how to automate rental GPS tracking.
Automate GPS tracking to cut labor, prevent theft, and streamline billing, maintenance, and contactless check-ins for rental fleets with real-time alerts.
Automating GPS tracking for your rental business can save time, reduce costs, and improve security. Instead of manually monitoring vehicles or equipment, automation integrates GPS data with rental management systems to handle tasks like location tracking, billing, and maintenance scheduling. With tools like Lockii, you can:
- Track assets in real-time and get instant alerts for boundary breaches or tampering.
- Automate billing based on actual usage (mileage or runtime).
- Schedule maintenance based on GPS data, reducing costs by 15–30%.
- Operate 24/7 with contactless check-ins and returns, requiring minimal staff involvement.
- Recover stolen assets 45x faster with geofencing and remote immobilization.
Businesses using Lockii report that 95% of bookings require no human intervention, making it easier to scale operations across multiple locations. GPS tracking automation not only simplifies daily tasks but also enhances customer experience with real-time updates and seamless communication.
Want to streamline your rental operations? Automate GPS tracking to save time, cut costs, and protect your assets.
Why Automate GPS Tracking for Your Rental Business
Increased Efficiency and Growth Potential
Keeping tabs on equipment manually is not just time-consuming; it’s an outdated approach. Automated GPS tracking eliminates the need for constant monitoring by sending alerts for geofence breaches, logging mileage for billing, and flagging equipment needing maintenance automatically. This means less time spent on administrative tasks and more time focusing on growing your business.
Automation also makes scaling your operations much easier. For instance, businesses using systems like Lockii can manage more than 10 locations without needing staff at every site. With around 95% of customer bookings requiring zero human involvement, you can expand your fleet and service areas without a corresponding increase in labor costs. Add to that the improved security measures, and you’ve got a system designed to boost efficiency and protect your assets.
Better Security and Asset Recovery
Efficiency is great, but security is just as critical. Automated GPS tracking offers a powerful way to protect your assets. Vehicles equipped with GPS are recovered 45 times faster than those without it. Real-time tracking keeps you informed, and geofencing alerts you the moment equipment crosses unauthorized boundaries.
Many advanced GPS systems also come with tamper alerts, notifying you instantly if a device is unplugged or loses power - often a red flag for theft. Some systems even include remote immobilization features. Lisa Peterson, who runs a luxury car rental business, shared her experience:
"Now we will have a peace of mind knowing that we have a killswitch that can prevent the thief from stealing our cars and not getting to far away".
On top of theft prevention, detailed trip logs can help resolve disputes over mileage, boundary violations, and late returns, ensuring smoother operations.
Improved Customer Service
Automated GPS tracking doesn’t just make life easier for you - it also enhances the customer experience. Real-time updates allow you to provide accurate ETAs, log returns via geofencing, and offer 24/7 self-service options, eliminating the need for manual check-ins. Automated notifications - via SMS or email - keep customers informed at every step, from booking confirmations and digital lock codes to return reminders and maintenance updates.
Carl Narraway, Managing Director of Newcastle Car & Truck Rental, highlights the benefits:
"The many financial and operational reports are detailed and well thought out allowing to me to monitor the business & fleet from any angle in real time right up to the minute".
These timely updates not only reduce the support workload but also leave customers more satisfied, creating a win-win for everyone involved.
Manual vs Automated GPS Tracking
Manual vs Automated GPS Tracking for Rental Businesses Comparison
Manual tracking involves tasks like recording odometer readings by hand, using paper-based billing, and dealing with delays in identifying issues such as theft. On the other hand, automated GPS tracking provides real-time data, instant alerts, and error-free digital records. Manual methods tend to be reactive - you’re always playing catch-up. For instance, you might rely on customers calling to confirm their location, staff physically inspecting vehicles after return, or cross-referencing spreadsheets to handle billing. In contrast, automated systems take a proactive approach. They send instant notifications when a vehicle crosses a geofence, when maintenance is due based on engine hours, or even when someone disconnects a GPS device. Instead of discovering theft days later - when recovery rates drop below 20% - you’ll receive an alert the moment something suspicious happens.
"Relying on manual check-ins and customer phone calls is a reactive approach to asset management. This old-school approach creates a massive gap in oversight." - Bouncie
Automated tracking also slashes labor costs. With 24/7 self-service operations, customers can handle pickups and returns independently, while you maintain constant visibility over your fleet. Compare this to manual tracking, which requires staff for every transaction, logging data that’s often riddled with errors and disputes.
Side-by-Side Process Comparison
Here’s a quick look at how manual and automated tracking stack up:
| Feature | Manual Tracking Methods | Automated GPS Systems |
|---|---|---|
| Data Collection | Manual odometer/meter readings by staff | Real-time digital data sync |
| Billing Process | Manual calculations; prone to disputes | Automated billing based on actual usage |
| Theft Response | Discovered after rental period ends | Instant geofence and movement alerts |
| Maintenance | Scheduled by date or manual hour checks | Proactive alerts based on engine runtime |
| Staffing | Requires staff for every pickup/return | Enables 24/7 self-service operations |
| Accuracy | High risk of human error in logs | Precise tracking of distance and hours |
| Monitoring | Delayed issue detection through periodic checks | Instant alerts for geofence breaches, battery issues, and other critical events |
Another major advantage of automated systems is their ability to provide objective, timestamped records. When a customer disputes a late fee or claims they returned a vehicle on time, GPS data gives you the facts - clear and indisputable. No more “he-said, she-said” arguments, just hard evidence.
GPS Tracking Features Lockii Automates
Lockii's GPS tracking features take rental operations to the next level by simplifying processes and cutting down on manual work. By consolidating GPS data into a single dashboard, Lockii ensures tasks like confirming returns, updating inventory, and sending alerts for late returns or geofence breaches happen automatically. It's no wonder that 95% of customer bookings run smoothly without any human intervention. Here’s how these features work within Lockii’s integrated system.
Automated Customer Notifications
Lockii manages customer communication effortlessly through automated email and SMS notifications. These messages are triggered by rental start and end times, providing customers with lock codes, order details, and return instructions. Want to keep it personal? You can use customizable tokens like {{customerFirstName}} to tailor messages while staying hands-off. To further minimize late returns, the system sends reminders 1–3 days before the rental period ends. And if a customer crosses a geofenced area, both you and the customer receive immediate alerts about potential theft.
Business Alerts and Reporting
Lockii keeps you in the loop with real-time notifications for any issues, such as missed pickups, late returns, or unauthorized location changes. This eliminates the hassle of manually comparing maps and booking schedules. Plus, every GPS event is logged with timestamps in Lockii’s audit system, creating a clear record for resolving disputes or spotting maintenance needs - no paperwork required.
GPS Integration with Other Lockii Tools
Lockii’s GPS tracking doesn’t just stand alone; it works seamlessly with the platform’s other tools to fully automate operations. From digital locks to identity verification and booking management, everything is interconnected. For example, when a customer completes a booking, the system assigns stock, generates a lock code, and sends access details - all while GPS keeps track of the item’s location. When the item is returned, GPS confirms it’s at the right spot before marking it available for the next customer. This integration allows businesses to operate around the clock without needing staff on-site, as Bodhi Hawken, Lockii's founder, explains:
"We're solving labour shortages for utility rental businesses... by creating fully contactless software that allows customers to pickup their items 24/7, no staff required".
Cost-Benefit Breakdown of GPS Tracking Automation
Labor Cost Savings
Automating GPS tracking can significantly reduce manual labor. Without automation, tasks like cross-referencing spreadsheets, inspecting odometers, verifying return locations, and updating inventory logs require considerable staff time. Lockii simplifies these processes by leveraging GPS data to confirm returns, update audit logs in real-time, send alerts for potential issues, and automate billing based on GPS runtime data. This eliminates billing disputes and manual data entry, saving time and resources. Additionally, these efficiencies directly contribute to theft prevention and asset recovery, positively impacting your bottom line.
Theft Prevention and Recovery Savings
The rental industry faces substantial losses due to theft, with annual costs exceeding $1 billion for equipment rentals. Without GPS tracking, stolen commercial equipment recovery rates typically remain below 25%. Automated GPS tracking changes the game - vehicles equipped with these systems are recovered 45 times faster, and geofencing alerts allow businesses to respond within minutes instead of days. For a rental fleet valued at $1 million, reducing theft losses by just 3–5% annually translates to savings of $30,000 to $50,000 per year.
Beyond theft recovery, GPS tracking also reduces maintenance costs by 15–30% and can lower comprehensive insurance premiums by 10–25%. For example, Wayne Francis, Operations Manager at Thermal Trek, Inc. in Austin, TX, uses geofencing to detect unauthorized movements that previously required manual checks. Similarly, a Texas rental company recovered a stolen trailer-mounted light tower within an hour, thanks to immediate geofence alerts. These features not only prevent losses but also deliver a strong return on investment.
Return on Investment (ROI)
With a cost of $12 per month per item, Lockii's GPS automation delivers measurable ROI quickly. Many rental businesses achieve full ROI within 6 months, with most recovering their initial investment in 6–12 months through reduced losses and improved efficiency. For instance, a mid-sized delivery fleet of 30 vehicles identified four off-route driving incidents and cut monthly fuel costs by 25% within just two months of implementing GPS tracking.
When you consider 24/7 operations, automated return verification, and the ability to scale across multiple locations without adding staff, the financial advantages of automation are clear.
"The return on investment for telematics almost always is favorable in any circumstance... It now allows fleet owners and customers to have real-time insight into how their assets work, to work smarter, not harder."
– Greg Nierenberg, former VP of Asset Management, Hertz Equipment Rental Corp
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How to Set Up Automated GPS Tracking with Lockii
Installing and Registering GPS Trackers
For vehicle rentals, installing OBD-II trackers is a quick way to start transmitting data right away. For non-powered assets like trailers or equipment, portable GPS trackers are a solid choice. Make sure these trackers are mounted in secure, weather-resistant spots to prevent tampering. The trackers themselves are priced at about $29.95 each, with monthly subscription fees starting at $15.95 when billed annually.
Once the trackers are in place, link each device to the corresponding rental item in your Lockii inventory. This step ensures that GPS data is tied directly to the asset's audit log, giving you a full tracking history for every item.
After installation, the next step is setting up notification alerts to make the most of your GPS data.
Setting Up Notifications and Alerts
Geofences are a great tool to keep tabs on your assets. Set them up to receive instant alerts if a rental item leaves a designated area or if tampering occurs. Many modern GPS trackers even send tamper alerts if they're unplugged or lose power, helping you address potential theft immediately.
You can also automate email and SMS notifications for customers. For example, alerts can confirm returns or provide updates on item availability. Lockii’s five-step workflow simplifies operations by automating bookings, stock assignments, customer communication, GPS/photo-based returns, and other custom steps. This automation can handle up to 95% of processes with minimal manual involvement.
Connecting GPS with Other Lockii Features
GPS tracking becomes even more powerful when integrated with Lockii’s broader suite of tools. For instance, you can configure the "Confirm Return" step to require both GPS verification and a return photo. This creates a dual-check system, adding an extra layer of accountability by storing both location and visual data in the audit log.
You can also use GPS data to schedule maintenance based on actual usage. Whether it’s mileage or engine hours, the system can automatically block items for service when needed. Plus, Lockii’s integration with Zapier allows you to build custom workflows. For example, if an asset leaves its geofenced area, the system could automatically send an SMS alert or update an external platform.
"We're solving labour shortages... by integrating with offline capable digital locks, GPS trackers and online identity verification to ensure that customers can pickup their items any time, while maintaining security for their inventory." - Bodhi Hawken, Founder, Lockii
Lockii’s self-service extension feature adds another layer of convenience. Customers can extend their bookings and pay online through the portal, all while you maintain uninterrupted location tracking. This seamless data flow connects booking management, payments, security, and GPS monitoring, delivering a fully automated, 24/7 rental management experience.
What Fully Automated GPS Tracking Looks Like
Real-Time Fleet Monitoring and Alerts
Imagine having your entire fleet visible on a single dashboard, updating in real time as rentals move throughout the day. With fully automated GPS tracking, you get instant alerts whenever a trailer crosses a geofence boundary or a vehicle shows signs of tampering. These notifications reach you directly on your phone - no need to juggle between apps.
This kind of visibility allows you to act immediately, whether it's addressing unauthorized movements or dealing with late returns.
Simplified Daily Operations
The benefits of real-time alerts go beyond just notifications - they simplify your daily tasks. GPS tracking integrates seamlessly with Lockii's automated processes to handle operations effortlessly. For instance, when a customer books online through your website, the system takes over: it assigns stock, generates digital lock codes, and sends pickup instructions automatically. No manual input required.
During the rental period, GPS keeps tabs on the asset, and when the rental ends, the system confirms its location and logs condition photos. This ensures the asset is quickly marked as available for the next booking. Automated SMS and email triggers handle customer communications, eliminating the need for time-consuming manual cross-checking.
Scalable Contactless Rental Operations
Automation doesn't just simplify operations - it makes them scalable. Businesses using Lockii's self-service platform manage an average of 10 or more locations. How? The platform takes care of the entire rental process, from booking to return verification, without requiring staff on-site. Customers can pick up and return items anytime, as GPS verifies locations and automated forms document the condition of the assets.
"We're solving labor shortages for utility rental businesses... by creating fully contactless software that allows customers to pick up their items 24/7, no staff required." - Bodhi Hawken, Founder, Lockii
Conclusion
Automated GPS tracking is changing the game for rental operations, offering a host of benefits that go beyond just convenience. With 95% of Lockii customer bookings requiring no human involvement and renters averaging visits to more than 10 locations, most rental businesses see a full return on investment within just 6–12 months - thanks to savings in loss prevention and insurance costs.
This level of automation addresses labor shortages while enhancing customer access and safeguarding assets. Forget about hiring extra staff - expand your fleet and locations without the burden of maintaining large offices or employing round-the-clock personnel. With 24/7 access for customers, real-time alerts for asset protection, and time freed up for strategic growth, running your business becomes simpler and more efficient.
"Let Lockii do the hard work and be notified when you're needed so you can focus on growing, not handing out stock." - Lockii
A fully automated system, from booking to GPS-confirmed returns, ensures a smooth and scalable operation, whether you manage one location or twenty. Lockii’s all-in-one platform brings together everything you need to create a business that practically runs itself. Every geofence alert, automated return check, and notification contributes to a system designed for effortless management.
Want to leave manual tracking behind and scale your business with ease? Head over to lockii.app and take the next step toward transforming your rental operations.
FAQs
How can automating GPS tracking enhance security and efficiency for rental businesses?
Automating GPS tracking gives rental businesses instant access to their assets' location and condition. Tools like geofence alerts, speed tracking, and engine-status updates make it easier to spot and address problems like theft or improper use right away.
With automated SMS and email notifications, businesses can promptly inform customers about overdue returns or possible violations. This quick communication helps resolve issues faster, protects assets, and reduces downtime. The result? Better security, smoother operations, and steady revenue.
What are the cost savings of automating GPS tracking with Lockii for rental businesses?
Lockii’s GPS tracking automation comes at a cost of $12 per rental item per month, but the benefits it brings to the table far outweigh this expense. By automating tasks like logging return locations, sending overdue or theft alerts, and triggering SMS or email reminders, businesses can cut down on time-consuming manual processes. For small to mid-sized rental shops, this could translate to saving 10–15 hours per week, which adds up to a labor cost reduction of around $600–$900 per month (calculated at a $30 hourly rate).
On top of that, automated GPS alerts play a crucial role in reducing late returns and theft-related losses. Fleets equipped with GPS recover stolen items up to 45 times faster, potentially preventing losses ranging from $2,000 to $5,000 per incident. When you consider these savings, the $144 annual cost per item becomes a no-brainer, offering a solid return on investment while enhancing operational efficiency and protecting valuable assets.
How does Lockii use GPS tracking to assist with maintenance scheduling?
Lockii’s GPS tracking system helps simplify rental operations by confirming returns, offering real-time location updates, and automating alerts for overdue or late returns. These tools are designed to make managing rentals easier and more efficient. However, it’s worth noting that Lockii doesn’t currently offer a built-in feature for scheduling maintenance based on GPS data, such as tracking mileage or setting geofence-based triggers.
If your business requires advanced maintenance scheduling, it’s a good idea to check out Lockii’s documentation or reach out to their support team. They can guide you on possible integrations or solutions that might better suit your specific needs.