# 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

<div align="left" data-with-frame="true"><figure><img src="/files/8ogSURJ9xvnFHw4vJFCw" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="/files/qmzUw3VIBfixCUps3763" alt=""><figcaption><p>Click on an asset to open the <strong>Asset Details</strong> sidebar and view additional information.</p></figcaption></figure></div>

***

### 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.

<div align="left" data-with-frame="true"><figure><img src="/files/KCn4V4nO6P89k6kXTldW" alt="" width="563"><figcaption></figcaption></figure></div>

***

#### 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.

<div align="left" data-with-frame="true"><figure><img src="/files/KhWKgfomI9SykdW51EGc" alt="" width="563"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="/files/cYtxfh8wNrbyEDGa8QtH" alt="" width="375"><figcaption><p>Total days = Oct 1 to 31 = 31 days</p></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="/files/EcAvxSLkk7sKZeARR8i3" alt="" width="563"><figcaption><p>Filtering by month</p></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="/files/QIwHHQnnwZ7sKlDOx6B6" alt="" width="563"><figcaption><p>Filtering by year</p></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="/files/No4kOLacBru1i6iSbFCa" alt=""><figcaption><p>Filtering by week</p></figcaption></figure></div>

***

### 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
```

{% hint style="info" %}
**Note:** The **Total Utilisation Rate** is calculated across all assets, **not** by averaging the category rates.\
Averaging categories can distort results when category sizes differ.
{% endhint %}

**Example:**

| Category | Assets | Utilised Days      | Category Utilisation % |
| -------- | ------ | ------------------ | ---------------------- |
| A        | 2      | (15 + 0) / 2 = 7.5 | 25%                    |
| B        | 1      | 30 / 1 = 30        | 100%                   |

```
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**

<div align="left" data-with-frame="true"><figure><img src="/files/c85aFGsj79GG7qfMkhls" alt=""><figcaption></figcaption></figure></div>

***

### 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.

<div align="left" data-with-frame="true"><figure><img src="/files/umXKKovK1D7xmA0EUfrW" alt=""><figcaption></figcaption></figure></div>

***

{% hint style="info" %}
**For any questions about the Fleet Utilisation report, please reach out to our support team via** [**support@loopit.co**](mailto:support@loopit.co)**.**
{% endhint %}


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