Fleet Operations Platform Cuts Service Delays by 40% with Real-Time Job Management

Technology

React
Node.js
Ruby on Rails
PostgreSQL
Redis
AWS

Platform

Android & iOS
Website

Overview

The client faced increasing operational challenges as their tire service platform grew, with slow job creation, limited visibility across stakeholders, and heavy reliance on manual coordination. Managing multiple dealers, fleet requests, and service workflows within the existing system led to delays and inefficiencies in day-to-day operations.

To address this, the client, a UK-based tire service and fleet operations provider, partnered with Vrinsoft to modernize their system and support faster workflows, real-time coordination, and better control across their network. We developed a connected platform with a web system and mobile apps for dealers and fleet users, enabling centralized job management, real-time updates, and smoother communication across all stakeholders.

Project Highlights

                                                                    Transitioned a legacy tire service platform into a scalable system while maintaining uninterrupted operations
Redesigned job creation workflows to reduce input dependency and improve execution speed
Established real-time job tracking across web and mobile interfaces
Introduced role-based workflows tailored for fleet users, dealers, and operators
Enabled intelligent job allocation based on location, branch structure, and availability
Built mobile applications to support on-field job handling and updates
Improved visibility across multi-company and multi-branch environments 
Enabled dealers to manage both network-driven and independent service requests 

                                                            

Goals

                                                                    Reduce friction in job creation so requests can be logged quickly with minimal required data
Create a unified system to manage jobs, users, networks, and workflows from a single interface 
Provide real-time job visibility to reduce reliance on manual coordination
Support multiple service scenarios across fleet, dealer, and operator interactions 
Allow independent dealer operations alongside centralized network workflows
Improve usability across both desktop and mobile environments
Resolve visibility gaps in multi-company and multi-branch setups
Develop a system that can support increasing operational volume and future expansion

                                                            

Strategy

                                                                    Adopted a phased modernization approach to upgrade system without interrupting ongoing operations
Preserved existing business logic while improving overall scalability and long-term system stability
Reworked user interface to deliver faster performance and a more intuitive user experience
Enabled real-time communication to support instant updates and better coordination across users
Redesigned workflows with minimal input approach to accelerate job creation and updates
Improved job allocation logic using location, availability, and network-based decision factors

                                                            

Outcomes

                                                                    Job creation became much faster, with workflows reducing effort and cutting time by around 40–50%
Real-time tracking brought better coordination across teams, improving response and follow-up speed noticeably
Centralized management reduced operational overhead, leading to roughly 30–35% improvement in efficiency
Job allocation became more reliable as visibility improved, increasing accuracy by nearly 35–40%

                                                            

Our Client

The client operates a tire service and fleet support business that manages roadside assistance, maintenance, and replacement services through a distributed dealer network. With increasing demand and expanding operations, they required a system that could simplify coordination while maintaining service reliability.

Client Requirements

Develop a web and mobile platform for managing service jobs
Simplify the process of creating and managing jobs
Provide real-time updates and tracking capabilities
Support multiple user roles including fleet, dealer, and operator
Enable location-based job allocation
Allow independent dealer operations alongside network workflows
Improve visibility across companies and branches
Build a system capable of handling growth and higher load

Proposed Solution

A modern platform was developed to support both centralized operations and distributed service handling. The solution combined a responsive web interface with dedicated mobile applications for dealers and fleet users, allowing job creation, updates, and tracking from any location.

The architecture followed a hybrid approach, where existing backend systems continued to support core processes while new technologies improved performance and responsiveness. Real-time updates, simplified workflows, and improved visibility across roles allowed faster decision-making and reduced operational delays.

The system now supports efficient coordination across all stakeholders, while reducing manual effort and improving service delivery consistency.

Why We Chose This Solution

To support large-scale service operations, real-time coordination, and multi-user workflows, we selected a technology stack that enables centralized control, scalable architecture, and consistent performance across web and mobile platforms.

A fast and responsive interface was delivered using React to improve usability across workflows
Scalable APIs and real-time communication were handled through Node.js for live job tracking and updates
Existing business logic was preserved using Ruby on Rails to maintain system stability during modernization
Reliable and efficient data handling was achieved with PostgreSQL for complex job and network relationships
System performance was improved using Redis for caching and real-time messaging support
Cloud infrastructure on AWS enabled scalability, security, and high availability for growing operations

Benefits of This Solution

The new platform transformed how service operations are managed across the network. Faster job handling, improved visibility, and real-time coordination reduced delays and improved service reliability.

Dealers and fleet users can now act with better clarity, while operators manage workflows with improved control. The system supports both structured network operations and independent dealer workflows, which adds flexibility without increasing complexity.

This positions the client to handle higher volumes, expand their network, and introduce new capabilities without reworking the core system.

Key Features

Job Creation & Management

Introduced a simplified job creation process that allows users to log service requests quickly with minimal input, while still supporting detailed updates later as required.

Real-Time Job Tracking

Enabled live job status updates across web and mobile platforms, allowing all stakeholders to stay informed without relying on manual communication.

Flexible Job Workflows

Supported multiple service scenarios including fleet-to-dealer, dealer-to-dealer, and operator-managed workflows, ensuring the system adapts to different operational needs.

Intelligent Job Allocation

Implemented location and availability-based assignment logic to route jobs to the most suitable dealer or service provider within the network.

Network & Dealer Visibility

Improved visibility across dealer networks, branches, and companies, allowing users to access only relevant data and avoid operational confusion.

Local Job Handling

Enabled dealers to manage their own customer requests independently while still participating in network-driven job assignments when required.

Mobile Access for Field Operations

Developed dedicated mobile applications that allow dealers and fleet users to create, update, and track jobs directly from the field.

Notifications & Communication

Integrated real-time notifications and system updates to reduce delays, improve coordination, and keep all parties aligned throughout the job lifecycle.

Service Updates & Documentation

Allowed users to upload job-related details including service notes, images, and status updates, ensuring accurate record-keeping and transparency.

Multi-Role System Support

Designed the platform to support multiple user types including fleet managers, dealers, and operators, each with tailored workflows and responsibilities.

The Result

The client rolled out a modern platform that made it much easier to create, track, and manage service jobs across their network. Users quickly noticed faster workflows and clearer visibility during operations. The web and mobile apps were picked up smoothly by dealers and fleet teams, helping reduce delays and manual coordination. With a scalable system now in place, the client is growing their network and improving service delivery as demand increases.