This guide explains how to run audits and fix common mistakes.
Running audits regularly is essential for ensuring data quality and creating accurate reports. Audits should be done frequently to quickly catch any mistakes made by drivers or during the validation process. The time to fix a mistake is when it is found—if it isn’t caught for several weeks, it will be much more difficult to find and fix.
In these audits, the word "Trip" refers to your drivers' Routes, not rides/reservations.
Running Audits
Under the utilities tab select Audit:
To run an audit, select the date range and the audit type, then click the “Audit” button. You will see a screen showing the trips or rides that failed the audit:
Audit Types
Rides Missing Direct Mileage
This audit shows all riders that did not have direct mileage calculated. This is generally a geocoding problem. To correct this error, go to the Daily Schedule and select the date associated with the direct mileage error, then select the “Geocode Day” button and then select the “Calculate Direct Drive” button.
If any locations are not geocoded, pressing "Geocode Day" will generate a list of locations without a geocode. To correct this for a particular address, select the “Edit” button:
To geocode, select edit address. You can choose “Preview on map” to verify the location, then select location:
You will see a green checkbox appear above the map and the message “location has been verified:”
Once this is done, return to the Daily Schedule. Select correct date. Use the “Geocode Day” button and the “Calculate Direct Drives” button to verify the corrections are complete.
Rides Missing Authorization Number
This audit finds rides missing authorization numbers. If you are working with an agency or broker that requires these, you will have to correct them before billing can take place. To fix these, double-click on the rider and fill in the correct authorization number on the reservation screen.
Once the correct number has been filled in, make sure to save and the rider will disappear from the audit screen and you can continue to the next rider.
Rides Missing BZones (Billing Zones)
If you use billing zones to calculate charges for a rider, you need to find any rides missing BZones. To fix these, double click on the rider, find the billing zone drop-down, and select the correct billing zone.
Once you have done this, make sure to save, and you will see the rider disappear from the audit, and you can continue to the next rider.
Unreconciled Trips/Rides
Everyone should use this audit
This audit catches any trips (routes) or rides that have not been validated, which would cause the trips or rides not to show up for billing and reporting. To fix these, double-click on the trip and your validation page will appear. You must have recorded a start and end odometer for the entire trip, as well as a trip start and end time. Any rides must be validated as well, meaning the status must be rode, no show, rider cancel, admin cancel, or not ready. To fix this, select the rider or riders then click the correct button on the bottom of the page.
Next, if you need to enter the rider’s pickup times, dropoff times, and odometers, click “Rider Data Ordered” from the bottom right of the page. This will bring up a screen to enter that information. After you have done this, be sure to save this screen and save again on the validation screen. Then the trip will disappear from the audit screen and you can continue to the next trip.
Driver Times
This audit will catch any drivers whose hours overlapped from one trip to the next in the same day. In this example you can see Mark Twain was driving trip number 50 at the same time he was driving trip number 98. Obviously, this is impossible.
To fix this, double-click on the driver; this will bring up the validation page. From here, change the start and end times to the correct times the routes were running. Once this is corrected be sure to save and you will see the driver vanish from the audit screen and you can move on to the next driver.
Passenger Times
This audit will catch incorrect passenger times (for example, if the ride start and end times were not inputted, the times are the same, or the end time is less than the begin time.)
To fix this, double-click on the rider to bring up your validation page, click “Rider Data Ordered” (see screenshot below), and put in the correct actual time for the pickup and dropoff. After you have done this, be sure to save this screen and save again on the validation screen. The rider will disappear from the audit page and you can continue to the next rider.
Passenger Odometer Readings
Similar to the passenger time audit, the passenger odometer reading audit catches riders’ miles that are zero, are the same, or the pickup odometer is greater than the dropoff. A pickup odometer reading greater than the dropoff will cause negative mileages to show up on your reports.
To fix this, double-click on the rider to open your validation page, select “Rider Data ordered” and put in the correct mileages for the pickup and drop off. After you have done this, be sure to save this screen and save again on the validation screen. Once you do this you will see the rider disappear on the audit page and you can move on to the next rider.
Vehicle Trip Time Readings
The vehicle trip time reading will catch vehicles that have overlapping utilization times in the same day. Obviously it is not possible for one vehicle to be in two places at the same time, and most likely, the wrong vehicle was assigned to a route or it was a split route and the times were not adjusted.
To fix this, double-click on the vehicle to bring up the validation page, identify the mistake, if the trip times need to be adjusted or the vehicle needs to be changed, then save. You will see the vehicle disappear from the audit page, and you can move to the next vehicle.
Vehicle Trip Odometer Readings
The vehicle trip odometer readings audit is very important for keeping accurate reports. This audit catches missing miles, when the end odometer for a day does not match the start odometer for the next day. The vehicle utilization report is a great tool to find other mistakes that cause vehicle odometers to be off. To get this report, go under the Report tab, scroll down to Vehicles, then select Utilization.