Refreshing dashboards and choosing the lookback window
This article explains how dashboard data stays current, how to refresh it, and how the lookback window and thresholds change what you see — plus what to do since there is no automated scheduling.
All dashboards and reports here are generated live and require the View reports permission (reports:view-all), granted to FleetManager and SystemAdmin by default.
Data is generated on demand
Every time you open the Utilization dashboard, the per-vehicle list, the booking-frequency view, or the fleet overview report, MobilityManager reads your current vehicles and bookings and computes the figures from scratch. There is no cached snapshot and no overnight batch. Consequently, to refresh a view you simply re-open or reload it, or re-run it with different parameters — the newest odometer readings, bookings, and status changes are reflected immediately.
Note: Because figures are always live, two people opening the same dashboard seconds apart will see identical numbers, and a booking completed a moment ago is already included.
Changing the lookback window
The Utilization dashboard and per-vehicle utilization view use a lookback window (in days) for their time and mileage measurements. The default is 30 days; the maximum accepted is 365 days, and a value of zero or below falls back to 30. Re-running the view with a different window is itself a refresh — it recomputes time utilization and the year-to-date measurements over the new period.
- Shorter window (for example 14 days) — reacts quickly to recent changes but is more sensitive to short quiet spells.
- Longer window (60–90 days) — smooths out holidays and one-off gaps for a steadier picture.
Changing the thresholds
On the Utilization dashboard you can also override the under-utilized threshold (default 30%) and the over-utilized threshold (default 90%). These reclassify vehicles into the flagged lists and counts but do not alter any data; re-running with new thresholds refreshes the classification instantly.
The inspections-due window
The Inspections due soon widget lists vehicles whose next inspection — for example the German HU (Hauptuntersuchung / main vehicle inspection) — falls within a threshold number of days. By default it uses your tenant's configured reminder lead time (InspectionReminderDaysBefore), and you can override the number of days when you open the widget to look further ahead or narrow the window.
There is no automated scheduling
MobilityManager does not send scheduled or emailed dashboard snapshots — reports and dashboards are pull-based, produced when you request them. To distribute figures on a regular cadence, do it manually:
- Open the fleet overview report and set the exact period you want.
- Export it to PDF for a shareable summary or CSV for the full data (see the exporting article).
- Save or circulate the file on your own schedule — for example on the first working day of each month.
Tip: Pick a fixed lookback window and set of thresholds for your recurring review and keep them constant month to month, so successive refreshes are directly comparable.
Related
- Reading the utilization dashboard
- Exporting fleet reports to PDF and CSV
- Filtering reports and dashboards by date, company, and vehicle
- Fleet dashboards overview
