Fleet Booking Reports
Formbird FLEET provides reports for analysing pool booking patterns — from fleet availability and demand across the day to booking volumes by user, department, and location.
Asset Booking Availability and Demand Report
The Asset Booking Availability and Demand Report shows the availability and demand for pool booking assets over a chosen period. It is useful for identifying peak demand times, quantifying unmet demand, and evaluating whether the pool fleet is correctly sized for your organisation's needs.
The maximum report duration is 4 weeks. The report only includes assets that are currently part of a pool — historical pool membership changes are not reflected.
Filters
Select Apply Filter after making any filter changes.
| Filter | What it does |
|---|---|
| Filter Start Date > / < | Sets the start and end of the report period. |
| Include Commuter/Private Use | Includes automatically generated bookings for allocated drivers. |
| Pool(s) | Limits results to assets from specific pools. |
| Location(s) | Limits results to specific locations. |
| Account(s) | Limits results to bookings made by specific user accounts. |
| Asset(s) / Asset Group(s) | Limits results to specific assets or asset groups. |
Report Summary
A summary section shows headline figures for the period — total availability, total demand, and key statistics.
Average Daily Profile
A graph showing average availability and demand broken down by hour of the day across the report period. Three metrics are displayed:
| Metric | Definition |
|---|---|
| Assets Available | The average number of assets available in each hour. An asset is counted as unavailable during any hour that overlaps with a booking, a Safety Tag, an urgent Daily Driver fault, maintenance with bookings disabled, or the asset's configured unavailable hours. |
| Booking Demand | The average number of ongoing bookings in each hour, including auto-generated commuter use bookings. |
| Starts (Count) | The average number of bookings that commenced in each hour. |
Report Details
The detailed table shows the same three metrics as the Average Daily Profile but as actual counts (not averages) for each time period in the report. Cell colours reflect the metric's relative value — green indicates availability or low demand, red indicates low availability or high demand.
Toggle the Show Available, Show Demand, and Show Start Count checkboxes to control which metrics are colour-coded. When more than one checkbox is active, colour is based on the percentage of available assets.
Assets Included in Report
Lists all assets whose bookings are included in the report.
Booking Documents and Calendar
The Hire Document Calendar shows all current pool assets and their bookings. Use Zoom to switch between 30-minute, hourly, daily, and monthly views. Use Start Date to jump to a specific date, or Now to return to the current time. Use Resource Filter and Event Filter to search by asset or user.
The Hire Documents table lists all individual booking documents. Tick Filter Grid By Roster to show only the bookings currently visible in the calendar.
Booking Activity Report
The Booking Activity Report displays booking statistics per asset over a chosen period. Only assets with at least one completed booking in the period are shown.
Set the date range using Booking Closed > and Booking Closed <. Narrow results by selecting specific Pool(s), Location(s), Asset(s), and/or Asset Group(s). Assets are grouped by asset type (template and category combined).
Columns
Non-Commuter Use columns cover regular bookings:
| Column | Definition |
|---|---|
| Count | Total number of closed bookings for the asset in the period. |
| Available Hours | Total hours the asset was available for booking in the period. |
| Booked Hours | Total hours the asset was booked. |
| Utilisation | Booked Hours ÷ Available Hours × 100. Colour-coded as a gradient from red (0%) to green (100%). |
| Avg Hours/Booking | Booked Hours ÷ Count. |
Commuter Use columns show the same metrics for automatically generated allocated-driver bookings only.
Asset – User Hire Count / Hours
This report shows how many bookings each user has made per asset, and the total booking hours, within a selected period.
Set the date range using Requested Date > and Requested Date <. Narrow results by selecting Pool(s), Location(s), Asset(s), and/or Asset Group(s). Only assets currently part of a pool are included; historical pool membership changes are not reflected.
The Asset Summary section highlights assets with the most and fewest bookings and booking hours.
The Asset – User Hire Count/Hours table lists each asset alongside each user who has booked it, with the booking count and total hours for completed bookings.
User – Asset Hire Count / Hours
The counterpart to the Asset – User report. This report shows each user's booking history by asset.
Filters and date range work the same way as the Asset – User report.
The Driver Summary section highlights users with the most and fewest bookings and booking hours.
The User – Asset Hire Count/Hours table lists each user alongside each asset they have booked, with the booking count and total hours for completed bookings.
Booking Behaviour Report
The Booking Behaviour Report shows how users interact with the booking system, highlighting patterns such as late starts, unreturned assets, and automatic cancellations.
Set the date range using Booking Closed/Canceled Date selectors (maximum range is 1 year), then select Apply Date Filter.
Behaviour Summary
A summary section highlights users with the highest counts for each behaviour category, and the most common reason for booking in the period.
The full table lists all users with at least one booking in the period. Select a user's name (blue link) to see the individual bookings that make up their count for Commenced Late, Automatically Cancelled, Cancelled, and Ended Late.
| Behaviour | Definition |
|---|---|
| Commenced Late | Bookings started 5 minutes or more after the expected start time. |
| Automatically Cancelled | Bookings cancelled by the system because they were not commenced before the configured cancel timeout. |
| Cancelled | Bookings cancelled manually by the user or an authorised user. |
| Ended Late | Bookings where the closed time was more than 5 minutes after the expected completion time. |
| Count | Total bookings made by the user in the period, including cancelled bookings. |
Ended Late relies on the return of a Smart Key to accurately record the time the asset was returned.
Booking Reasons
A table showing the reasons users selected when making their bookings. Only completed (not cancelled) bookings are included.
Bookings By User and Asset
The User/Department/Section/Location Booking Report shows the total number of completed bookings broken down by user and then by department, section, and location. Cancelled bookings are not counted.
The report reflects each user's current department, section, and location — not their historical values at the time of booking.
Set the Booking Commenced date range and select Apply Date Filter to update the report.
| Section | What it shows |
|---|---|
| Booking Summary | Highlights the users, departments, sections, and locations with the highest booking counts in the period. |
| Total Bookings Per User | All users with access to one or more pools, their total bookings, and their current department, section, and location. |
| Total Bookings Per Department | Total bookings aggregated by department. |
| Total Bookings Per Section | Total bookings aggregated by section. |
| Total Bookings Per Location | Total bookings aggregated by location. |
Published: May 2026 · Formbird FLEET 4.2.8