloud Security Standards: Hosted on secure cloud infrastructure with firewalls, intrusion detection, and multi-factor authentication, aligning with standards like SOC 2 or equivalent.