The fleet overview report and what it includes
This article explains what the fleet overview report contains so you can read every section correctly and know which figures reflect a period versus a live snapshot.
The fleet overview report is a single, generated report that combines four sections: inventory, utilization, booking statistics, and a cost summary. It requires the View reports permission (reports:view-all), granted to FleetManager and SystemAdmin by default.
Reporting period versus live snapshot
The report accepts an optional start date and end date. If you leave them empty, it defaults to the last 30 days (start = 30 days ago, end = today). The date range applies only to booking-driven figures — booking statistics and the cost summary. The inventory and utilization sections are always a live snapshot of your fleet as it stands now, regardless of the dates you choose.
Inventory
Inventory covers every vehicle in your Fuhrpark (fleet), including inactive ones. Vehicles are listed sorted by license plate.
| Field | Meaning |
|---|---|
| Total / Active / Inactive vehicles | Counts of all vehicles and the active/inactive split. |
| Brand, Model, License plate | Vehicle identity. Brand and model come from the shared catalog. |
| Pool | The vehicle pool the car belongs to, if any. |
| Status | Active or Inactive. |
| Current odometer | Latest recorded odometer reading. |
| Annual mileage allowance | The vehicle's allowed annual mileage (AllowedAnnualMileage). |
Utilization
This section covers active vehicles only. For each vehicle, utilization is a straightforward ratio: current odometer divided by the allowed annual mileage, expressed as a percentage. Vehicles are ordered from highest to lowest utilization, and the section reports the fleet average plus three counts: over-utilized (90% or above), under-utilized (below 30%), and normal (in between).
Note: The report's utilization figure is the simple odometer-to-allowance ratio. The Utilization dashboard uses a different, composite score that blends time booked and annualized mileage. See "How fleet utilization is calculated" for the distinction.
Booking statistics
Calculated from bookings whose start time falls inside the reporting period.
- Total, completed, and cancelled bookings — completed and cancelled are counted by booking status.
- Cancellation rate — cancelled bookings divided by total, as a percentage.
- Average duration (hours) — averaged over completed bookings, using the actual return time where recorded, otherwise the scheduled end time.
- Total mileage — summed distance from bookings that have both a start and end odometer reading.
Cost summary
Costs are derived from completed bookings that carry both odometer readings. For each such booking, distance driven is multiplied by that vehicle's rate per kilometer.
- Total cost — sum across those bookings.
- Average cost per booking — total cost divided by the number of costed bookings.
- Average cost per km — total cost divided by total costed distance.
Tip: If total cost looks low, check that drivers are recording start and end odometer values on completion — bookings without both readings are excluded from cost and mileage figures.
Related
- Exporting fleet reports to PDF and CSV
- Filtering reports and dashboards by date, company, and vehicle
- KPI and metric definitions
- How fleet utilization is calculated
