See asset utilization
See how many days each asset was in use, not in use or down over a date range, for each asset and for the whole fleet. Down days are not counted against utilization.
A machine that is Down can't work, so it must not look under-used. Utilization counts each day as In use, Not in use or Down, and leaves the Down days out when it works out the percentage.
In the sidebar, select Maintenance, then the Utilization tab. You need View maintenance. With Access by location on, you see only the assets in your locations and the assets shared with them. Every booking of those assets counts, even a booking on a job in another location.
Choose the dates and the assets
The page opens on the last 30 days, today included, in your organization's time zone. Open the date menu to pick Last 7 days, Last 30 days, Last 90 days or a custom range of up to 366 days.
Search finds assets by name, code, make, model, serial number, registration or VIN. Type two or more words to find the assets that have all of them, for example cat 320.
Asset class shows the assets of the classes you select. It lists all the asset classes of your organization, and No class for the assets with no class.
Status today shows the assets that are Available, Restricted, Down or Out of Service now.
Low use (under 50%) shows the assets whose utilization is less than 50% for the dates. An asset that was Down for all the dates has no available days, so this filter does not show it.
Filters has more filters:
- Location shows the assets with that home location or a location below it. It shows only when your organization has more than one location. An asset with no home location counts under your organization's default location. Thus, when you select the default location or a location above it, the assets with no home location also show. Location not confirmed shows only the assets with no home location.
- Make shows the assets of the makes you select.
- Tags shows the assets that have one or more of the tags you select.
The number on the Filters button shows how many of these filters are on. Select Apply to use them.
Each filter shows the assets that match any of the values you select. When you use more than one filter, an asset must match all of them.
Clear filters removes the search and all filters. The dates and the sort do not change. When no asset matches the filters, the page says "No assets match these filters." and shows Clear filters.
Select a column heading to sort by it: Asset, Class, In use, Not in use, Down, Utilization or Down %. Select it again to reverse the order. The table starts with the least used assets first.
Under the Fleet figures, select How we count to see how Pay counts each day. It is closed when the page opens, so the table is near the top of the page.
Above the table, a line shows how many assets match, their utilization and their Down days. These figures are for the assets that match the filters, and so is the Fleet row.
On a small screen, the table is wider than the screen. Scroll the table to the side to see all the columns. The Asset column stays in view.
Select Download CSV to download the assets that match, in the table's order. The file has the asset, code, class, make, model, status today, the In use, Not in use and Down days, the bookings on Down days, utilization % and Down %.
The dates, the search, the filters and the sort are in the page address, so you can share the view.
How each day is counted
Utilization counts whole days. It uses your working days from Settings › Scheduling › Working days (Monday to Friday if you haven't changed them; see Set up scheduling). Public holidays are not skipped.
| Day | Means |
|---|---|
| In use | The asset was booked on a job that day. A booked day outside your working days also counts as In use, so weekend work counts. |
| Not in use | A working day with no booking. A day outside your working days with no booking is not counted at all. |
| Down | A working day on which the asset was Down or Out of Service, for any part of the day. This includes a machine that is Down because the machine it is fitted to is Down. Restricted counts as available, not as Down. |
A booking on a Down day counts as Down, not In use. The table shows these clashes under the Down count, for example "1 booking on a Down day".
Bookings that don't count as use:
- a mechanic's or machine's booking on a work order, because that is maintenance, not work
- transport days of a hire
- declined bookings and deleted shifts
In use means booked on the schedule. It doesn't use engine hours or telematics.
How the percentages work
- Utilization = In use days ÷ (working days − Down days). Down days are not counted against utilization. When an asset was Down for every working day, it shows — and No available days.
- Down % = Down days ÷ the days counted.
- The Fleet figures add up the days of every asset shown, then divide. They never average the assets' percentages, so a machine with few working days doesn't count as much as one with many.
For example, a roller is Down for 5 of 10 working days and booked on the other 5. Its utilization is 100% and its Down % is 50%. The breakdown shows in Down %, not as idle time.
If you don't use Scheduling, your assets have no bookings, so every working day is either Not in use or Down.
On the asset's page
Each asset's Maintenance tab has a Utilization, last 30 days card with the same figures for that asset, and a link to this page.
If the page doesn't load
A very long range on a large fleet can have too many booked days to count. The page then says "There are too many booked days to count in this range." Choose a shorter range.
The figures need access to asset status. If your access doesn't include it, the page says "Your access does not include asset status, so utilization cannot show." Ask an Admin to check your access.