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Mileage Tracking Overview

Updated

Overview

This tutorial provides a breakdown of all of the options that can be used to setup mileage tracking

 

Table of Contents

How to Add a Mileage Log to a Job

How to Add a New or Existing Mileage Log to a Job From the Mileage Log Window

  1. Click on the Workflow component 
  2. Select the Reports tab 
  3. Click the Manage Mileage Tracking button 
    1. MMT.png
  4. In the Mileage Log Window, click the New Mileage Log button or edit an existing mileage log 
    1. New_Mileage_Log.png
  5. Enter the mileage odometer start and, optionally, odometer end time as well as any other information
  6. Add a new or existing job by selecting the Add Job button 
    1. Add_Job.png
  7. Click the Save button

How to Add a new Mileage Log to a Job from the Job Window

  1. Click on the Workflow component
  2. Select the Jobs tab
  3. Edit the desired Job
  4. Click the Add Mileage button at the bottom of the Edit Job Window 
    1. Add_Milage.png
  5. Enter the mileage odometer start and, optionally, odometer end time as well as any other information
  6. Click the Save button

How to Create/Edit Drivers

Drivers are used in mileage tracking to identify who drove the vehicle. A driver must be associated with an StudioCloud login employee.

 

How to Create a Driver

  1. Click on the Workflow component 
  2. Click on the Settings tab
  3. Click on the Manage Drivers button 
    1. Manage_Drivers.png
  4. Click the New Driver button in the bottom right 
    1. New_Driver.png
  5. Find the employee that the driver will be associated with in the Select Employee combobox. 
    1. Employee_combobox.png
  6. Enter any additional driver information
  7. Click the Save button

How to Edit a Driver

  1. Go to the Workflow component
  2. Click on the Settings tab
  3. Click on the Manage Drivers button 
    1. Manage_Drivers.png
    2.  
  4. Find the desired driver in the Drivers Window and click their edit icon 
    1. Edit_a_Driver.png
    2.  
  5. Edit the desired information

A Breakdown of Driver Fields

  1. Employee
    1. This combobox is used to associate a driver with a Studiocloud employee. Note you can only have one driver per employee.
  2. Name
    1. This is the name of the driver. Most likely it will be the same name as the employee and, as such, This name field will be automatically populated with the employees name when the employee is selected if the name field is blank.
  3. State/Province
    1. This is the state or province that is for the drivers driving license.
  4. License Number
    1. This is the license number displayed on the drivers driving license.
  5. Expiration Date
    1. This is the expiration date for the drivers driving license.
  6. Insurance Company
    1. This is the name of the drivers insurance company.
  7. Insured Name
    1. This is the name for the drivers insurance. If this field is blank when the employee is selected from the employee combobox then it will automatically be populated with the employees name.
  8. Card Number
    1. This is the insurance card number
  9. Insurance Contact Info
    1. This is the contact info for the insurance company
  10. Driver Information Notes
    1. This field is for any additional driver notes.
  11. Archive Drivers
    1. This checkbox is for situations where you want to keep the driver associated with the mileage logs but you do not want to see the driver. If you archive them the mileage logs will still show the driver but you will no longer be able to select the driver in the mileage log.

How to Create/Edit Mileage Logs

How to Create a Mileage Log

  1. Click on the Workflow component 
  2. Select the Reports tab 
  3. Click the Manage Mileage Tracking button 
    1. MMT.png
  4. In the Mileage Log Window, click the New Mileage Log button or edit an existing mileage log 
    1. New_Mileage_Log.png
  5. Enter the mileage odometer start and, optionally, odometer end time as well as any other information
  6. Click the Save button

How to Edit a Mileage Log

  1. Click on the Workflow component 
  2. Select the Reports tab 
  3. Click the Manage Mileage Tracking button 
    1. MMT.png
  4. Find the desired Mileage Log in the Mileage Log Window and select its edit icon
  5. When finished with editing the Mileage Log, click the Save button

How to Create a Mileage Log in the Mobile App

  1. Log in to the mobile app
  2. Click the Menu button
  3. Click the Mileage Tracking button

A Breakdown of Mileage Log Fields

  1. Mileage Log Date Start Date
    1. This is the date in which the trip started. By default this is the date when the mileage log is being created.
  2. Mileage Log End Date
    1. This is the date in which the trip ended. By default this is the date when the mileage log is being created.
  3. Odometer Start
    1. This is the odometer reading before the trip started. If this field is 0 and the vehicle is selected from the vehicle combobox then vehicles last ending odometer reading will be populated in this field.
  4. Odometer End
    1. This is the odometer reading at the end of the trip. If this field is 0 then it is ignored. If you are entering the odometer start before the trip begins leave this blank.
  5. Purpose
    1. This is a short message regarding the purpose of the trip. This is displayed in the mileage log table.
  6. Notes
    1. This is a long message regarding the trip. This is not displayed in the mileage log table
  7. Mileage Type (Optional)
    1. This is an optional custom type which is used to identify the type of trip. Example types would be business, charity, moving, personal, etc.
  8. Driver (Optional)
    1. This is the driver for the trip.
  9. Location (Optional)
    1. This is an optional field which is can be used to track common visited locations.
  10. Vehicle (Optional)
    1. This is an optional field to track which vehicle was used.
  11. Job (Optional)
    1. This combo box is to associated the mileage log with a job. If the mileage log is created from the create/edit job window then this will automatically be selected for the job.
  12. Tag (Optional)
    1. This is an optional field to tag the mileage log.

How to Create/Edit Mileage Types

How to Create Mileage Types

  1. Go to the Workflow component
  2. Click the Settings tab
  3. Click the Manage Mileage Types button 
    1. Manage_Mileage_Types.png
  4. Click the New Mileage Type button 
    1. New_Mileage_Type.png
  5. Enter the name and any additional description
  6. Click the Save button

How to Edit Mileage Types

  1. Go to the Workflow component
  2. Click the Settings tab
  3. Click the Manage Mileage Types button 
    1. Manage_Mileage_Types.png
  4. Find the desired Mileage Type and select its edit icon
  5. Edit the name or description
  6. Click the Save button

How to Create/Edit Vehicles

How to Create a Vehicle

  1. Go to the Workflow component
  2. Click the Settings tab
  3. Click the Manage Vehicles button 
    1. Manage_Vehicles.png
  4. Click the New Vehicle button in the bottom right 
    1. New_Vehicle.png
  5. Enter the Vehicle Name and any additional vehicle information
  6. Click the Save button

How to Edit a Vehicle

  1. Go to the Workflow component
  2. Click the Settings tab
  3. Click the Manage Vehicles button 
    1. Manage_Vehicles.png
  4. Find the desired vehicle in the Vehicle Window and select its edit icon
  5. Edit the vehicle information
  6. Click the Save button

A Breakdown of the Vehicle Fields

  1. Vehicle Name
    1. This is the alias for the vehicle.
  2. Make
    1. This is the make for the vehicle. For example, Toyota, Ford, Honda, etc.
  3. Model
    1. This is the vehicle model. For example, Rav4, Tacoma, CR-V, Focus, etc.
  4. Vehicle Year
    1. This is the vehicle model. For example, Rav4, Tacoma, CR-V, Focus, etc.
  5. VIN
    1. This is the vin for the vehicle
  6. License Plate #
    1. This is the name of the drivers insurance company.
  7. Business Vehicle
    1. This is a checkbox to identify whether this is a company purchased vehicle.
  8. Odometer
    1. This is the last recorded odometer reading for the vehicle. As you add new mileage logs this field will automatically update to always show the last odometer reading. In addition, when you select the vehicle from the mileage log window it will automatically populate this field in the mileage start field.
  9. Archive Vehicle
    1. This checkbox is for situations where you want to keep the vehicle associated with the mileage logs but you do not want to select the vehicle. If you archive the vehicle it will still show in the mileage logs but you will no longer be able to select the vehicle when creating new mileage log. This is useful if you sell a vehicle.
  10. Vehicle Dates
    1. This is the date when the vehicle was purchased.
  11. Vehicle Date of Use
    1. This is the date when the vehicle was first used.
  12. Vehicle Registration Expiration Date
    1. This is the date in which the vehicles registration expires.
  13. Notes
    1. This is a notes field to add any additional information.

How to Export Mileage Logs to CSV File

How to Export All of the Mileage Logs in a Timeframe

  1. Go to the Workflow component
  2. Click on the Reports tab
  3. Click the Manage Mileage Tracking button 
    1. MMT.png
  4. Select the Group Operations menu in the Mileage Log Window and click the Select All option
    1. Select_All.png
  5. Select the Group Operations menu and click the Export Selected Mileage Logs option 
    1. ESML.png
  6. Choose where you want the CSV file to be saved
  7. Click the Save button

How to Export Specific Mileage Logs in a Timeframe

  1. Go to the Workflow component
  2. Click on the Reports tab
  3. Click the Manage Mileage Tracking button 
    1. MMT.png
  4. Click the checkboxes along the left of the table on each Mileage Log that you would like to export 
    1. Checkboxes.png
  5. Select the Group Operations menu and click the Export Selected Mileage Logs option 
    1. ESML.png
  6. Choose where you want the CSV file to be saved
  7. Click the Save button