Fleet Management for Security Companies

A mobile patrol car fails its MOT and nobody knew it was due. Or a guard reports a knock in the gearbox three weeks after it started, because there was never anywhere obvious to say so straight after the drive.

What most firms do today

A whiteboard with MOT dates chalked on, or a spreadsheet someone updates when they remember. Daily checks, if they happen at all, go on a paper pad in the glovebox that never makes it back to the office.

How TacDesk manages your fleet

Every vehicle gets a record: registration, make, model, year and colour, plus MOT due date, tax due date, insurance expiry, and a service due date or mileage. TacDesk also tracks the last recorded mileage, who last drove it, and which client site it's assigned to if it's dedicated to one contract. A vehicle's status is active, in maintenance or retired, so off-road vehicles don't clutter the list guards pick from.

The daily check happens on the guard's phone. They pick their vehicle from the list, log the current mileage, and go through a checklist grouped into three sections: exterior (bodywork, lights, beacon, tyres, windows, number plates), interior (dashboard warnings, horn, wipers, seatbelts, cleanliness) and fluids (fuel, oil, coolant, washer). Each item is marked pass, fail or not checked, and there's a notes field for anything else. The guard's location is captured automatically when they submit, so there's a record of where the check was done, not just when.

A failed item doesn't just sit in a checklist. If anything's marked fail, the guard is prompted there and then to submit a full defect report, so a problem found on a Tuesday morning check doesn't wait for someone to notice it later.

Managers get a filterable check history, not just a pile of forms: by vehicle, by pass/fail/partial status, and by date range, so you can see which vehicle has been failing checks or which driver hasn't logged one in a while.

Why it matters

Daily checks become something you can actually evidence, not just something you told your drivers to do. Driving a vehicle without a valid MOT is a legal requirement you carry as the operator, and a check log that actually exists is worth more than a policy that says checks happen.

Defect reporting stops depending on memory. The report starts at the point of the failed check, while the detail is fresh, not three weeks later when someone finally mentions the noise.

One place to see the whole fleet, rather than a vehicle's MOT date living in one person's head and its mileage in someone else's notebook.

Where it sits

Fleet Management, including the vehicle register and daily check app, is included on TacPro and TacCommand. On TacStarter it's a paid add-on, and it isn't available on TacFree. The pricing page has the current add-on price.

Automatic DVLA lookups for MOT and tax status, rather than dates you enter by hand, are a separate add-on on top of Fleet Management: see DVLA vehicle checks. If you're tracking uniform, radios and other equipment issued to guards rather than vehicles, that's kit and inventory management.

Start free on TacFree for your rota and clock-ins, then book a demo to see Fleet Management on a paid plan.