Short answer
What tracking and reports do companies get?
A login to our GPS tracking portal for live locations and trip history, a daily trip report by email, trip-wise records in Excel or PDF on request, and a monthly km and trip summary on the invoice. On request we also report vehicle use, seat occupancy, monthly spend per plant and fuel use per vehicle.
Reports are only useful if someone reads them, so we suggest starting small: the daily email for the shift coordinator, the portal login for whoever handles complaints, and one monthly summary for finance. The detailed utilisation and fuel reports earn their place when you are looking for savings or reviewing an SLA, and can be switched on then.
Every report
Which report answers which question?
Match each report to the person who needs it.
| Report | Answers | Usually for |
|---|---|---|
| GPS portal (live) | Where is the car now? | Shift coordinator, security |
| GPS trip history | When did the car reach each pickup and the gate? | Admin, SLA review |
| Daily trip report (email) | Which trips ran yesterday? | Coordinator, HR |
| Trip-wise records (Excel/PDF) | Date, route, km and car for every trip | Finance, audit |
| Monthly km and trip summary | How much transport did we use? | Finance |
| Utilisation report | Vehicle use, seat occupancy, spend per plant | Management, cost reviews |
| Fuel use per vehicle | How efficient is each vehicle? | Cost reviews, ESG reporting |
Keeping records
How long are records kept, and what if they are wrong?
Records are kept for the period your company sets in the agreement, and any mistake is corrected and the corrected record resent.
Retention
Trip records and booking details are kept for the period the company sets in the agreement. A written log of breakdowns, cancellations and replacement cars is kept as well.
Corrections
If a trip record or an employee detail is wrong, we correct it and resend the corrected record. A reported issue is confirmed in writing, and again when it is fixed.
Questions & answers
Tracking and report questions
From admin, finance and security.
Do you have your own app?
No. Companies get a login to the GPS tracking portal, plus email reports and records.
Can employees see the car's location?
Live location can be shared during a trip, and driver details are sent before pickup.
Do you send automatic delay alerts?
No automatic portal alerts: our office calls or WhatsApps your coordinator as soon as a trip is delayed or cancelled.
Can reports be split by department?
Yes. Invoices and summaries can be split by plant, department, branch or cost centre.
Which GPS provider do you use?
We share portal access with companies directly; we do not publish the provider's name.
Keep reading