Identifying under-utilized vehicles

This article shows you how MobilityManager flags under-utilized vehicles, how to tune the threshold, and what to do with the vehicles it surfaces.

The Utilization dashboard maintains a dedicated under-utilized list so you can spot idle assets quickly. It requires the View reports permission (reports:view-all), granted to FleetManager and SystemAdmin by default.

What counts as under-utilized

A vehicle appears on the under-utilized list when both conditions hold:

1. Its composite utilization is below the under-utilized threshold (default 30%), and
2. Its projected year-end mileage is below 90% — so it is not simultaneously at risk of overshooting its mileage cap.

The second condition matters: a vehicle that is rarely booked but is racking up long-distance trips can project toward its annual limit. Such a vehicle is deliberately kept off the under-utilized list and flagged as near the mileage limit instead, so you never mistake a mileage risk for an idle asset.

How the list is ordered

Under-utilized vehicles are sorted by composite utilization ascending, so the very quietest vehicles sit at the top of the list — exactly where you want to start when trimming or reallocating the fleet.

Reading each flagged vehicle

Every row carries the full metric set: composite score, the underlying time and year-to-date mileage percentages, projected year-end and lifetime mileage, current odometer, annual allowance, contract start and anniversary year start, expected service years, acquisition type (Owned or Leased), and status. Check the components before acting:

• Low time and low mileage — a true idle vehicle.
• Low composite but recently acquired — a new vehicle whose anniversary year has barely started may read low simply because little time has elapsed; give it a full window before judging.

Tuning the threshold and window

Two controls change how aggressive the flagging is:

• Under-utilized threshold — raise it (say to 40%) to catch more borderline vehicles, or lower it to flag only the most idle.
• Lookback days — extend the window (60 or 90 days) so a single quiet stretch such as a holiday period does not misclassify a normally busy vehicle.

Warning: Adjusting the threshold changes only how vehicles are classified in the view — it does not change any vehicle data. Confirm a pattern across a longer lookback window before decommissioning or reassigning a vehicle.

What to do next

• Reassign or pool the vehicle so busier teams can use it.
• Relocate it to a site with unmet demand.
• Return or sell a persistently idle leased or owned vehicle to cut standing costs.
• Cross-check the fleet overview report to see the vehicle's booking and cost contribution before deciding.

Tip: Re-run the list on the same threshold and window each month so you are comparing like with like and can tell a temporary dip from a lasting pattern.

Related

• Reading the utilization dashboard
• How fleet utilization is calculated
• Per-vehicle utilization metrics
• The fleet overview report and what it includes