Building a Fleet Management System with Microsoft Dataverse, Node.js, and React

Fleet management is critical for organizations that rely on vehicles or heavy assets. Accurate and timely tracking of usage, maintenance, and tyre conditions helps reduce downtime, extend asset lifespan, and optimise operational costs.

To address this need, we built a Fleet Management System that allows staff to perform daily checks, record odometer readings, track tyre actions, and update asset usage seamlessly.

The Challenge

Before the system was implemented, the organization faced several issues:

Manual record-keeping led to errors in odometer tracking and tyre action logs.
Lack of real-time visibility into fleet usage resulted in delayed maintenance decisions.
Inefficient reporting made it difficult for management to monitor asset performance.
Data silos between different departments meant the same information was being entered multiple times.

The goal was to create a centralized, reliable, and user-friendly solution that would streamline fleet operations and provide accurate usage data.

The Solution

We designed a three-tier system leveraging modern technologies:

Microsoft Dataverse (Database)

- Served as the centralized data repository for assets, odometer readings, tyre actions, and staff activity logs.
- Provided scalable storage with strong integration capabilities.
- Allowed future integration with Power Apps and Power BI for reporting and analytics.

Node.js with Express (Backend API)

- Built REST APIs to connect the frontend with Dataverse.
- Handled business logic such as validating odometer entries, updating tyre conditions, and logging usage history.
- Ensured secure access with role-based authorization for staff and administrators.

React (Frontend Interface)

- Created an intuitive web interface for staff to record daily checks quickly.
- Designed forms for odometer readings and tyre actions with validation to reduce errors.
- Provided real-time feedback and history tracking for better visibility of each asset’s condition.

Implementation Flow

Daily Check → Staff log into the system and enter odometer readings and tyre actions.
Backend Processing → Node.js API validates and pushes the data into Microsoft Dataverse.
Data Storage → Fleet usage and maintenance records are stored centrally.
Monitoring & Reports → Managers access dashboards (future extension with Power BI) to track usage trends.

Key Features

📊 Odometer Tracking: Daily updates help in scheduling timely maintenance.
🛞 Tyre Action Logs: Records tyre replacements, rotations, and repairs for safety compliance.
🔄 Real-Time Asset Updates: Keeps fleet usage records always up to date.
🔐 Role-Based Access Control: Ensures only authorized users can perform updates.
📱 Responsive Web UI: Staff can use the system across devices.

Results & Benefits

Improved Data Accuracy: Eliminated manual errors by moving to a digital system.
Operational Efficiency: Reduced time spent on record-keeping and improved reporting speed.
Fleet Longevity: Regular and accurate tracking allowed proactive maintenance.
Centralized Data: Created a single source of truth accessible to both staff and management.

Future Enhancements

Integration with Power BI dashboards for real-time analytics.
Mobile app version for even quicker updates from field staff.
Predictive maintenance using AI/ML on Dataverse data.
Notifications for upcoming maintenance or unusual usage patterns.

By combining Microsoft Dataverse, Node.js, and React, we successfully delivered a robust Fleet Management System that transformed daily fleet operations. The solution streamlined data collection, improved accuracy, and provided a scalable foundation for future growth.

This project demonstrates how modern cloud databases and web technologies can come together to solve real-world operational challenges.

Building a Fleet Management System with Microsoft Dataverse, Node.js, and React

The Challenge

The Solution

Implementation Flow

Key Features

Results & Benefits

Future Enhancements

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