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Journey Report

How to use the Journey Report. Track every trip your vehicles and team make with complete detail and accuracy.

The Journey Report is your complete record of everywhere your fleet and team have been. Whether you're tracking vehicles with GPS trackers or team members using the mobile app, this report gives you full visibility of all movements.

What you can do:

  • Track all vehicle and team member trips automatically
  • See who was driving each vehicle at any time
  • Classify trips as business or personal for tax purposes
  • Add notes to journeys for future reference
  • Export data for accounting and compliance
  • Schedule automatic report delivery

Accessing the Journey Report

Getting to your journey data takes just two clicks.

Steps to access

  1. Open Reports section – Click "Reports" in the sidebar menu
  2. Select Journeys tab – Click on "Journeys" from the report tabs

You'll see the journey report interface with date selector, vehicle filter, and report buttons.

Setting up your report

Before running the report, you'll need to select what data you want to see.

Step 1: Choose your date range

Using the date picker:

  1. Click the calendar icon next to the date field
  2. Select from quick options:
    • Today
    • Yesterday
    • Last 7 Days
    • Last 30 Days
    • This month
    • Last month
    • Custom Range

For custom dates:

  • Click the start date on the calendar
  • Click the end date
  • Click the green tick to confirm

Tip: The date field shows "26-09-2024 - 26-09-2024" format for your selected range.

Step 2: Select vehicles or devices

Filter your results:

  1. Click the dropdown below the date picker
  2. Choose from:
    • All vehicles and devices (default)
    • Individual vehicles (shows list of your fleet)
    • Specific team members (if using mobile tracking)

Note: You can select multiple vehicles by ticking multiple boxes in the list.

Step 3: Run the report

Generate your data:

  • Click the green "Run Report" button
  • Wait for results to load (larger date ranges take longer)

Understanding the report data

The Journey Report displays comprehensive information about each trip.

Report columns explained

Vehicle – Name of the vehicle or device that made the journey

Start – Exact start time of the journey (24-hour format)

Stop – Exact end time of the journey

Duration – Total time from start to stop (HH:MM:SS format)

From – Street address where journey began

To – Street address where journey ended

Distance (km) – Total kilometres travelled during the journey

Odometer (km) – Vehicle's odometer reading at journey end

Classification – Business or Private designation

Notes – Any comments added to the journey

Reading journey entries

Each row represents one complete journey from engine on to engine off. The system automatically detects journeys based on:

  • Engine ignition events
  • Movement detection
  • Stop duration settings (configurable in settings)

Classifying journeys

Properly classifying trips is essential for tax compliance and expense management.

Classification types

Business – Work-related travel including:

  • Customer visits
  • Deliveries
  • Site inspections
  • Travel between work locations
  • Work errands

Private – Personal use including:

  • Commuting to/from home
  • Personal errands
  • Lunch breaks (unless work-related)
  • Weekend personal use

How to classify journeys

Manual classification:

  1. Click the classification button for any journey
  2. Select "Business" or "Private"
  3. Classification updates immediately

Automatic classification options:

  • Time-based rules (business hours)
  • Geofence zones (mark customer sites as business)
  • Roster integration
  • Reservation system linking

Tip: Set up automatic classification rules in Settings to save time on regular routes.

Adding notes to journeys

Notes help you remember journey purposes months later.

When to add notes

Recommended for:

  • Customer names for site visits
  • Purpose of unusual trips
  • Expense claim references
  • Project codes
  • Incident details
  • Fuel or toll receipts

How to add notes

  1. Click in the Notes field for any journey
  2. Type your note (no character limit)
  3. Click away or press Enter to save
  4. Note saves automatically

Best practice: Add notes immediately while details are fresh, especially for tax-deductible journeys.

Expanding journey details

Get more information about any trip using the expand feature.

Viewing detailed information

To see journey details:

  1. Click the + button at the start of any journey row
  2. Expanded view shows:
    • Exact route on map
    • Stop locations and durations
    • Speed information
    • Driver details (if applicable)
    • GPS accuracy data

Map features:

  • Blue line shows exact route taken
  • Red pins mark stops
  • Click map for fullscreen view
  • Zoom in/out for detail

Exporting journey data

Export your reports for accounting, compliance, or analysis.

Export formats available

CSV – Best for:

  • Excel analysis
  • Accounting software import
  • Custom reports
  • Database import

PDF – Best for:

  • Printing hard copies
  • Email attachments
  • Archive records
  • Tax documentation

How to export

  1. Run your report with desired filters
  2. Click the "Export" button
  3. Choose your format
  4. File downloads automatically
  5. Check your Downloads folder

Tip: Export monthly journey reports as PDFs for permanent tax records.

Scheduling automated reports

Save time by scheduling regular journey reports.

Setting up scheduled reports

  1. Run report with your preferred settings
  2. Click "Schedule" button
  3. Configure:
    • Frequency – Daily, weekly, monthly
    • Day/Date – When to generate
    • Time – When to send
    • Recipients – Email addresses (comma-separated)
    • Format – CSV or PDF

Report options and filters

Customise your report using the Options button.

Available options

Include stops – Shows where vehicles stopped during journeys

Operating hours only – Filters to business hours only

Minimum distance – Excludes short trips (e.g., under 1km)

Speed information – Includes maximum speed data

Driver filtering – Shows only specific driver's journeys

Journey type – Business only or private only

Using options

  1. Click "Options" button
  2. Tick desired filters
  3. Click "Apply"
  4. Run report again

Journey report FAQ

Q: How quickly do journeys appear? A: Journeys appear within 2-5 minutes of completion, depending on mobile signal.

Q: Can I edit journey start/end times? A: No, times are recorded automatically for accuracy. You can add notes to explain any discrepancies.

Q: How long is journey history kept? A: Journey data is retained for 7 years for tax compliance.

Q: Can I delete journeys? A: No, journeys cannot be deleted to maintain data integrity. Mark incorrect entries with notes.

Q: Why are some addresses showing coordinates? A: This happens in remote areas without mapped addresses. The GPS coordinates are accurate.