What does the fleet report usage analyzer do?
Fleet systems produce dozens of reports, but each team uses only a few, and some reports are opened by hand every morning when they could arrive by email. This tool reads a log of report runs, one row per run with the user, the report and the date and time, and answers the questions fleet managers ask about it: what is the most frequent report executed by my users, who runs what, how use changes from week to week or month to month, which reports are run by hand again and again and could be scheduled, and who never runs the reports that matter.
Why look at report usage?
- Time: a report that one person opens, filters and exports by hand every working day costs that time every day. A scheduled report arrives without it.
- Coverage: if nobody runs the speeding or maintenance reports, the alerts and data behind them are not reaching the people who should act.
- Training: users who run only one report may not know what else the system offers; users who never log in to run anything may need a scheduled copy instead.
- Clean-up: reports nobody runs can be dropped from menus and handbooks, so the useful ones are easier to find.
Where do you get the log?
Many fleet and business systems keep an audit or activity log that records each report run, and report schedulers list the reports they send. Ask your system administrator or provider which export holds report runs and copy it into the tool. If your system has no such log, the tool can still read a simple list your team keeps, one row per report run.
| Column | Needed? | Examples the tool reads |
|---|---|---|
| User | Yes | User name, login, email or employee name |
| Report name | Yes | Report or template name, as the system writes it |
| Run date and time | Yes (the date at least) | 2026-10-05 07:52, 05/10/2026 7:52 AM, 5 Oct 2026 07:52; or a date column plus a time column |
| Scheduled or manual | Optional | Scheduled / Manual, Yes / No, Auto, System, مجدول / يدوي; a run by a user named System or Scheduler counts as scheduled |
The tool finds the columns from the header names in English or Arabic, or from what the cells hold; if it picks the wrong one, choose the right column under Columns the tool found. Without a schedule column every run counts as run by hand.
How is it calculated?
For each schedule candidate, the tool looks at the days between runs. A median gap of up to 2 days suggests a daily report, up to 10 days a weekly one on the weekday it is most often run, and longer a monthly one on the usual day of the month, each at the usual hour. When the gaps vary a lot (coefficient of variation above 0.6) the runs are marked irregular: look-ups when needed, which a schedule may not replace.
Worked example: four months of report runs
The example log is made up: seven users of a fleet system from 1 July to 29 October 2026, with a Type column saying whether each run was manual or scheduled.
- The log holds 168 runs of 8 reports by 7 users, on 85 different days; 21 runs (13%) are scheduled.
- The most frequent report is Daily Activity: 80 runs, 48% of all runs, every one by hand and all by the same user, Sara M. Speeding Violations follows with 22 runs (17 scheduled) and Maintenance Due with 21. The top three take 73% of the runs.
- Five of the seven users run a single report. Ahmed K. uses the most reports, four, and Karim S. ran a report only twice in four months.
- By week, use is steady at 9.3 runs a week on average, with a peak of 13 in the week of 26 July.
- With a threshold of 4 days, 5 user and report pairs are regular enough to schedule, together 117 runs by hand, 80% of all manual runs: Sara's Daily Activity daily at 07:00, before her usual run, Omar T.'s Maintenance Due weekly on Sunday at about 09:00, Lina H.'s Fuel Consumption monthly on day 1, and two more monthly pairs. Huda R.'s geofence look-ups and one more pair are irregular.
- Of the three key reports listed, Maintenance Due is run by only 1 of the 7 users, and every user has missed at least one of them, so the next step is to decide who should receive each one, by schedule if needed.
How to read the results
- Most-run by hand is the list to work on first: switch the count to Runs by hand to see it.
- One user, one report, every day is the clearest case for a scheduled email of the same report.
- A falling trend may mean a team stopped using a report, or that it moved to a schedule; the manual and scheduled columns tell which.
- A key report nobody runs is a gap in the routine, not a fault of the user: agree who owns it and how it reaches them.
What to do with the results
- Schedule the regular candidates at the suggested time, to the user who runs them, and check after a month that the manual runs stopped.
- Assign each key report to an owner in your Fleet Management SOP Template, and review the figures in your Monthly Fleet Review Deck.
- Choose the KPIs those reports should feed with the Fleet KPI Calculator and the Monthly Fleet KPI Report Template.
- Train users who run one report only on the reports their role needs.
Assumptions and limits
The tool counts the rows it is given. A log may record each export or page of a report as a separate run, or leave out runs from a mobile app or an API; check what your system writes before comparing users. Report names are matched as text, so a renamed report counts as two. The schedule suggestions come from past dates only and the thresholds are examples, not standards. The example log is made up. This is a planning aid, not HR or audit advice.