KPI and metric definitions

This article defines every key metric used across the fleet reports and dashboards so your team reads each number the same way.

Use it as a glossary. All of these metrics are available to roles holding the View reports permission (reports:view-all), granted to FleetManager and SystemAdmin by default.

Inventory metrics

Metric	Definition
Total vehicles	Every vehicle in your fleet, active and inactive.
Active / inactive vehicles	Split of the fleet by the vehicle's active flag.
Current odometer	Latest recorded odometer reading for the vehicle.
Annual mileage allowance	The vehicle's allowed annual mileage; the denominator for mileage utilization.

Booking metrics

Metric	Definition
Total bookings	Bookings whose start time falls in the reporting period.
Completed / cancelled bookings	Counts of bookings with those statuses in the period.
Cancellation rate	Cancelled bookings ÷ total bookings, as a percentage.
Average duration (hours)	Mean length of completed bookings, using actual return time where recorded, else scheduled end.
Total mileage	Sum of (end odometer − start odometer) over bookings that have both readings.
Bookings per day / week / month	Total bookings averaged across the days, weeks (days ÷ 7), and months (days ÷ 30) in the period.
Daily trend	Booking count per calendar day; days with no bookings show as zero.

Cost metrics

Metric	Definition
Total cost	Sum over completed bookings (with both odometer readings) of distance × the vehicle's rate per kilometer.
Average cost per booking	Total cost ÷ number of costed bookings.
Average cost per km	Total cost ÷ total costed distance.

Utilization metrics

Metric	Definition
Report utilization %	In the fleet overview report: current odometer ÷ annual allowance × 100 (a simple ratio).
Composite utilization	On the dashboard: 60% time utilization + 40% year-to-date mileage utilization.
Time utilization	Share of the lookback window the vehicle was booked (capped at 100%).
Year-to-date mileage	Mileage since the current anniversary year start ÷ annual allowance × 100.
Projected year-end mileage	Year-to-date pace extrapolated to the full anniversary year.
Lifetime mileage	Odometer ÷ (annual allowance × expected service years) × 100.

Classification counts

Term	Rule
Over-utilized / Saturated	Utilization at or above 90% (default over-utilized threshold).
Under-utilized	Composite below 30% (default) and not near the mileage limit.
Near mileage limit	Projected year-end mileage at or above 90%, or composite at or above the over-utilized threshold.
Normal	Between the under- and over-utilized thresholds and not near the mileage limit.

Note: The report's simple utilization figure and the dashboard's composite score answer different questions. Quote the composite when discussing how busy a vehicle is, and the report ratio when discussing raw odometer against allowance.

How fleet utilization is calculated
The fleet overview report and what it includes
Reading the utilization dashboard
Exporting fleet reports to PDF and CSV

Written by Alexander Hagemann

Updated: