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Categories and drafts
Reports in the sidebar is the report composer, where a document is assembled out of the figures Trackapt holds, written round, and sent.
It is a different thing from a module's own reporting screen. The maintenance module's Availability screen, for instance, is a live view of a calculation; a report is a document you compose and keep.
The four entries
| Entry | What it holds |
|---|---|
| View All | Every submitted report you can see: title, category, author, and when it was submitted and last updated. |
| Drafts | Reports you are still writing, on this device. |
| Period | Period Reports: each group's figures for a period you choose, against plan, for every group with a range-based figure. See Period Reports. |
| Categories | How reports are filed. Shown to administrators only. |
Starting a report
Start one from View All with the add action, or from Drafts with Compose New Draft Report. The Create Draft Report dialog asks for:
- Title.
- Category, picked from the list. An administrator can add, rename or delete a category from the same picker.
- Privacy: Public reports are visible to everyone in the organisation; Private ones only to the audience you choose.
- Audience, for a private report: the clearance levels (Level 1 to Level 6) and administrators who may read it.
Create Draft opens the new report on Drafts.
To change an existing report, use the edit action on its row in View All. It is copied into a draft for you to work on.
Building a report
A report is assembled from sections rather than typed from scratch:
- Charts, added from anywhere a chart appears with the chart's add to report action.
- Tables and figures, added with Add to a report from the export menu of a table, a document or a dashboard widget. The data goes in as a table section.
- Your own text, as a section on its own (Add a chartless section) or around a chart or table.
Add to report is on by default across the app: the figure you are looking at is one click from the document that will explain it.
Where a category lists required section titles, each section you add takes its title from that list, so every report in the category carries the same headings.
Drafts
A draft is kept on this device, in this browser, until you submit it. Nobody else sees it, and it does not follow you to another computer or phone.
The actions on a draft:
| Action | What it does |
|---|---|
| Submit Report | Uploads the draft as the final report. It then appears in View All. |
| Update Draft Report Details | Changes the title, category, privacy or audience. |
| Copy report | Starts a new draft from this one. |
| Reading Mode | Shows the report as it will print. |
| Share Report | Sends it to a colleague by chat or email. |
| Export Report as PDF | A letterheaded PDF. |
| Print Report | Straight to the printer. Not shown on a phone. |
| Delete Draft Report | Removes the draft from this device, after you confirm. A version you have already submitted stays in View All; delete it there. |
Submit before you clear your browser
Clearing the browser's site data, or switching to a different browser or device, leaves an unsubmitted draft behind. Submit a report you want to keep.
With no drafts, the page offers Compose New Report and Edit Existing Report.
Categories
Categories file reports so a long list stays navigable: Monthly operations, Board pack, Safety. An administrator manages them under Reports → Categories. Each category has:
- an audience, the clearance levels its reports are meant for;
- optional required section titles, the headings every report in it must use.
Period Reports
Reports → Period opens Period Reports: a card for every group with a range-based figure, listing every figure in that group for one period — the ones recorded on a fixed cycle, its readings, and the ones worked out over the whole period, side by side.
Choosing the period
The badge beside a group's name shows the period, for example SEPTEMBER 2026. Press it to open Choose Period: pick one of the last twelve months under Quick pick, or set a Custom range and press Apply. Every group on the page follows the period you choose.
The page opens on the current month so far. When nothing has been recorded this month yet, it opens on the latest month that has figures, and says so at the top.
What each figure shows
Each card lists its figures in a table you can search, sort and take away. The Basis column says how each figure is worked out.
| Figure | Basis | Actual | Plan |
|---|---|---|---|
| Adds up (Accumulates ticked) | Total | The total for the period | The period's plan, where one is set; otherwise the plan for each reading in the period, added up |
| Does not add up | Average | The average for the period | The plan set on the parameter |
| Computed for every time slot, does not add up | Per average day (or shift, week…) | Worked out once from the whole period's figures, so a rate is total over total | The plan set on the parameter |
| Range-based, does not add up | Whole period | Worked out once over the whole period | The plan set on the parameter, as it stands at the end of the period; for a capped figure, as it stands on the date it is capped at |
| Range-based, adds up | Whole period | Worked out once over the whole period | The period's plan, where one is set; otherwise a target you type under the table |
| A reading | Latest reading | Each tracker's latest reading in the period, one row per tracker | None |
Per average day works the formula out once from the figures of every day in the period that has each figure it needs (in Global Metrics, the whole fleet's figures). A rate such as litres per ton is the period's total fuel over its total tonnage, so a large day counts for more than a small one. The parameter's own page shows the same figure under the same name, and its export's Average row carries it with a note that says so.
Each reading is held to the plan in force on its own day. Where a plan changed inside the period, a note under the table says when, one line per change: PRODUCTION: Target changed on 15 Oct: 100 → 120 tonnes. The exports carry the same notes.
Variance is the actual less the plan, and Status reads On target or Off target by the parameter's goal, judged on the figures as they are shown. A plan of 0 is compared like any other. A parameter with no plan set at all reads No plan, and a reading shows its figure alone.
Notes under the table explain anything that changes what a figure means. One of them is for a range-based figure that does not add up. It is always judged against the plan set on it, but when that plan was worked out from parameters recorded at different intervals, or by different numbers of trackers, it may not suit a period, and the note says to set the plan by hand in the group's settings. When some of its parameters add up and some do not, the figure grows with the length of the period, and the note says to tick Accumulates if it should add up. A range-based figure that adds up but whose unit is a percentage or a rate carries a note too: such a figure does not add up over a period, so untick Accumulates to judge it against its own plan.
A target you type is for the period on screen
A range-based figure that adds up and has no plan for the period takes a target you type under the table. It fills in that row's Variance and Status as soon as you type it. It stays while you refresh, and comes back when you return to that period while the page is open. It is not saved. If the figure is a rate or a percentage, untick Accumulates in its settings and its own plan is used instead.
Capped figures
A range-based figure can be capped at the last date every input has figures (see Capping at the last date every input has figures). When it stops before the end of the period, its Basis reads Capped at and the date, for example Capped at 15 Sept 2026, and a note under the table names the input that set the date and the days whose figures it uses: "SURVEY VARIANCE is capped at 15 Sept 2026: SURVEY TONNAGE last measured on 15 Sept 2026. It uses figures dated 1 Sept – 15 Sept 2026." When an input's figures start later in the period, the note says that too.
A figure whose inputs share no days reads No common days and is listed even while parameters without data are hidden, with a note saying which input stops before which starts.
Its plan is the plan for those days. A target you type for it is for those days too: its field names them, and when a later reading moves the date, the field names the new days and asks again. Add to a report carries the same sentence in the table's subtitle.
Figures with no data
A parameter with nothing recorded in the period is hidden. Choose Show parameters without data in the card's View menu to list it as No data.
Each card's table exports through the standard actions, with the notes that apply to it. A target you typed is marked as one in the export.
Form period summaries are separate
A period summary of a form is not a composed report. It is the form's own layout rendered read-only, with each cell holding an aggregate over a date range. See Period summaries.
Getting a report out
A submitted report opened from View All offers Print, Export to PDF and Share via chat. A draft offers reading mode, PDF, print and share from Drafts. See Taking data away.