Managing Private and Business Vehicle Usage with Logifleet360°

Olivier, a fleet manager, oversees vehicles for teams with specific policies. In the Winterthur team, employees are allowed to use company cars for private purposes under a cost-sharing model once they exceed a kilometer threshold. In contrast, the Lausanne team can take cars home to commute between home and work but are not permitted to use them for personal purposes.

The Fastest Way To Assist

One Button, Two Modes

For the Winterthur team, Olivier asked Logifleet’s technician to install a business/private button. This button allows drivers to prevent Logifleet360°’s users from accessing the location of their vehicles when they are being used for family or private purposes. By activating the private button, Logifleet360° ensures that the company complies with data protection laws while still recording the total kilometers driven in private mode by day, week, or month.

Using the Journey Report to Support HR Payroll Processing

By using the journey report, Nadia from the back-office team can each month quickly and easily obtain the total kilometers driven during the month, along with the breakdown between private and business modes. With this data, the back-office can easily inform the HR payroll team of the amount that must be deducted from each employee's monthly salary. At this stage, the information is shared through an Excel spreadsheet. Later in this article, we will see how Olivier managed to further optimize this semi-automated process.

Using Journey Reports to Identify Unauthorized Vehicle Use

After consulting the journey report, Olivier noticed that vehicles were sometimes being driven after 19:00 and on weekends. Using advanced filters in the journey report, he was able to calculate the kilometers driven outside business hours (after 19:00 and on weekends) and precisely identify non-compliant trips.

Now let us return to the Lausanne team, for which Olivier did not need the business/private option since employees are not allowed to use company vehicles for private purposes. The HR team clearly informed all employees about the internal policy, both in a general meeting and through a personal letter. The policy states that vehicles must be parked in the designated night parking spot by 19:00 on weekdays and cannot be used on weekends, except for piquet interventions.

Monitoring Vehicle Use with Simple Alerts

For the Lausanne team, Olivier created a rule called “Vehicle Moving Outside Business Hours”. For proactive notifications, he could choose pop-up, email, SMS, or even audio alerts. Finally, he subscribed to the Logifleet360° Notification Report, which automatically provides a summary showing the number of times per driver and per month that the car usage policy was not respected. Furthermore, the drivers’ manager could add comments to the alerts to inform HR and Olivier whether the movement was due to piquet service. Like every Logifleet360° report, the HR team could export the data into Excel to perform a global analysis.

To measure the frequency and document whether these events were significant, Olivier, with help from the HR team, decided to explore the powerful Logifleet360° feature called Business Rules, which allows alerts to be generated and documented based on specific event, hour, and geofencing conditions.

After one and a half years of using Logifleet, Olivier’s business had grown significantly, with more cars and mobile assets connected to Logifleet in Winterthur and Lausanne. The automation of back-office processes, particularly the monthly payroll, became a priority for him. Logifleet360°’s REST APIs enabled Olivier’s IT department to automatically transfer, every month, the amount in CHF corresponding to the kilometers driven in private mode that must be deducted from the salaries of employees in the Winterthur office. With this automation in place, the back-office team was able to focus on other important tasks.