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 And Utilisation 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.
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 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. |
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: June 2026 · Formbird FLEET 4.2.8