Location Tracking - Product Requirements Document
Version: 2.0 | Status: Draft | Converted: 2026-01-15
Change Log
| Version | Date | Author | Changes |
|---|---|---|---|
| 1.0 | - | - | Initial technical draft |
| 2.0 | 2026-01-15 | PRD Conversion | Business-focused conversion: measurable outcomes, success metrics, consolidated requirements |
1. Overview
1.1 Purpose
GPS/Location Tracking enables rental companies to track vehicle locations through base addresses and current locations, supporting delivery cost calculations, location-based availability, and multi-office fleet management.
1.2 Problem Statement
Rental companies need accurate vehicle location data to:
- Calculate delivery distances and costs for customer bookings
- Track vehicle distribution across multiple offices
- Enable location-based search for marketplace customers
- Plan logistics and fleet rebalancing across service areas
1.3 Business Value
| Value Area | Measurable Outcome | Target | Measurement Method |
|---|---|---|---|
| Delivery Revenue | Increase delivery service revenue through accurate distance-based pricing | +15% delivery revenue within 6 months | Compare delivery revenue before/after implementation |
| Booking Conversion | Improve marketplace conversion through location-based search | +8% conversion rate for location searches | Analytics: conversion funnel by search type |
| Operational Efficiency | Reduce time spent on manual vehicle location tracking | -50% time on location updates | Time study of operator workflows |
| Data Quality | Reduce address entry errors through autocomplete | 95% address accuracy rate | Audit sample of addresses for completeness |
| Fleet Visibility | Enable real-time view of fleet distribution across offices | 100% vehicles with valid coordinates | Database query: vehicles with/without coordinates |
1.4 Target Users
| User Role | Business Context | Primary Need |
|---|---|---|
| Admins | Fleet managers configuring vehicle data | Set accurate base locations for delivery pricing |
| Operators | Staff handling vehicle check-in/out | Update locations during handovers |
| Customers | Marketplace and widget users | Find vehicles near their location |
| Partners | Third-party fleet owners | Manage locations for marketplace visibility |
1.5 Scope
In Scope:
- Base and current location storage with coordinates
- Address autocomplete and geocoding integration
- Office location management and vehicle associations
- Distance-based delivery cost calculations
- Location-based vehicle filtering and search
Out of Scope:
- Real-time GPS tracking via telematics devices
- Automated location updates from vehicle hardware
- Route tracking, driving history, or geofencing
- Mobile GPS apps or navigation integration
2. Success Metrics
| Metric | Definition | Baseline | Target | Measurement Method | Timeframe |
|---|---|---|---|---|---|
| Address Accuracy | Addresses with valid coordinates / Total addresses | Estimate: 70% | 95% | Database audit: coordinates present and valid | 3 months |
| Delivery Revenue | Monthly delivery service revenue | Current revenue | +15% | Accounting: delivery line items | 6 months |
| Search Conversion | Bookings / Location-based searches | Current rate | +8 pp | Analytics: search-to-book funnel | 6 months |
| Location Update Time | Avg time to update vehicle location | Estimate: 3 min | <30 sec | Time study: operator workflow | 3 months |
| Autocomplete Usage | Addresses entered via autocomplete / Total entries | 0% | >90% | Application logs: autocomplete selections | 3 months |
| Fleet Visibility | Vehicles with current location data | Estimate: 50% | 100% | Database query: currentLocation populated | 3 months |
| Marketplace Sync | Vehicles with valid location on marketplace | N/A | 100% | Marketplace data validation | 3 months |
3. User Stories
P0 - Critical (MVP)
US-1: Vehicle Base Location (Admin) As an Admin, I want to set a base address for each vehicle so delivery costs are calculated accurately.
- Acceptance: Address autocomplete returns suggestions within 1 second; coordinates captured automatically
US-2: Address Autocomplete (All Users) As a user entering addresses, I want autocomplete suggestions so data entry is fast and standardized.
- Acceptance: 3+ characters triggers suggestions; top 5 results displayed; selection populates all fields
US-3: Location-Based Search (Customer) As a Customer, I want to search for vehicles by location so I find rentals near me.
- Acceptance: Search returns vehicles within specified radius; results sorted by distance
US-4: Delivery Cost Calculation (Customer) As a Customer, I want accurate delivery cost estimates based on actual distance from the vehicle.
- Acceptance: Distance calculated from coordinates; delivery fee applied per vehicle pricing rules
P1 - Important
US-5: Current Location Update (Operator) As an Operator, I want to update a vehicle’s current location during check-in so fleet distribution is accurate.
- Acceptance: Current location saved separately from base; update takes <30 seconds
US-6: Multi-Office Association (Admin) As an Admin, I want to associate vehicles with multiple offices so customers see correct pickup options.
- Acceptance: Vehicle appears in availability for all associated offices
US-7: Marketplace Location Sync (Partner) As a Partner, I want my vehicle locations visible on the marketplace so customers can find them.
- Acceptance: Location data syncs automatically; vehicles searchable by geographic area
P2 - Nice to Have
US-8: Fleet Distribution View (Admin) As an Admin, I want to see which vehicles are at which locations so I can plan fleet rebalancing.
- Acceptance: Dashboard shows vehicle count per office/location
US-9: Manual Coordinate Entry (Admin) As an Admin, I want to enter coordinates manually if autocomplete fails.
- Acceptance: Manual entry accepted; validation ensures valid lat/long ranges
4. Functional Requirements
4.1 Location Data Management
| Req ID | Requirement | Business Outcome |
|---|---|---|
| FR-1 | Store base address with coordinates for each vehicle | Enables accurate delivery distance calculations |
| FR-2 | Store current location separately from base address | Tracks actual vehicle position vs. home location |
| FR-3 | Default current location to base address if not specified | Ensures all vehicles have location data |
| FR-4 | Provide address autocomplete with top 5 suggestions after 3 characters | Reduces data entry time and errors |
| FR-5 | Automatically capture coordinates when address is selected | Enables distance calculations without manual entry |
| FR-6 | Support multi-language address autocomplete | Serves international customers and operators |
4.2 Office and Fleet Management
| Req ID | Requirement | Business Outcome |
|---|---|---|
| FR-7 | Store office addresses with coordinates | Enables office-based vehicle filtering |
| FR-8 | Associate vehicles with multiple offices | Supports multi-location pickup/return options |
| FR-9 | Filter vehicle availability by office location | Customers see relevant pickup locations |
4.3 Distance and Pricing
| Req ID | Requirement | Business Outcome |
|---|---|---|
| FR-10 | Calculate delivery distance from vehicle base to delivery address | Accurate delivery cost estimation |
| FR-11 | Enforce maximum delivery distance per vehicle | Controls service area boundaries |
| FR-12 | Apply distance-based delivery pricing | Revenue from delivery services |
| FR-13 | Support configurable free delivery threshold | Competitive delivery offerings |
4.4 Integrations
| Req ID | Requirement | Business Outcome |
|---|---|---|
| FR-14 | Sync vehicle locations to Billion Marketplace | Marketplace location-based search |
| FR-15 | Export location data for CARGOS police reports | Regulatory compliance |
| FR-16 | Filter widget vehicle availability by location | Location-relevant booking experience |
5. Acceptance Criteria
AC-1: Address Entry with Autocomplete
Given a user types in an address field When they enter 3+ characters Then autocomplete suggestions appear within 1 second And selecting a suggestion populates address fields and coordinates Success: 95% of addresses entered via autocomplete
AC-2: Delivery Distance Calculation
Given a customer requests delivery to an address When both vehicle base and delivery address have coordinates Then system calculates straight-line distance in kilometers And applies delivery pricing based on distance And blocks delivery if exceeding vehicle’s maximum distance Success: 100% of delivery quotes use coordinate-based distance
AC-3: Current Location Update
Given an operator updates vehicle location during check-in When they select or enter a new address Then current location is saved without changing base address And vehicle shows at new location in availability queries Success: Location update completes in <30 seconds
AC-4: Office-Based Availability
Given a customer searches for vehicles at a specific office When vehicles are associated with that office Then those vehicles appear in search results And pickup location options show all associated offices Success: 100% accuracy in office-vehicle associations
AC-5: Marketplace Location Sync
Given a vehicle has base address with valid coordinates When vehicle is published to marketplace Then location data syncs automatically And vehicle is searchable by geographic location Success: 100% of marketplace vehicles have valid location data
AC-6: Graceful Coordinate Handling
Given an address cannot be geocoded When user saves the address Then address is saved with warning logged And distance calculations return null for affected addresses Success: Zero blocking errors from geocoding failures
6. Business Rules
| Rule ID | Rule | Rationale |
|---|---|---|
| BR-1 | Base address required for marketplace-listed vehicles | Marketplace requires location for search |
| BR-2 | Country and city required for all addresses | Minimum data for location context |
| BR-3 | Coordinates recommended but not strictly required | Graceful degradation for edge cases |
| BR-4 | Current location defaults to base address | Ensures all vehicles have location |
| BR-5 | Distance calculated as straight-line (not driving) | Consistent, fast calculation method |
| BR-6 | Maximum delivery distance configurable per vehicle | Flexible service area control |
| BR-7 | Address changes don’t affect historical order data | Preserves audit trail integrity |
| BR-8 | Partners can only update their own vehicle locations | Data security and ownership |
7. Dependencies
Upstream Dependencies
| System | Dependency | Impact if Unavailable |
|---|---|---|
| Google Places API | Address autocomplete and geocoding | Manual address entry only; no auto-coordinates |
| Vehicle Management | Core entity for location storage | Cannot store location data |
| Office Management | Office addresses for associations | Cannot associate vehicles with offices |
Downstream Dependencies
| System | Dependency | Impact |
|---|---|---|
| Pricing Engine | Uses distance for delivery calculations | Delivery pricing accuracy |
| Billion Marketplace | Receives location data for search | Marketplace location search |
| CARGOS Integration | Exports location for police reports | Compliance reporting |
| Booking Widgets | Filters by location preference | Widget availability accuracy |
| Order System | Updates location during check-in/out | Current location tracking |
8. Non-Functional Requirements
| Category | Requirement | Target |
|---|---|---|
| Performance | Address autocomplete response | <1 second |
| Performance | Distance calculation | <100ms |
| Availability | Location services uptime | 99.5% |
| Data Quality | Coordinate precision | 6 decimal places (~0.1m accuracy) |
| Scalability | Concurrent autocomplete requests | 100+ simultaneous users |
| Cost | Google Places API optimization | Minimize calls through debouncing and caching |
9. Glossary
| Term | Definition |
|---|---|
| Base Address | Default location where a vehicle is normally stationed |
| Current Location | Most recently updated position of the vehicle |
| Coordinates | Geographic position as latitude/longitude pair |
| Geocoding | Converting text address into coordinates |
| Haversine Distance | Straight-line distance between two points on Earth |
| Office Association | Link between vehicle and office for multi-site operations |
| Delivery Distance | Distance from vehicle base to customer delivery address |
| Max Delivery Distance | Maximum distance a vehicle can be delivered from base |
10. Open Questions
- Baseline data for current address accuracy rate?
- Current delivery revenue to validate +15% target?
- Acceptable fallback UX when Google Places API unavailable?
- Should location history be tracked for analytics?
- Integration priority: Marketplace vs. CARGOS vs. Widgets?