Problem Statement

A U.S.-based fleet management company was facing operational bottlenecks with its legacy platform. The system had performance lags, a lack of automated job scheduling, fragmented operational workflows, inefficient data consolidation, and insufficient mobile capabilities. Manual tasks and limited visibility into field operations further impeded productivity and accuracy. The absence of proper audit tracking and inconsistent timezone handling across multi-location operations also affected compliance and scheduling precision.

To address these challenges and position the platform for long-term scalability, the client partnered with AdroitMinds to modernize the system without disrupting existing business continuity.

Our Solution

AdroitMinds engineered a wide range of targeted enhancements, transforming the platform into a responsive, intelligent, and scalable fleet operations tool. We delivered a comprehensive set of solutions that spanned backend optimization, frontend usability, infrastructure modernization, and mobile enablement. 

Intelligent Job Scheduling via Bucket System 

We implemented a dynamic job scheduling engine with automated driver and spotter assignment based on real-time availability. This system supports: 

• Shift planning with day-of-week schedules 
• Leave and overtime tracking 
• Exception-based job assignment with temporal rules 
• Overtime assignment 
• 3rd shift operations with granular control over breaks and idle times

Operational Workflow Streamlining 

To declutter the platform’s operational interface, we segmented the Spots module into four intuitive stages: Exceptions, Open, In Transit, and Completed. This improved clarity and allowed users to filter, sort, and manage tasks with greater efficiency. 

We also: 

• Enhanced the Entry/Exit workflow with trailer tracking 
• Enabled merging of duplicate carrier and trailer data entries 
• Improved the data model to simplify backend consolidation

Performance and Infrastructure Modernization 

To tackle API latency and system crashes, we introduced pagination with intelligent limits, drastically improving response times. 

As part of infrastructure modernization, we migrated the application from AWS EC2 to Amazon ECS (Elastic Container Service), enabling: 

• Containerized microservices 
• Scalable deployment pipelines with Terraform automation 
• Simplified DevOps workflows 
• Optimized resource usage and future-readiness 

Time zone logic was re-engineered to allow client-specific scheduling consistency across locations. 

Data & Reporting Enhancements 

We revamped export capabilities to support Excel, PDF, and CSV formats, integrated visual chart generation, and implemented: 

• Flexible date range filtering 
• Open-ended and custom query options for historical data insights

Mobile App Improvements 

The iOS and Android apps were upgraded to support the full bucket-based job assignment system, along with: 

• Improved Entry/Exit data capture 
• Trailer stand photo uploads 
• Role-based workflows for drivers, admins, and spotters

Administrative Control Features 

System administrators gained access to: 

• Feature toggles for enabling/disabling the bucket system 
• User shift scheduling modules 
• Overtime popup workflows to handle exceptions in real-time

Outcome and Business Impact

• 85% increase in system stability and responsiveness, eliminating downtime via API optimization and ECS-based deployment. 
• 70% fewer scheduling conflicts, powered by real-time driver availability, time zone support, and automated shift-based job assignment. 
• 60% faster decision-making through restructured workflow views and improved status filtering across Spots. 
• 50% reduction in administrative overhead for trailer/carrier management due to automated data merging logic. 
• Enhanced mobile workforce productivity, with streamlined task execution and documentation from field apps. 
• Strengthened compliance and audit readiness, with end-to-end tracking of trailers, attachments, weather data, and photo logs. 
• Improved reporting for business stakeholders, through enhanced exports with visual analytics tailored to technical and non-technical users. 
• Increased operational flexibility, with time zone-aware scheduling and extended support for overnight shifts.