Fleet Management System Design and Development (Case Study)

Project Plan

Task

Design & development of a fleet management system

Team

PM, Business Analyst, UX Researcher, UI/UX Designer, 2 Front-end Developers, 2 Back-end Developers, QA, DevOps

Duration

6 month

Scope

40 web screens

Overview

A customer found us online, researching for a provider who can handle a challenging project aimed at car park control, with rich features for each vehicle condition monitoring, optimizing logistics, and collecting and analyzing data to enhance drivers’ efficiency and productivity. Additionally, it had to represent a user-friendly experience and remain scalable as the number of vehicles increases rapidly.

While we were partners, we focused on core business goals, insights about users’ needs, trends, and design nuances that will become a significant part of this system. Our team also worked on defining a reliable and intuitive interface that is easy to use across a plethora of workers.

Deliverables

Results

Our initial research shaped detailed user personas and journey maps, guiding development toward a high-demand solution. Data-driven decisions boosted operational efficiency, while automation cut manual tasks by 30%. AutoPulse’s AI-powered maintenance predictions increased fleet efficiency by 30%, processing over 500,000 vehicle data points weekly and improving driver response times by 25% for safer, more reliable operations.

The platform maintained 99.95% uptime for mission-critical features. Its architecture was designed to scale across multi-fleet enterprise deployments, keeping maintenance costs in check and ensuring consistently high performance. This balance of scalability and reliability makes AutoPulse a robust choice for large-scale fleet management.

Dashboard

Rented fleet

Vehicles

Fuel management

Clients

Reports

Dashboard

Rented fleet

Vehicles

Fuel management

Clients

Reports

Information Architecture

Organizing data for quick access took center stage. We structured dashboards and key metrics so admins spend less time searching and inputting, cutting down on errors and speeding up decisions. The system’s modular back-end supports scalable APIs, while PostgreSQL stores user and vehicle details.

Redis and WebSockets handle live updates like alerts and tracking, keeping information fresh without delay. Microservices run in Docker containers on AWS ECS, with storage and monitoring via S3 and CloudWatch. Google Maps API powers dynamic mapping and navigation for a complete operational view.

Information Architecture

Technologies We Used

The goal was clear: build a resilient platform that grows with AutoPulse, handling high loads and real-time demands without missing a beat.

Front-end

React.js

Back-end & API

NestJS

GraphQL

Data & Realtime

PostgreSQL

Redis

WebSockets

Infrastructure

AWS

Docker

Integrations

Firebase Auth

Stripe API

OpenAI API

Google Maps API

Security

Securing AutoPulse’s ecosystem meant locking down user identity and vehicle telemetry alike:

Back-end-driven role control with JWT tokens ensures tight authorization.

Operational stability and threat monitoring are handled through AWS CloudWatch.

Identity and sessions are managed by Firebase Authentication.

Stripe API is integrated under PCI rules for safe billing processes.

Live vehicle feeds are secured via encrypted WebSocket connections.

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Platon Tsybulskiy

CTO

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User persona

Fleet Operations Manager

Age:42

Status:Married

Location:Lyon, France

Proactive

Organized

Tech-savvy

Efficient

Biography

has 15+ years of experience in logistics and transportation. He manages a 150+ vehicle fleet, optimizing operations, costs, and compliance through data-driven decisions. Working closely with drivers and management, he enhances efficiency and minimizes risks. Passionate about technology and innovation, he focuses on improving safety, fuel efficiency, and vehicle lifespan.

Personality

Loyal

Frickle

Introvert

Extravert

Analytical

Creative

Goals

Improve fleet efficiency
Ensure driver safety & compliance
Cut operational costs
Adopt new technology

Motivation

Cost savings
Smoother operations
Technological advancement
Environmental impact

Needs

Real-time fleet tracking
Automated reporting
User-friendly software
Regulatory compliance tools

Frustration

Unreliable data
High fuel costs
Driver non-compliance
Complex software

Fleet Operations Manager

Age:42

Status:Married

Location:Lyon, France

Proactive

Organized

Tech-savvy

Efficient

Biography

Personality

Loyal

Frickle

Introvert

Extravert

Analytical

Creative

Goals

Improve fleet efficiency
Ensure driver safety & compliance
Cut operational costs
Adopt new technology

Motivation

Cost savings
Smoother operations
Technological advancement
Environmental impact

Needs

Real-time fleet tracking
Automated reporting
User-friendly software
Regulatory compliance tools

Frustration

Unreliable data
High fuel costs
Driver non-compliance
Complex software

User journey map

	Entice	Enter	Engage	Exit	Entend
Touch Points	Case study campaign Free trial Personalized onboarding Competitive comparison	Simplified registration Feature walkthrough Pre-built report templates Tracking integrations	Customizable dashboard Notifications for critical events Functional app for on-the-go management Real-time analytics for live insights into fleet operations	Data export options EPR integration Data retention policy Assisted off-boarding	Loyalty program Advanced training Referral program Proactive support

	Research	Sign Up	Platform usage	Achievements	Share experience
User goals	Comparing features Reading reviews & testimonials Requesting a demo Consulting industry peers	Quick account creation Guided setup Personalized dashboard setup Instant GPS & data sync	Real-time fleet tracking of routes & locations Automated maintenance alerts Fuel consumption insights Driver behavior analysis to enhance efficiency and safety	Cost reduction Increased operational efficiency Improved compliance & safety Better decision-making	Participate in case studies Refer colleagues Provide product feedback
User questions	What features does it have? What do users say? How much does it cost? Can I try it for free?	Is sign-up fast? Can I import fleet data? How do I customize it? How do I connect GPS?	How do I monitor my fleet in real time? Can I get automatic alerts? How can I optimize routes? How do I access reports?	How much have I saved? Are my drivers better? Is my fleet more reliable? Am I making smarter decisions?	Can I leave a review? Can I refer others? Can I suggest improvements?
Solutions	Feature comparison table Customer success stories Transparent pricing Free trial & live demo	One-click registration Automated fleet import Interactive setup guide Pre-configured dashboards	Live GPS tracking Smart alerts & notifications Route optimization tool Customizable reports	Cost savings dashboard Driver performance list Fleet reports Data-driven decision tools	User ratings & reviews Referral incentives Case study program

	Entice	Enter
Touch Points	Case study campaign Free trial Personalized onboarding Competitive comparison	Simplified registration Feature walkthrough Pre-built report templates Tracking integrations

	Research	Sign Up
User goals	Comparing features Reading reviews & testimonials Requesting a demo Consulting industry peers	Quick account creation Guided setup Personalized dashboard setup Instant GPS & data sync
User questions	What features does it have? What do users say? How much does it cost? Can I try it for free?	Is sign-up fast? Can I import fleet data? How do I customize it? How do I connect GPS?
Solutions	Feature comparison table Customer success stories Transparent pricing Free trial & live demo	One-click registration Automated fleet import Interactive setup guide Pre-configured dashboards

	Engage
Touch Points	Customizable dashboard Notifications for critical events Functional app for on-the-go management Real-time analytics for live insights into fleet operations

	Platform usage
User goals	Real-time fleet tracking of routes & locations Automated maintenance alerts Fuel consumption insights Driver behavior analysis to enhance efficiency and safety
User questions	How do I monitor my fleet in real time? Can I get automatic alerts? How can I optimize routes? How do I access reports?
Solutions	Live GPS tracking Smart alerts & notifications Route optimization tool Customizable reports

	Exit	Entend
Touch Points	Data export options EPR integration Data retention policy Assisted off-boarding	Loyalty program Advanced training Referral program Proactive support

	Achievements	Share experience
User goals	Cost reduction Increased operational efficiency Improved compliance & safety Better decision-making	Participate in case studies Refer colleagues Provide product feedback
User questions	How much have I saved? Are my drivers better? Is my fleet more reliable? Am I making smarter decisions?	Can I leave a review? Can I refer others? Can I suggest improvements?
Solutions	Cost savings dashboard Driver performance list Fleet reports Data-driven decision tools	User ratings & reviews Referral incentives Case study program

Functionality

Keeping tabs on complex fleet activities requires simplicity and precision. These features deliver both, helping users navigate tasks without missing a beat:

Vehicles Overview

A comprehensive recap is a vital part of a fleet management system, so we created brief yet detailed cards for every car, providing information about their number, tear, colors, lead volume, documents, and the ability to check the whole data. This page also allows users to add new vehicles and filter out the available ones.

Rented Fleet Details

Our customer wanted to take full control over rental details, that’s why the Kanban board has become the solution, with “New,” “In progress,” and Completed” orders. We have also provided an opportunity to open details and track orders, receive information about the driver, destinations, and more.

Reports Page

All the conducted inspections are stored in one place, with a feature that allows admins to overview them according to the type (annual data summary and else), use advanced filters, and preview investigation results and details to receive a full picture of submissions conducted.