Casteleyn

Casteleyn faced considerable logistical and administrative challenges because of the size of its vehicle fleet and its sites spread right across Belgium. The company runs a large number of heavy machines and lorries that regularly work at unsupervised locations, which made it hard to keep an overview of where they were and what they were doing.

On top of that, numerous workers were constantly travelling between different sites, which increased the administrative burden further. Tracking the mobility allowance and working hours of those workers required manual calculations and accurate records. This created a considerable workload for the administration team and increased the risk of errors.

The complexity of the process also made it difficult to respond quickly and efficiently to changes, such as adjustments to the planning or unforeseen circumstances.

To tackle the challenges around fleet management and administration, Casteleyn chose three innovative solutions from GeoDynamics, which helped the company not only to streamline its logistics but also to simplify its administrative processes.

• Track-and-trace: this solution shows in real time where vehicles and machines are, which increases visibility and makes more efficient planning possible. Site managers can respond quickly to changes and check where vehicles are, so they deal better with unexpected situations and safeguard the safety of machines and workers. The system sends alerts when irregularities occur, for example when a vehicle is started outside permitted hours, which significantly improves the company’s safety and compliance.

• Time registration: every worker receives a badge to log in at the vehicles. This creates an automated system for tracking working hours and mobility allowances, which previously had to be calculated by hand. The administration team can now record working hours simply and accurately, which reduces the chance of errors and lowers the administrative workload. The system also makes payroll processing smoother and speeds up administrative follow-up.

• Checkinatwork: this module, the mandatory Belgian on-site registration scheme, helps Casteleyn meet the legal obligation to register workers on sites worth more than €500,000. It prevents heavy government fines when workers are not registered on site in time. Workers scan their badge at the badge reader on arrival, which keeps the company compliant without any manual checking. The module allows Casteleyn to meet its legal obligations easily, while at the same time reducing the administrative time required.

Implementing these three solutions significantly improved overall efficiency at Casteleyn. The administrative workload fell, and the company was better able to monitor the progress of its works, which led to faster, more effective and safer operations on site.