Vehicle Utilisation Report

The Vehicle Utilisation Report allows organisations to report on vehicle usage over a selected period, providing valuable insights to better understand fleet usage and optimisation. The report can be used to identify which vehicles are being under-utilised and which are being over-utilised. This data may be able to guide your next vehicle acquisition.

The Vehicle Utilisation Report is only accessible to users with System Administrator access. This can be found under the Reports heading on your main menu.

Select the data range you wish to report on. You can filter on Pool however that doesn’t give you the Pools utilisation but it does allow you to view the utilisation of the vehicles that were in that pool during that time.

For example if you have archived a vehicle but it was in the pool during the reporting period, you will be able to view the utilisation of that vehicle over the date range specified. To view the actual Pool utilisation you can use the Pool UItilisation Report by hour, day or month.

To report on archived vehicles, change the Vehicle Status filter to Archived or leave as Active to report on the vehicles currently live in your system.

Select the business hours you wish to report on and hit refresh.

Use the Export to Excel link in the top right corner to download the report.

Registration Number: Vehicle registration number
Pool Name: The Pool the vehicle is assigned to
Make: Vehicle make as entered in the Asset Register
Model: Vehicle model as entered in the Asset Register
Body Type: Vehicle body type as entered in the Asset Register.
Total Bookings: Total number of bookings on that particular vehicle over the reporting period
Avg Bookings Per Day: Total number of bookings over the reporting period divided by the number of days in the reporting period.

• For example:
  The report period is Monday – Friday (5 days)
  There are 16 bookings across the report period.
  16 bookings divided by 5 days = An average of 3.2 bookings per day

Avg Booking Length (mins): Total booked minutes divided by total bookings over the report period.  
Availability (mins): How many minutes the vehicle was available to be booked for the period you specify and the business hours you have chosen. The system uses the formula of Business hours availability x number of week days in the report period.

Note: If a vehicle was added to / removed from a Pool during the reporting period, the availability (in minutes) will reflect that.

• For example:
  Your business hours filter is set to 9:00am - 5:00pm. (8 hours/480 minutes in total per vehicle)
  You run the report for full year 2023 (365 days of which 260 are week days. Weekends are is excluded by default)
  480 minutes x 260 days = 124,800 available minutes

Bookings (mins): How many minutes the vehicle was booked for over the reporting period.
Booking Util (%): Booking time (in minutes) divided by availability (in minutes). This represents the percentage of time the vehicle was booked in its total available time.
Check Out/In (mins): How long, in minutes, was the booking checked out.
Check Out/In Util (%): Check out time (in minutes) divided by availability (in minutes). This represents the percentage of time the vehicle was actually used its total available time.
Billable (mins): The system will use the booking start time or the check out time (whichever is earlier) and the booking end time or the check in time (whichever is later).

• For Example:
  Booking is made between 10:00am – 11:00am (Booking minutes is 60)
  Driver checks out at 9:55am and checks in at 10:50am (Check Out/In minutes is 50)
  Billable minutes is check out time to booking end time (65 minutes)
  Billable Util (%): Billable time (in minutes) divided by availability (in minutes).
  Total Passengers: How many passengers were on the trips over the report period according to the passenger manifest.

Avail. Seats: How many seats were available over the report period. (Taken from the seat count entered into the Asset Register).

Passenger Util (%): Available seats divided by total passengers.

• If you do not have a seat count entered into the Asset Register for a vehicle, the available seat count will show 0 in this report.

• If a vehicle was added to / removed from a Pool during the reporting period, the data will reflect that.