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.

See Reports Overview for how to find these reports.

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 Active 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
Requested Date > / Requested Date <	Sets the start and end of the report period, based on each booking's requested start time.
Pool	Limits results to assets from a specific pool.
Location	Limits results to assets from a specific location.
Asset	Limits results to a specific asset.
Asset Group	Limits results to a specific asset type, for example Passenger Vehicle SUV.

Report Summary

A summary panel shows headline figures for the period: Total Assets in Fleet (matching the filters, regardless of whether they had any bookings), Highest Availability and Lowest Availability (assets available in the busiest and quietest single hour), Highest Booking Starts, and Peak Demand (the highest number of overlapping bookings in any single hour).

Average Daily Profile

A graph showing average availability and demand broken down by hour of the day, averaged across every day in the report period. Three metrics are displayed:

Metric	Definition
Assets Available	The average number of assets available in each hour. An asset counts as unavailable during any hour that overlaps with an active (non-cancelled) booking, an active Safety Tag, an urgent Daily Driver fault (priority Urgent - Fleet Out of Service), a maintenance or service request with bookings disabled, or a time outside the asset's configured available-hours schedule. Safety Tags and urgent Daily Driver faults only count if your organisation's booking configuration is set to block for them.
Booking Demand	The average number of overlapping bookings in each hour. This always includes commuter/private use bookings — it isn't affected by the Include Commuter/Private Use setting further down the page.
Starts (Count)	The average number of bookings whose requested start time falls in each hour.

Report Details

Select Report Details to expand the panel. The table shows the same three metrics as the Average Daily Profile, but as actual counts for each hour of each day in the report, plus a Bookings Per Day total column.

Toggle the checkboxes above the table to control what's shown: Show Available (ticked by default), Show Avail as % (shows Assets Available as a percentage of the total fleet instead of a raw count), Show Demand (also reveals Total Demand columns and a totals row), and Show Start Count.

Cell colour reflects the relative value of whichever single metric is selected, scaled across every cell currently shown. If more than one checkbox is ticked, colour reverts to being based on the raw Assets Available count regardless of which other metrics are showing — Show Avail as % changes the displayed number but never the colour scale.

Select a date in the left-hand column to open a pop-up chart showing that day's availability and demand by hour.

Assets Included in Report

Lists every asset matching the filters, whether or not it had any bookings in the period, with its type, location, and pool(s).

Hire Documents

This section — the Hire Document Calendar and Hire Documents table described below — currently doesn't render on the page due to an application issue and should be reported to Formbird Support. The rest of the report above is unaffected.

The Hire Document Calendar shows current pool assets and their bookings. Use the Zoom slider 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 the calendar by asset or user.

The Hire Documents table lists individual booking documents, filtered independently of the report filters above. Tick Filter Grid By Roster to show only the bookings currently visible in the calendar (this also disables the two date fields below it). Otherwise, use Filter Start Date > and Filter Start Date < to restrict the table to bookings overlapping a date range, and Include Commuter/Private Use (ticked by default) to include automatically generated allocated-driver bookings in this table specifically — commuter/private use bookings are always included in the Report Summary, Average Daily Profile, and Report Details above regardless of this setting. These filters apply immediately; there's no separate Apply button for this table.

Booking Activity And Utilisation Report

The Booking Activity And Utilisation Report summarises closed booking activity and hours utilisation per asset over a chosen period, with grand totals and top-performer highlights across the whole result set.

An asset only appears if it has at least one Closed booking with a Closed Date in the selected period, its current status is Active, and it belongs to at least one hire pool.

Set the date range using Booking Closed > and Booking Closed < — it defaults to the last 7 days and runs automatically when the page opens. Narrow results by selecting specific Pool, Location, Asset, and/or Asset Group values (Asset Group selects by asset type, for example Excavator or Truck), then select Apply Filter to refresh. The date range cannot exceed one year, and the end date cannot be earlier than the start date.

Rows are grouped under a banner showing the asset's type — its template name combined with its asset category, for example "Passenger Vehicle Sedan".

Summary Panels

Activity Summary shows grand totals across every asset in the filtered result: Total Bookings, Total Non-Commuter Bookings, Total Commuter Bookings, Total Non-Commuter Hours, Total Commuter Hours, Avg. Non-Commuter Hours/Booking, and Avg. Total Bookings/Week (Total Bookings ÷ number of weeks in the period).

Top Performers highlights a single asset for each of: Vehicle with Highest Total Bookings, Vehicle with Highest Non-Commuter Hours, Vehicle with Highest Utilisation, and Vehicle with Lowest Utilisation.

Columns

The table lists one row per asset, with Name, Location, and Pools, followed by three column groups — Total, Non-Commuter Use, and Commuter Use:

Column	Group	Definition
Count	Total	Total closed bookings for the asset (commuter + non-commuter).
Avg Bookings/Week	Total	Total Count ÷ number of weeks in the period.
Count	Non-Commuter Use	Number of closed non-commuter bookings for the asset.
Available Hours	Non-Commuter Use	Hours the asset was available for booking in the period (see below).
Booked Hours	Non-Commuter Use	Total hours booked on non-commuter bookings.
Utilisation	Non-Commuter Use	Non-Commuter Booked Hours ÷ Available Hours × 100, capped at 100%. Shown as a coloured dot on a 10%-banded red-to-green scale rather than a smooth gradient — for example, 1%, 3%, and 9% utilisation all show the same shade of red.
Avg Hours/Booking	Non-Commuter Use	Non-Commuter Booked Hours ÷ Non-Commuter Count.
Count	Commuter Use	Number of closed commuter (automatically generated allocated-driver) bookings for the asset.
Booked Hours	Commuter Use	Total hours booked on commuter bookings.

Commuter Use only reports Count and Booked Hours — it doesn't include Available Hours, Utilisation, or Avg Hours/Booking.

Available Hours Calculation

Available Hours is the asset's available booking time within the period, less any time blocked by other activity:

Base availability — if the asset has all three of Available Hire Start, Available Hire End, and Available Hire Days configured, only those hours on those days count as available. If any of the three is missing, the asset defaults to being available 24 hours a day, every day.
Blocked time — time is then subtracted for maintenance or repair requests against the asset configured to block bookings (Block Asset Booking set to Disable while open, or Auto Disable once the request reaches Drop Off, In Progress, Work Complete, Pick Up, or Closed within the period). If enabled in Booking Configuration, urgent Daily Driver faults and active Safety Tags on the asset also block time.

Select CSV to export the table.

Asset - User Hire Count / Hours

This report and User - Asset Hire Count / Hours below are two sections of the same page, Bookings By User / Asset. There's no tab or toggle between them — scroll down from this section to reach the other. Each has its own filters and its own Apply Filters button; changing one section's filters has no effect on the other.

Set the date range using Filter Start Date> and Filter Start Date <, which filter on each booking's start date. Left blank, the report defaults to the last 7 days. The maximum range is one year — an empty date, or a start date after the end date, shows an error and the report doesn't run.

Narrow results further using:

Filter	Matches against
Filter By Pool	The asset's current pool membership
Filter By Location	The asset's current location
Filter By Account	The user who made the booking
Filter By Asset	One or more specific assets
Filter By Asset Group	The asset's type

Each filter accepts multiple selections. Tick Include Commuter/Private Use to also include commuter and private-use bookings — these are excluded by default. Select Apply Filters to run the report.

Only bookings with a status of Closed are counted; Asset Reserved, Hire Commenced, and Cancelled bookings are excluded.

Filter By Pool and Filter By Location check the asset's current pool and location, not what they were at the time of booking — an asset that has since moved no longer matches a search for its former pool or location, even for bookings made while it was still there.

The Asset Summary panel shows four single results, not a ranked list: the one asset with the most hires, the one with the fewest, the one with the most total hours, and the one with the fewest.

The results table lists one row per asset, with an Asset Name column (linked to the asset record) and a Hires & Hours per User chart column — a bar chart with one pair of bars per user who booked that asset, showing hire count and total hours. Use the table's Search box or Show entries control to find a specific asset.

User - Asset Hire Count / Hours

The second section of the same Bookings By User / Asset page as above. It shows each user's booking history by asset, with its own separate filters — on screen, its panel header currently reads "User - Asset Count / Hours".

The date range and filters work the same way as Asset - User Hire Count / Hours, with one difference: here, Filter By Pool and Filter By Location check the user's current pool and location membership, not the asset's — again reflecting current membership only, not what it was at the time of booking.

Select Apply Filters to run the report. Only bookings with a status of Closed are counted, the same as the Asset - User section.

The Driver Summary panel shows four single results: the one user with the most hires, the one with the fewest, the one with the most total hours, and the one with the fewest.

The results table lists one row per user, with a Driver Name column (linked to the user's account) and a Hires & Hours per Asset chart column — a bar chart with one pair of bars per asset the user booked, showing hire count and total hours.

Booking Behaviour Report

The Booking Behaviour Report shows how users interact with the booking system, highlighting patterns such as late starts, unreturned assets, and cancellations. Automatically generated commuter/private-use bookings are excluded from the whole report.

Set the date range using Booking Closed/Cancelled > and Booking Closed/Cancelled < (maximum range is 1 year), then select Apply Date Filter.

Behaviour Summary

A summary section highlights the single user with the highest count in each behaviour category, and the most common reason for booking in the period.

The full table lists all users with at least one booking (completed or cancelled) 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	Completed bookings that started more than 5 minutes after the requested start time.
Automatically Cancelled	Bookings the system cancelled because they weren't commenced within the configured cancel timeout. Users allocated to the asset are exempt from this timeout.
Cancelled	All bookings with a Cancelled status, whether cancelled manually or automatically. This includes every booking already counted under Automatically Cancelled — the two counts overlap rather than being mutually exclusive.
Ended Late	Bookings where the closed time was more than 5 minutes after the requested completion time.
Count	Total bookings made by the user in the period, including cancelled bookings.

The closed time used for Ended Late is set automatically when a KeyWatcher key is returned, manually when a user selects Close Booking, or automatically to the requested completion time if Automatically Close Booking is enabled. For a booking that closes automatically without a KeyWatcher, the closed time reflects the requested completion time rather than the actual return time, so Ended Late can under-report lateness for those bookings.

Booking Reasons

A table showing the reasons users selected when making their bookings. Both completed and cancelled bookings in the period are included.

User/Department/Section/Location Booking Report

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 and automatically generated commuter/private-use 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 date range using Booking Commenced > and Booking Commenced < (maximum range is 1 year), then select Apply Date Filter.

Section	What it shows
Booking Summary	Highlights the single user, department, section, and location with the highest booking count in the period.
Total Bookings Per User	Every active user account with at least one Vehicle Hire Pool assigned — including users with zero bookings in the period — their total bookings, and their current department, section, and location.
Total Bookings Per Department	Total bookings aggregated by department, with a bar chart of counts by department.
Total Bookings Per Section	Total bookings aggregated by section, with a bar chart of counts by section.
Total Bookings Per Location	Total bookings aggregated by location, with a bar chart of counts by location.

Exporting FLEET Booking Data

Individual booking documents can be exported to CSV via the Export List Report. This is useful for analysing hire costs, durations, and account code allocation outside of the application.

From the Administrator homepage, select Reports, then Export List.
Select Request Export from the export type list.
In the Request Type filter, select New Internal Asset Hire Request.
Apply any additional filters (date range, asset, or status) to limit the results.
Select the fields to include and select Download.

Learn more about the Export List Report.

Fields Available for Hire Documents

The Request Export covers all request types, so many fields are not populated on hire documents. The following fields are relevant to FLEET bookings:

Field	Description
Reference	The booking's unique reference number.
Status	Current status — Pending, Open, In Progress, Work Complete, Closed, or Cancelled.
Created Date	When the booking document was created.
Asset Detail	The asset that was booked.
Responsible Workshop	The pool the asset belongs to.
Critical Asset	Whether the asset is flagged as critical.
Requested By	The user who made the booking.
Phone (mobile)	The requester's mobile number.
Responsible Person	The person responsible for the asset at the time of booking.
Responsible Person Phone	Responsible person's phone number.
Responsible Person Email	Responsible person's email address.
Allocated Person	The person the asset is allocated to.
Allocated Person Phone	Allocated person's phone number.
Allocated Person Email	Allocated person's email address.
Requested Hire Start	The start date and time requested by the user.
Requested Hire Completion	The completion date and time requested by the user.
Expected Start	The expected start date set by a supervisor.
Expected Completed	The expected completion date set by a supervisor.
Expected Hire Minutes	The expected duration of the booking in minutes.
Hire Commenced / In Progress Date	When the booking was actually commenced.
Hire Concluded / Work Completed Date	When the booking was actually concluded.
Closed Date	When the booking was closed.
Cancelled Date	When the booking was cancelled (if applicable).
Reason For Cancellation	Reason entered when the booking was cancelled.
Reason For Booking	The purpose entered by the user when making the booking.
Request Details	Free-text hire notes entered on the booking.
Hire Duration	The calculated duration used for charge purposes.
Hire Cost	The calculated or manually entered hire charge.
Hire Rate	The hire rate applied to the booking.
Hire Rate To Apply	Whether the hourly or daily rate was applied.
Account Code	The account code the booking was charged to.
Job Name	The job the booking was attributed to.
Destination Address Street No / Street / Suburb	The destination entered on the booking.
Automatically Commence Booking	Whether the booking was set to automatically commence.
Automatically Close Booking	Whether the booking was set to automatically close.

Note: Fields such as Document Id and Asset DocumentId are also available and can be useful for linking booking records to other exports or external systems.

Updated: August 2026 · Formbird FLEET 4.2.8