Fleet maintenance tracking software
Fleet maintenance tracking software with DOT-ready records built in
Orange Fleet lets you track maintenance for every vehicle and keep the vehicle files a DOT auditor asks for.
Those records sit in the same app as your driver qualification files, so vehicle and driver compliance are in one place instead of split across spreadsheets, folders and separate tools.
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What fleet maintenance tracking software does
Fleet maintenance tracking software keeps a maintenance history for each vehicle and holds that vehicle's records in one place.
It replaces the spreadsheets, whiteboards and paper folders many fleets use to remember what was done to which unit and when. When someone needs a vehicle's history, it is in one record rather than spread across desks and inboxes.
For a DOT-regulated fleet, the same records also serve as the paperwork an auditor may ask to see.
The maintenance records DOT requires (49 CFR 396.3)
49 CFR 396.3 requires a motor carrier to keep maintenance records for each vehicle it controls for 30 consecutive days or more. The points below summarise the rule. They are general guidance on the regulation, not a list of Orange Fleet features.
Summary only. Check the current eCFR text.
Auditors check these records. See what happens in a DOT audit.
What each vehicle's record must show
- Vehicle identification: the company number (if the vehicle is marked), make, serial number, year and tire size, plus the owner's name if the carrier doesn't own the vehicle.
- A means to show the nature and due date of the inspection and maintenance operations to be performed.
- A record of inspections, repairs and maintenance that shows their date and nature.
- For buses: records of tests on push-out windows, emergency doors and emergency-door marking lights.
How long to keep the records
Keep the records for 1 year where the vehicle is housed or maintained, and for 6 months after the vehicle leaves the carrier's control.
Vehicle files and maintenance tracking in Orange Fleet
Orange Fleet keeps a vehicle file for each unit and tracks its maintenance, so the records sit together when an auditor asks.
Instead of pulling a vehicle's documents from one place and its maintenance history from another, you open the vehicle and find both.
Preventive maintenance
Set preventive maintenance schedules for each vehicle and see which services are coming due on the dashboard, so work is planned before it becomes a breakdown.
Annual inspections
Keep each vehicle's annual inspection with the unit and see when the next one is due, with a reminder before it expires.
Custom inspections
Create your own inspection types for anything your fleet checks, and keep the results in the vehicle's file alongside its maintenance history.
Maintenance and driver compliance in the same app
The difference from maintenance-only tools is that Orange Fleet also holds your driver compliance records.
Driver DQ files, including driver abstracts and medical cards with automatic expiry reminders to both the driver and the fleet manager, sit in the same app as your vehicle files and maintenance. The online driver application is there too: it moves through driver application review, HR approval, road test, medical and background check, then becomes the driver's DQ file. Orange Fleet tracks those stages; it does not order or perform them.
Read more about DQ file management software, driver hiring software and the wider DOT compliance app.
Who it's for
Orange Fleet is for fleets that run DOT-regulated vehicles and need their vehicle and driver records in order. That includes:
- Trucking and logistics fleets.
- Bus and motorcoach operators.
- Construction and trades fleets with DOT-regulated vehicles.
Running in Canada too?
Canadian fleets can keep NSC compliance paperwork in the same app.
Fleet maintenance FAQ
What is fleet maintenance tracking software?
It is software that keeps a maintenance history for each vehicle and holds that vehicle's records in one place, instead of on spreadsheets, whiteboards or paper.
What maintenance records does the DOT require?
Under 49 CFR 396.3, for each vehicle controlled for 30 consecutive days or more: vehicle identification (company number if marked, make, serial number, year, tire size, and owner's name if not owned by the carrier); a means to show the nature and due date of inspection and maintenance operations; and a record of inspections, repairs and maintenance with their date and nature. Buses also need records of push-out window, emergency door and emergency-door marking light tests. Check the current eCFR text.
How long do you have to keep vehicle maintenance records?
For 1 year where the vehicle is housed or maintained, and for 6 months after the vehicle leaves your control.
Do I need a written maintenance schedule?
49 CFR 396.3(b)(2) requires a means of showing the nature and due date of the inspection and maintenance operations to be performed.
Does Orange Fleet track preventive maintenance and annual inspections?
Yes. You can set preventive maintenance schedules per vehicle, track annual inspections with their next due date, and create custom inspection types.
Are driver files in the same app?
Yes. Driver DQ files, the online driver application and vehicle files are all in Orange Fleet.
Is there a free trial?
Yes, 30 days. See pricing.