Digital Operations
Digital Fleet Management
140+ vehicles
managed seamlessly
3 days
from concept to launch
0 paperwork
in daily operations
From Whiteboard Chaos to Digital Fleet Mastery
Fleet management should be the least of a railway company's worries. Yet for Safety4You, keeping track of over 140 vehicles had become a daily challenge that threatened operational efficiency and compliance. Their solution? A whiteboard, some Excel sheets, and hope that nothing would go wrong.
"I manage now over 100 cars in our fleet just from my phone. Within two weeks I had a full Fleet App which was before in Excel Sheets and Whiteboards," shares Thomas Stadlmair, Prokurist and Fleet Manager at Safety4You.
The Hidden Complexity of Modern Fleet Management
Every fleet manager knows the challenge: vehicles are constantly in motion, drivers change daily, and paperwork piles up. For Safety4You, managing their railway service fleet meant tracking everything from employee assignments to insurance renewals across scattered systems.
When a radar ticket arrived, finding the responsible driver meant scrolling through countless WhatsApp messages and Excel sheets. Insurance renewals sometimes slipped through the cracks. Vehicle handovers were documented on paper forms that often vanished before reaching the office.
A Simple Solution to a Complex Problem
Working with Safety4You, we discovered that the best solutions often start with the simplest questions: What if all this information lived in one place? What if managing a fleet was as easy as checking your phone?
Within three days, we transformed their fleet management from a wall-mounted whiteboard to an intelligent digital system. The key was focusing on what fleet managers actually need, not what traditional fleet software thinks they should have.
Features That Make Fleet Management Feel Effortless
Smart Vehicle Tracking
Every vehicle in the fleet now has its digital identity. Insurance details, leasing contracts, maintenance records, and service histories are instantly accessible. Fleet managers can quickly filter vehicles by insurance provider, leasing end date, or availability status.
Intelligent Assignment System
Gone are the days of wondering who has which vehicle. The app allows managers to assign vehicles to employees or external users with just a few taps. Each assignment automatically generates a digital handover protocol, complete with electronic signatures and instant email confirmations.
Real-Time Availability Management
Finding an available vehicle used to mean walking to the whiteboard and hoping it was up to date. Now, managers can instantly see which vehicles are available, who's using each vehicle, and when they'll be returned. Filters make it simple to find the right vehicle for any need.
Document and History Management
Every vehicle can now maintain its complete history. Service reports, accident documentation, and important notes can be stored directly with each vehicle's profile. When someone needs to check a vehicle's past plat numbers or drivers history, it's all there at their fingertips.
The Human Side of Digital Transformation
The app wasn't just about managing vehicles – it was about making people's jobs easier. Drivers now have instant access to important information through their phones. They can quickly find emergency contacts, locate approved service stations, and access insurance information when needed.
Fleet managers can handle most tasks from their mobile devices. Whether they're approving a vehicle handover or checking lease expiration dates, everything is accessible anywhere, anytime.
Unexpected Benefits
The digital transformation reached beyond Safety4You's internal operations. Their insurance providers now have restricted access to relevant vehicle information, streamlining claims processing and policy management. The transparent system has improved relationships with leasing companies and service providers.
Looking to the Future
What started as a solution to replace a whiteboard has become an essential business tool. The platform continues to evolve with new features and capabilities, always focused on making fleet management simpler and more efficient.
Safety4You's experience shows that digital transformation doesn't have to be complicated or time-consuming. Sometimes, the most powerful changes start with simple solutions to everyday problems.
