Fleet Utilisation

The Fleet Utilisation Report helps you understand how effectively your vehicles are being used over time. It measures the number of days each asset was booked or in use within a selected period, and calculates utilisation rates across assets, categories, and the entire fleet.

Accessing the report

Navigate to Reports → Fleet → Fleet Utilisation. From this page, you can:

• View utilisation rates for all assets and categories

• Drill down to individual assets

• Apply filters for date range, location, package, and asset

• Export the results as a CSV file

Filters

You can use multiple filters to refine your view:

• Location – Filters utilisation based on the location where the asset was booked or utilised. This helps you measure asset usage across different branches or locations.

• Package – Filters utilisation by the booking package associated with each asset. This allows you to compare utilisation performance across different pricing or subscription packages.

• Date Range – Defines the reporting window for utilisation calculations (e.g. 1–31 October 2025). You can select a custom date range or choose a preset frequency such as Weekly, Monthly, or Yearly.

• Asset – Filters by a specific vehicle, make, or model. Useful for focusing on particular assets or groups of vehicles within your fleet.

Date Range Filter

The Date Range filter allows you to view utilisation data for a specific period. You can either select a custom date range or choose from preset frequency options:

• Weekly – View utilisation for a specific week.

• Monthly – View utilisation by calendar month.

• Yearly – View utilisation for a full calendar year.

Each option automatically adjusts the Total Days used in utilisation calculations.

For example:

• Weekly view: 7 days total

• Monthly view (October): 31 days total

• Yearly view (2025): 365 days total

You can also manually select any custom date range from the calendar picker to analyse specific timeframes.

Understanding the metrics

Utilised Days

Represents the number of days an asset was actively booked or in use during the selected date range. Each asset is individually checked for its booking activity.

Example: If a vehicle was booked for 15 out of 31 days in October, its Utilised Days = 15.

Utilisation Rate

The percentage of time an asset or category was in use during the selected date range.

Utilisation % = (Utilised Days ÷ Total Days) × 100

Calculation Levels

1. Asset Level

Each vehicle’s utilisation is calculated individually.

Utilisation % = (Booked Days ÷ Total Days) × 100

2. Category Level

• The utilised days from all assets in a category are summed.

• The total is divided by the number of assets in that category to calculate the average.

Average Utilised Days = (Total Utilised Days ÷ Number of Assets)
Utilisation % = (Average Utilised Days ÷ Total Days) × 100

3. Total (All Assets)

The total utilisation is based on all assets in the fleet, not the average of category percentages.

Total Utilisation % = (Average Utilised Days Across All Assets ÷ Total Days) × 100

Example:

Total Utilisation Rate = ((15 + 0 + 30) ÷ 3) ÷ 30 × 100 = 50% ✅
Not (25% + 100%) ÷ 2 = 62.5% ⚠️

Archived Assets

Archived assets are included in utilisation calculations up to their archived date.

• If an asset is archived during the selected date range, its utilisation data is included only up to the day it was archived.

• After the archived date, the asset is excluded from calculations and will not appear in subsequent periods.

• This ensures that utilisation figures accurately reflect active assets for each reporting window.

Example:

• Asset archived on 1 October

• Date range: 1–31 October → The asset appears in the report and includes data for 1 October.

• Date range: 2–31 October → The asset is excluded, as it was no longer active during this period.

Utilisation Breakdown

Hover over the info icon (ℹ️) in the report footer to see a summary breakdown including:

• Asset Count

• Total Days (based on selected range)

• Total Utilised Days

• Average Utilised Days

• Overall Utilisation Rate

Exporting the report

Click Export in the top-right corner to download the utilisation data as a CSV file. The exported data respects all currently applied filters — including date range, location, package, and asset selections.