The Driver Days report: what a "day driven" means and who asks for it
Two very different people ask the same question about drivers, and both need the same sheet. Payroll wants days driven, because a field bonus is usually paid per day rather than per hour. A funder wants days driven, because a driver charged to a programme has to be evidenced against something. Neither is satisfied by a timesheet somebody filled in from memory at the end of the month.
The definition, stated plainly
A day driven is any calendar date on which the driver completed at least one trip.
That definition is printed on the report itself, under the heading, and it is worth understanding why it is drawn that way. It is not hours, because nobody in a field operation reliably records start and end of shift. It is not trips, because a driver who makes six short runs in one day has not worked six days. It is a date with evidence attached — the least arguable unit available, and the one that reconciles with the trip records line by line if anyone asks.
Sheet one: the summary
One row per driver, with:
- Driver and phone — the phone number is the identity the driver app uses, so a row can always be traced back to a real person and a real device;
- Vehicles — how many distinct vehicles that driver used in the month, which is often the first hint that a rota is not working the way anyone believes;
- Days driven — the count defined above, and the column payroll reads;
- Trips — how many completed trips those days contained;
- Total km and average per trip — the two together separate long-distance work from dense local work, which are paid and planned differently.
A bonus calculated as days driven multiplied by a daily rate comes straight off this sheet, with no intermediate spreadsheet in between.
Then one sheet per driver
Every driver also gets their own tab with the trips behind their numbers: date, vehicle, route, kilometres, departure and arrival times. Calendar days are highlighted, and a day holding several trips is visibly one day that happens to contain three rows — which is exactly the question a reviewer asks when they first see the summary.
This is the part that ends disputes. When a driver believes they worked more days than the summary shows, the answer is not an argument; it is their own tab, with the trips they logged from their own phone.
Where the numbers come from
Nowhere except the trips the drivers themselves recorded. There is no separate attendance module to keep in sync, no second place where the same fact is entered a second way, and therefore no possibility of the two disagreeing. A trip logged offline in the field on Tuesday becomes a day driven the moment it syncs.
That single-source property is what makes the report defensible. Any figure in it can be walked back to a specific trip, on a specific vehicle, on a specific date.
A practical note on part-months
Drivers who joined or left mid-month simply have fewer dates with trips — nothing needs to be pro-rated by hand. Drivers with no trips at all in the period do not appear, which is usually correct and occasionally a useful surprise: a driver you expected to see and do not is a rota question worth asking the same week rather than at the quarter's end.
Getting it
Generate it for any month from the admin panel, in English or Ukrainian, or receive it on a schedule with the rest of the monthly pack. It sits alongside the Fleet Running Costs report and the Refuelling Log, and all three are built from the same trip records.
Depot 17 gives drivers an offline-capable app for logging trips and gives the office the reports that come out of them. Register your organisation and run a month.