Setting Up and Managing Reports

Setting Up and Managing Reports

Click here or see below for instructions on setting up and managing reports in MyGeotab


Understanding your fleet’s behavior is made simple with the application. Report on activities such as deliveries per driver, average fuel consumption, drivers who speed and identify those most often late to arrive and early to depart. There are over 30 standard reports to choose from, as well as the ability to create limitless custom reports using Microsoft Excel. Reports can be downloaded to your computer in Adobe PDF or Microsoft Excel to further examine and work with the data.

Schedule your reports to be emailed to you daily, weekly, monthly, or on demand. With proactive management, you can create custom rules for your drivers and receive instant updates through email and more.

Configuring Reports

Navigate to Administration on the main menu. Select Reports… then Report views from the sub-menu. A new screen will display a list of runnable reports. Custom reports appear at the top of the list and built-in reports follow after.

You can assign a report to be part of your dashboard by selecting it from the list and then selecting Include me as a dashboard viewer .

To customize a report, select it from the list and then select Edit in Excel to make changes.

Customizing Reports

Using Excel to create custom reports allows for limitless options for analyzing your fleet and driver behavior. Using Microsoft Excel, you can include fleet metrics, charts, formulas, and even match your organization’s color scheme for customer facing reports. The following options are available for customizing reports:

  • Make changes to templates using Microsoft Excel

  • Configure user-level access to individual reports

  • Set custom reports as a dashboard

  • Control how often a dashboard is automatically refreshed

  • Schedule reports to be emailed to users

Adding Multi-language Support to Reports

Report headings for default reports will be translated into the language currently set by the user. Custom reports can make use of this functionality for any supported language. To add multi-language support for a new report template:

  • Create your template, as before.

  • Create a new tab with the exact title "Languages". You can hide it later if you choose.

    • The Languages tab has as its first column "English", and subsequent columns are a supported language, such as French, Spanish, German, Japanese or Polish. These column titles must be in English.

    • "English" must be the first column

    • The other languages can be in any order.

    • Custom reports do not need to support all languages, a subset is acceptable.

  • For each other tab (whether a sheet or a pivot table), prefix each English heading you wish to translate with two asterisks. For example, change "Date" to "**Date".

  • Add each of these translated headings to the Languages tab, one per line.

Dashboard

The application has many different options for what you will initially see when signing in. One of those options is the dashboard: a graphical view of all your reports on one page. The dashboard is meant to highlight critical events and behaviors throughout your entire fleet at a single glance. The reports displayed are up to you and can be customized using Microsoft Excel.

Listed below are the built-in graphics displayed on the dashboard which help establish insights to your fleet.

Driver Score

Rates your drivers based on speeding, after hours driving, and excessive idling

Idle Time

Compares time spent idling as a percentage of the total driving time

Activity

Analyzes the time spent in different zones: at the office, home, and customer zones

Stops

Visualizes the number of stops made

Business and Personal Use

Shows driver mileage for business and personal use while intelligently filtering away the drive to and from work


Email Report

There are several options which interact to affect where reports are sent.

SendReport

is a flag which can be found on the Excel report itself. It can be calculated based on the values in that day's report or set to be always true. The other flags to control the sending of email are found in the application, on a per report basis.

(Main menu > Administration > Reports… > Emailed reports > Select your report > Select the Email report tab)

Email options

controls whether the report can be emailed. Selecting this will display other options.

Email the report to me

will send the report to you, as well as the group selected in Email receivers. If you redirect a report, it must go to an individual (not a group like email receivers).

Redirection is intended as an aid when creating a report. You can redirect a trial run of the report to yourself, or any other individual, in order to verify the contents. Once you are satisfied with your report, you can turn the redirection off, and schedule it for your target audience.

You can either redirect reports where SendReport is true or false. A situation where redirecting reports in which SendReport is false would be to see reports that would otherwise be undelivered (i.e. that failed your logic for setting the SendReport flag in your report)

As a more concrete example, if the report audience is the executive group, Alice is setting up the report options, and it is redirected to Bob for testing:

Redirect

When Send Report is

SendReport

(in report)

Send to myself

Report Recipients

On

True

True

n/a

Bob

On

True

False

n/a

No one

On

False

True

n/a

No one

On

False

False

n/a

Bob

Off

n/a

True

On

Exec, Alice

Off

n/a

True

Off

Exec

Off

n/a

False

On

No one

Off

n/a

False

Off

No one

Email Limitations

In order to preserve the quality of service when using the application there are a number of limitations applied to the number of emails which can be sent at a time, and the size of each individual message.

  • Attachments cannot exceed 10 MB

  • The total data usage of emails per hour cannot exceed 1000 MB

  • The total number of emails sent in an hour per rule cannot exceed 1000

  • The total number of emails sent in an hour per report cannot exceed 1000

Disabled Reports

A report will be disabled if it violates the email limitations or becomes too slow to open. If this happens, the following notification will be displayed:

When this happens, please examine:

Template Macros

Macros can slow down a report. A macro that was working well with a small number of vehicles might not scale if you have increased your fleet.

Number of vehicles

If your fleet has really grown, you might consider splitting your report into multiple reports.


After you have made your changes, go to the report and set Email options to Yes . (Main Menu > Administration > Reports… > Emailed reports > Select your report.)

Running Reports

While the Administration/Reports section allows you to configure a report, you must go to the associated report to actually run the report, as you need to set options to select your vehicles, times, etc.

Vehicle-related reports can be found by selecting Vehicles from the main menu, then clicking the View dropdown menu and selecting a report. This includes the watchdog report.

Activity-related reports can be found by selecting Activity from the main menu. For example, IFTA, Drivers Congregating, HOS, etc. Then, as before, configure the options and click the View dropdown menu to select a report.

Watchdog Report

The watchdog report helps you focus on the vehicles which deserve deeper examination. If a vehicle is not moving, or has not communicated for a period of time, it may be perfectly fine (parked for a battery change), or may indicate another issue.

There are different types of communication messages sent by the vehicle’s Telematics Device. When a vehicle is running, it will send trip report messages which include its location. When a vehicle is turned off, heartbeat messages are sent. For the first 48 hours a vehicle is turned off, a heartbeat message is sent approximately every half hour. After that, heartbeat messages are sent every 23 hours. (23 hours instead of 24, so that the time the message is sent will rotate.) All types of messages rely on network communication. A vehicle is considered to be not communicating if no messages of any sort are being sent. Historical vehicles are excluded from the report.

To access the report, select the Vehicles option on the left-navigation menu of the main application page. Click on the View dropdown and select Watchdog Report . You can view the list, download a PDF, or download an Excel spreadsheet with the same information. The latter provides the most flexibility.

The Excel version of the report has 3 visible tabs:

Report Tab

Each row in the Report tab provides the following data:

Vehicle

Vehicle name

Group

Vehicle group(s)

Last Known Address

Last communicated location. If the vehicle is active, but the Telematics Device is not communicating, then the vehicle’s actual physical location will be different. If the location is resolved to a zone, the entire address field will be displayed in a blue font, including the zone name(s) and address. If it does not resolve to a zone, then the address will be listed in black.

Last Communication Date

The date and time of the last device communication, heartbeat or otherwise, if delayed. To unclutter the report, the date is left blank for vehicles with an “OK” status.

Days Since Moved

Number of days from the date on which the vehicle last communicated location information (trip report) to the time at which the report was produced, if delayed. To unclutter the report, the date is left blank for vehicles with an “OK” status.

Days Since Communicated

Number of days from the date on which the vehicle last communicated any type of record to the date at which the report was produced. As long as a vehicle has network coverage, it will continue sending out “heartbeat” message logs, even if the vehicle is turned off. Note, if the vehicle was turned off and not moving while the device kept communicating heartbeat messages, but then a week later the heartbeat messages also stopped, then Days since moved and Days since communicated will be a week apart. If both trip and heartbeat communication failed at the same time, then the dates will match.

Serial Number

Serial number of the Telematics Device in the vehicle.

Status

Interpretation of the vehicle’s status, based on the Last Communication Date and the customizable parameters to set time ranges. Refer to the knowledge base article for more information on customizing this report.

Map View

Quick link to display the vehicle on a map. Only clickable in the PDF or Excel reports — not the application interface.


Chart Tab

The chart tab shows a graphical view of the status. The numbers are the actual number of vehicles in each category, not the percentage.

Summary Tab

The summary tab shows a vehicle-by-vehicle list of the vehicle status and the days since last communication.


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