Skip to content
  • There are no suggestions because the search field is empty.

How to run a Report

Simple steps to generate any report in Track My Ride

Track My Ride has lots of different reports showing everything from journeys to speed to maintenance. But they all work the same way - here's how to run any report.

The basic steps:

  1. Go to the Reports page
  2. Pick which report you want
  3. Select your date range
  4. Choose which vehicles
  5. Click Run Report

That's it! Then you can view it on screen or export it to Excel/CSV/PDF.

Step 1: Go to the Reports page

Click the Reports icon in the sidebar (looks like a bar chart).

Step 2: Choose which report

At the top of the page, you'll see tabs for different report types:

Available reports:

  • Journeys - All trips with start/stop times and distances
  • Journey Summary - Overview of trips grouped by day
  • Time in Zones - How long vehicles spent in each zone
  • Tax Logbook - Business vs private trips for tax purposes
  • Raw GPS Data - Technical GPS data points
  • Zone Stocktake - Zone entry/exit events
  • Refuelling - Refuelling events and costs
  • Maintenance - Service reminders and maintenance tracking
  • Heatmap - Visual map showing where vehicles travel most
  • Engine On/Off - Engine start and stop events
  • Tracker Self Check - Tracker health and diagnostics
  • Scheduled Reports - Set up automatic report delivery

Click the tab for the report you want to run.

Step 3: Select your date range

Every report needs a date range - when do you want the report to cover?

Using the date picker

  1. Click the calendar icon (shows today's date by default)
  2. Choose from quick options:
    • Today - Just today
    • Yesterday - Just yesterday
    • Last 7 Days - Past week
    • Last 30 Days - Past month
    • This month - Current month so far
    • Last month - The entire previous month
    • Custom Range - Pick your own start and end dates
  3. Or click specific dates on the calendar

For a single day

Tip: To run a report for just one day, select the same day as both the start date and end date.

Example: To see yesterday only:

  1. Click the date picker
  2. Select yesterday's date as the start
  3. Select yesterday's date again as the end
  4. Done! Report will only show yesterday

For a custom range

Example: To see 15 October to 20 October:

  1. Click the date picker
  2. Click 15 on the calendar (start date)
  3. Click 20 on the calendar (end date)
  4. Done! Report covers those 6 days

Step 4: Choose vehicles or drivers

Use the device picker to select what you want the report to cover.

Opening the device picker

Click the dropdown that says "All vehicles and devices" (or shows a vehicle name).

Your options

All vehicles and devices (default)

  • Shows data for everything in your account
  • Good for overall fleet reports

Individual vehicles

  • Select one or more specific vehicles
  • Click a vehicle to select it
  • Click it again to deselect it
  • Good for vehicle-specific reports

Drivers (if using driver tracking)

  • Select specific drivers
  • Shows only trips made by those drivers
  • Good for driver performance reports
Tip: You can select multiple vehicles - just click each one you want to include.

Step 5: Run the report

Once you've selected your dates and vehicles:

Click the green Run Report button.

The report generates and appears on screen. Depending on the report type and date range, this might take a few seconds.

Viewing the report

The report appears in a table format showing all the data for your selected dates and vehicles.

What you can do:

  • Scroll through the data
  • Click on items for more details (depends on report type)
  • Sort columns (click column headers)
  • Search for specific entries (use the search box)

Exporting the report

Want to save the report or analyse it in Excel? Export it!

How to export

  1. After running the report, click the Export button
  2. Choose your format:
    • Excel - Opens in Microsoft Excel (or similar)
    • CSV - Opens in Excel, Google Sheets, or any spreadsheet program
    • PDF - Printable document format
  3. The file downloads to your computer

Which format should you use?

Excel / CSV:

  • If you want to analyse the data further
  • If you want to create your own charts or graphs
  • If you need to import into other software
  • If you want to do calculations

PDF:

  • If you want to print it
  • If you want to email it to someone
  • If you just need a static record
  • If you want it to look professional

Tip: CSV is the most flexible - it works with any spreadsheet program and keeps all the data.

Common report tips

Running reports for multiple vehicles separately

Want individual reports for each vehicle?

  1. Run the report for Vehicle 1, export it
  2. Change the vehicle picker to Vehicle 2, run report, export it
  3. Repeat for each vehicle

Running reports for different time periods

Want to compare this month vs last month?

  1. Run report for "This month", export it
  2. Change dates to "Last month", run report, export it
  3. Compare the two files

Large date ranges

Warning: Reports covering very long periods (6+ months) or with lots of vehicles might take a while to generate or be very large files.

Better approach:

  • Run reports in monthly chunks
  • Or limit to specific vehicles
  • This keeps file sizes manageable

Single day reports

Remember: To see just one day, select that same day as both start and end date.

Example for today:

  1. Select today as start date
  2. Select today as end date
  3. Run report

Report-specific options

Some reports have extra options:

Options button

If you see an Options button:

  1. Click it before running the report
  2. Configure report-specific settings
  3. Examples:
    • Include/exclude certain data
    • Filter by zones
    • Change how data is grouped
    • Include metadata

Check the specific guide for each report type to see what options are available.

Common questions

Q: How far back can I run reports?
A: As far back as you have data! If you've been using Track My Ride for 2 years, you can run reports for any dates in those 2 years.

Q: Why is my report taking a long time?
A: Large date ranges (6+ months) or many vehicles can take longer. Try smaller date ranges.

Q: Can I run a report for all vehicles at once?
A: Yes! Just leave the device picker on "All vehicles and devices" (the default).

Q: Can I run a report for multiple specific vehicles but not all?
A: Yes! Open the device picker and click the specific vehicles you want to include.

Q: What's the difference between Excel and CSV export?
A: They're very similar. CSV is simpler and more universally compatible. Excel might have some additional formatting. Both work in spreadsheet programs.

Q: Can I schedule reports to run automatically?
A: Yes! See the "Scheduled Reports" tab. This lets you set up reports to be emailed to you daily, weekly, or monthly.

Q: Why does it say "No data available"?
A: Either:

  • No data exists for those dates/vehicles (no trips made)
  • The vehicles were not tracking during that period
  • You've selected future dates by mistake

Q: Can I save my report settings?
A: Not directly, but scheduled reports remember your settings. Or just keep the tab open!

Q: How do I print a report?
A: Export it as PDF, then print the PDF.