The hidden costs of “That's how we always did it”
When you think of digitization, you imagine AI, automation, and big platforms. But in many medium-sized companies, real progress starts much more easily.
For example at Safety4You. A successful rail service company in Austria that operates over 140 vehicles. The vehicle fleet wasn't their core business — it was simply something that had to “run.”
The solution? A whiteboard, a few Excel spreadsheets, and WhatsApp messages.
Until it “somehow works” took too much time, mistakes and missed deadlines.
They then asked themselves another question:
“What if we just had an app that could do exactly what we need — nothing more, nothing less?”
The hidden complexity of modern fleet management
Fleets should be the last thing a railway company needs to think about. And yet that was exactly what became a daily challenge at Safety4You. Vehicles in use, drivers are constantly changing, paperwork piles up.
- Who drove which car last week?
- When is the next insurance due?
- Has the radar detector been killed?
The answers were distributed in:
- Manual submission forms
- Paper folders
- WhatsApp messages
- A whiteboard that only made sense on site
When the fleet manager was ill, everything stopped. And the more vehicles were added, the more difficult it became to keep track
Why standard solutions were not an option
There is enough software for fleet management on the Internet. But for Safety4You, they were all:
- Too cluttered with features that no one needs
- Too expensive for a secondary topic
- Too inflexible for real everyday work
What they didn't need was a platform. It's just a simple internal tool that fits your everyday life.
The simple solution to a complex problem
Together with Safety4You, we asked a simple question:
“What if all this information was just in one place?”
Three days later, a whiteboard had become an intelligent digital system.
The app didn't want to be able to do everything. Only what counts:
- Store vehicle data centrally
- Track usage & allocation
- Process digital transfers including signatures
- Store documents & histories for each vehicle
- Everything is mobile, everything is immediately available
The result: full control with minimal effort.
Features that make fleet management easy
Intelligent vehicle tracking
Every vehicle in the fleet now has its own digital identity. Insurance details, leasing contracts, maintenance records and maintenance histories are immediately available. Fleet managers can quickly filter vehicles by insurance provider, lease end date, or availability status.
Intelligent allocation system
Gone are the days when you asked yourself who has which vehicle. The app allows managers, employees, or external users to assign vehicles with just a few taps. For every task, a digital handover report is automatically generated, which includes electronic signatures and immediate email confirmations.
Real-Time Availability Management
Finding an available vehicle used to mean going to the whiteboard and hoping it was up to date. Now managers can instantly see which vehicles are available, who is using each vehicle, and when they're being returned. Filters make it easy to find the right vehicle for every need.
Document and history management
Every vehicle can now retain its complete history. Service reports, accident documentation and important information can be saved directly in the profile of each vehicle. When someone needs to check a vehicle's recent number numbers or driving history, they have everything at their fingertips.
The result: less stress, more control
The app wasn't just about managing vehicles — it was about making things easier for people. Drivers now have instant access to important information via their phones. You can quickly find emergency contacts, find approved service stations, and access insurance information when needed.
The app not only accelerated but also improved:
- No searching in old messages
- No missed deadlines
- No paper chaos
Instead:
- Complete fleet management from a mobile phone
- Assignments in seconds — even across departments
- Always an eye on history & compliance
- Controlled access for insurance companies & leasing partners
Unexpected benefits
The digital transformation extended beyond Safety4You's internal processes. Your insurance providers now have limited access to relevant vehicle information, streamlining claims processing and policy management. The transparent system has improved relationships with leasing companies and service providers.
“I now manage over 100 cars simply on my mobile phone. In two weeks, I had an app that had previously replaced Excel & Whiteboard.” — Thomas, authorized signatory & fleet manager
You don't need a big platform. You need a system that fits.
There are lots of powerful tools out there. But many internal processes don't need complex systems — they need the right one.
This tailor-made app saves Safety4You thousands of euros every year — without additional staff, without expensive licenses, without major changes.
Built with Glide Implemented by Kwapso. Tailored for your everyday life.
What began as a replacement for a whiteboard is now an important business tool.
Safety4You's story shows: Digitalization doesn't have to be complicated.
The biggest changes often start with small solutions to everyday problems.
Sometimes the most effective app isn't in the App Store — it's the very tool that makes your everyday work easier.
Do you want to see what such an app could look like for you?
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