What to Include in Your Fleet Maintenance Dashboard

Written By Maryna Albul

When you manage a fleet, you’re not just tracking trucks — you’re managing uptime, cost, safety, and performance all at once. At Sounders Truck Repair, we’ve seen how the right maintenance dashboard can transform chaos into clarity, helping fleets catch small problems before they become expensive breakdowns. 

In this guide, we’ll show you what to include in your fleet maintenance dashboard, which KPIs really matter, and how to make your data work for you — not against you. 

Why a Fleet Maintenance Dashboard Matters 

A modern fleet generates thousands of data points — from fault codes and engine hours to service logs and cost reports. Without a proper dashboard, that data sits in spreadsheets or, worse, gets lost between emails. 

A fleet maintenance dashboard brings all of that information together in one place, giving you real-time visibility into: 

  • Vehicle health and downtime 

  • Preventive maintenance compliance 

  • Repair costs and trends 

  • Safety and inspection readiness 

It’s not just about numbers — it’s about spotting early signs of trouble before a truck ends up on the side of the highway. According to Michelin Connected Fleet, tracking the right KPIs can reduce downtime and extend vehicle lifespan significantly. 

At Sounders Truck Repair, we use these insights daily to help our partners keep trucks on the road longer and lower their total cost of ownership. 

Core Elements of an Effective Dashboard 

The best dashboards are built around clarity, consistency, and actionability. Here’s what every fleet maintenance dashboard should include: 

1. Reliable Data Sources 

Your dashboard should automatically collect information from: 

  • Vehicle telematics (mileage, fault codes, engine hours) 

  • Work-order history 

  • Preventive maintenance schedules 

  • Parts inventory and supplier lead times 

  • Cost tracking and downtime logs 

Automation prevents errors and ensures that every KPI you see is up-to-date and accurate. 

2. Clear Layout and Visibility 

A great dashboard should answer key questions at a glance. For example: 

  • How many trucks are currently down? 

  • What’s our average cost per mile this month? 

  • Which vehicles are overdue for preventive maintenance? 

We recommend using color-coded widgets, charts, and alerts — red for overdue PMs, yellow for approaching service intervals, and green for on-track performance. 

3. Role-Specific Views 

Not everyone needs the same data. 

  • Fleet managers need an overview of uptime, cost, and compliance. 

  • Technicians benefit from detailed vehicle histories and open work orders. 

  • Parts managers focus on inventory levels and supplier delivery times. 

The goal is to help each person act faster and smarter. 

Fleet Maintenance KPIs That Matter Most 

Your dashboard’s value depends on the KPIs you choose to track. These are the metrics we recommend for any fleet that wants to improve reliability and reduce costs. 

Cost Efficiency 

  • Cost per Mile (or per Engine Hour) – How much you spend to keep each truck running. 

  • Maintenance Cost by Vehicle – Identify which assets drain the most money. 

  • Repair vs. Preventive Maintenance Ratio – Shows how proactive your program really is. 

  • Budget Adherence – Compares planned vs. actual maintenance costs. 

For more insights on cost-tracking methods read here  

Reliability and Uptime 

  • Vehicle Downtime (%) – The percentage of time a truck is unavailable due to repairs. 

  • Mean Time Between Failures (MTBF) – Measures how long each vehicle runs before breaking down. 

  • Mean Time to Repair (MTTR) – How long it takes to complete a repair once it starts. 

  • Planned vs. Unplanned Maintenance Ratio – Ideally, 80% of your maintenance should be planned. 

  • Vehicle Utilization Rate – Tracks how efficiently you’re using your assets. 

According to DataDis, fleets that track these KPIs reduce downtime by up to 20%. 

Quality, Safety & Compliance 

  • Preventive Maintenance Compliance Rate – The percentage of scheduled PMs completed on time. 

  • Inspection Pass Rate – How often your trucks pass DVIR or DOT inspections on the first try. 

  • Recurring Fault Rate – Identifies vehicles that need repeated repairs for the same issue. 

  • Supplier Lead Time Performance – Measures how quickly you receive critical parts. 

Tracking these metrics helps you stay ahead of compliance requirements and prevent repeat failures. 

Strategic Metrics for Long-Term Planning 

  • Total Cost of Ownership (TCO) – Understand when repair costs outweigh replacement. 

  • Maintenance Backlog – The number of open work orders waiting for completion. 

  • Parts Inventory Turnover – How often you restock and how efficiently you use parts. 

  • Trend Analysis – Comparing this quarter’s costs, downtime, and compliance rates to the last. 

These numbers tell you where your fleet is heading — and help justify future investments or replacements.

Making Your Dashboard Work for You 

Having data is one thing — using it effectively is another. Here are some best practices we recommend to all our fleet partners: 

Set Clear Alerts 

  • Use thresholds and color codes to flag overdue maintenance or high downtime. 

  • Example: when a truck’s downtime exceeds 72 hours, it triggers a red alert. 

Review Regularly 

  • Daily: work orders and downtime. 

  • Monthly: cost per mile, parts delays, preventive compliance. 

  • Quarterly: trend reviews, replacement planning. 

Drill Down to the Root Cause 

  • Don’t stop at the surface numbers. Check why certain vehicles cost more or fail more often — driver habits, routes, or parts quality often play a role. 

Connect Dashboard Data to Business Goals 

  • When you can show improved uptime and lower maintenance costs, it’s easier to demonstrate ROI to your leadership team or clients. 

Example Dashboard Setup 

Top Row (Quick Overview): 

  • Total Fleet Downtime (hrs/month) 

  • Average Cost per Mile 

  • Preventive Maintenance Compliance (%) 

  • Work-Order Backlog 

Middle Row (Operational Details): 

  • Top 5 Vehicles by Downtime 

  • Monthly Maintenance Cost Trend 

  • Supplier Lead Time Average 

  • Planned vs. Unplanned Maintenance 

Bottom Row (Safety & Strategic View): 

  • Inspection Pass Rate 

  • Vehicle Utilization (%) 

  • Recurring Faults 

  • Replacement Candidates 

Each tile or widget should be interactive, allowing managers to click for deeper insights — cost breakdowns, repair timelines, or technician notes. 

Final Thoughts 

A well-built fleet maintenance dashboard is more than a reporting tool — it’s a decision-making system. It turns raw data into real-time insight and gives you the control to manage costs, uptime, and compliance more effectively. 

At Sounders Truck Repair, we believe smarter maintenance starts with smarter data. By tracking the right KPIs, integrating your systems, and turning trends into action, your fleet can stay safe, compliant, and profitable — mile after mile. 

   

Maryna Albul
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