Care Home Fleets
Fleet Management Software for UK Care Homes
Residential care homes rely on their minibus and pool vehicles for far more than routine errands — resident outings, hospital appointments, family visits, and staff travel between sites all depend on a vehicle being available, roadworthy, and accounted for. FleetGS gives care homes live GPS tracking for every journey, digital vehicle checks, and job scheduling built for a small, mixed-use fleet.
The fleet management challenge for UK care homes
A care home's vehicles rarely run to a single purpose. The same minibus might take residents on a supervised day trip in the morning, ferry someone to a hospital appointment at short notice in the afternoon, and support a family visit run in the evening — often with different staff driving each leg. Without a shared, live view of where a vehicle is and who's using it, admin teams end up relying on phone calls and memory to answer a simple question: is the minibus back yet, and where did it go?
On top of scheduling pressure, care homes carry real regulatory weight around resident safety. CQC inspections look closely at how a home manages the transport of residents who may need close supervision, and a documented record of who travelled, in which vehicle, for how long, supports that oversight directly. Multi-site care groups add another layer — pool cars shared between managers and visiting staff need the same visibility as resident-facing minibuses, just for a different purpose.
FleetGS brings live GPS tracking for every vehicle, job scheduling for outings and pool car bookings, digital walkaround checks, and site geofencing together in one platform — giving care homes the day-to-day operational clarity resident transport demands and the documented record CQC oversight expects.
- Live GPS tracking for resident minibuses and staff pool cars
- Job scheduling for outings, appointments, and pool car bookings
- Digital walkaround checks with photo evidence for every vehicle
- Geofencing for the care home site and supply drop-off points
- Searchable journey history by vehicle, driver, and date
- MOT, service, and insurance renewal tracking
- GPS timesheets that verify driver time for shift billing
- Works with existing hardware: RAM Tracking, Teltonika, Geotab, Webfleet, and more
Where FleetGS fits in a care home's operation
FleetGS covers the vehicle and journey side of a care home's transport:
- Resident day trips and social outings
- Hospital and GP appointment transport
- Family visit and short-notice journeys
- Shared pool cars for managers and visiting staff
- Laundry, supply, and equipment delivery vans
- Single homes up to multi-site care groups
Typical results for a 5-vehicle care home fleet
Live view
Every minibus and pool car
Instant
Journey history lookup
48 hrs
Go-live with driver app
1 view
Whole fleet, one dashboard
How care homes use FleetGS
Resident outing tracking
Live GPS visibility for every minibus journey — day trips, hospital appointments, and family visits — with a timestamped record of departure and return.
Learn more →Pool vehicle scheduling
Assign shared pool cars to staff via the app, cutting down duplicate bookings and time spent chasing keys across a busy care rota.
Learn more →Digital pre-use checks
Walkaround checks for minibuses and pool cars, with photo evidence of any defect, supporting both roadworthiness and CQC transport evidence.
Learn more →Depot and site geofencing
Virtual boundaries around the care home site and any supply drop-off points, with alerts if a vehicle moves outside expected hours or areas.
Learn more →Why care homes need dedicated fleet visibility
A resident outing isn't a routine errand — it's a journey involving people who may need close supervision, and families and inspectors alike expect a home to know exactly where a resident is at any point during transport. An admin team working from memory or a paper diary can't reliably confirm a minibus's location or return time without a phone call to the driver, which is slow at best and unavailable if the driver is behind the wheel.
FleetGS's live GPS tracking solves that directly, showing every vehicle's position on one map so an admin team can answer a family's question or confirm a return time without disturbing the driver. Job scheduling keeps outings, appointments, and pool car bookings organised on one screen, cutting down the double-bookings and key-chasing that come with shared vehicles across a busy rota.
For CQC oversight, a documented, exportable journey history and vehicle condition record gives a home ready evidence of how resident transport is managed, without scrambling to reconstruct a paper trail before an inspection. Digital walkaround checks keep the vehicles themselves roadworthy and compliant, with photo evidence stored against each one, while geofencing around the home's site flags unexpected vehicle movement outside agreed hours.
For homes weighing up driver checks and licensing requirements more broadly, our driver licence checks guide covers what to verify before putting staff behind the wheel. For general compliance requirements, see our DVSA compliance guide.
Pricing for care home fleets
One flat rate covers the entire fleet — no per-vehicle fees, no hidden charges.
Starter
£45/mo
Up to 10 vehicles
Growth
£129/mo
Up to 40 vehicles
Scale
£299/mo
Up to 200 vehicles
Frequently asked questions — fleet management for care homes
Yes. FleetGS's Starter plan covers up to 10 vehicles for £45/month, which fits most single-site care homes running a resident minibus, a staff pool car, and perhaps a supplies van. There's no minimum vehicle count and no long-term contract, so a home can trial the platform on its existing minibus before deciding whether to extend it to other vehicles.
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