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Introducing Enhanced Reporting

Why has Cardata developed this?

Cardata Intelligence (CI) was built to give you access to your data, with less effort.

Measure what matters with reports tailored to your key metrics, so you can manage driving for work in a way that fits your business.

How does this impact me?

All customers have access to the essentials of Cardata Intelligence to design and edit reports best suited to your programs key metrics. Additional advanced capabilities are available. Contact your Customer Success Manager to learn more.

Understanding Your Dashboard

Dashboard & Default Reports

Gain complete visibility into your program performance by starting on your Dashboard, powered by Cardata Intelligence. The Dashboard includes a curated set of default visualizations that give you a high-level summary of your program performance, no setup required. These visuals are organized into categories.

Program Overview & Compliance Tab

This dashboard helps you monitor participation, compliance, and reimbursement activity across your workforce. Use them to quickly understand what’s working, what needs attention, and how your program is trending over time.

Overview & Compliance

This section provides a real-time snapshot of overall program activity and health. You’ll find metrics and charts that reflect user engagement and compliance status.

Key visualizations include:

Active Driver Count: Total number of drivers currently enrolled in the program.
Active Admin Count: Number of admin users who have access to manage the program.
Manager Count: Number of manager-level users supporting driver oversight.
Reimbursement Eligibility Chart: A compliance status breakdown.

These visualizations give you a quick view of program engagement and risk, and can help inform follow-up actions.

Driver Trips

This section focuses on mileage behavior and trip activity.

Key visualizations include:

Top Drivers by Mileage: Identify drivers logging the highest total mileage to spot high-utilization or outlier behavior.
Trip Count Manual vs. Tracked: Compare manual versus automatically tracked trips to assess driver compliance and tracking adoption.
Trip Mileage Manual vs. Tracked: Evaluate how much mileage is being logged manually vs. automatically to surface potential data integrity issues.
Trips with Adjustments: Understand how often and in what direction mileage is being manually adjusted (additions or subtractions).
Drivers with No Mileage This Month: Flag drivers who are not recording any mileage in the current period, which could indicate disengagement, app issues, or non-driving roles.

Driver Reimbursements

This section summarizes reimbursement activity based on company policy.

Key visualizations include:

Drivers Eligible for Reimbursement: Track the number of drivers eligible for reimbursement each month, along with total business mileage and reimbursed amounts.
Mileage Band Audit: Visualize how many drivers are over, under, or on track with expected mileage ranges — helping you monitor compliance.
Count of Drivers With vs Without Logged Mileage: Compare drivers logging mileage vs. those who are not, over time, to identify participation trends.
Average Fixed and Variable Rates: Understand average fixed and variable reimbursement rates applied per driver to gauge cost consistency.
Average Monthly Reimbursed Mileage: Track how average reimbursed mileage per driver is trending month over month.
Average Monthly Reimbursement: Visualize average dollar reimbursement per driver to understand spend trends and budgeting accuracy.
Drivers at Risk for No Reimbursement: Identify drivers who are not receiving reimbursement and understand why (e.g., missing declarations or no mileage logged).
Latest Reimbursed Mileage vs 12-Month Average: Compare most recent reimbursed mileage to 12-month moving averages to flag anomalies or sudden usage changes.

Details Reports Tab

Detailed Report Tables

All Trip Details Report: Displayed detailed point-to-point trip details including timing, duration, start and end locations, purpose (if inputted), and tracking method.
Active Driver Report: Overview of driver information including their contact information, vehicle information, compliance status and current rates.
Reimbursement Report: A detailed breakdown of earned reimbursement by driver, and their compliance status.
Driver Manager Report: A list of your drivers with their assigned managers and contact information.

Additional custom tabs and reports can be added as needed.

Filtering the Dashboard

Finding Filters

Global dashboard filters can be located at the top of your Dashboard.

Don’t forget that filters at the top of your dashboard will apply to all of your reports and visualizations.

How to Change Your Filters

Filtering by date: There are two dates to filter by: Trip Start Time and Payment Period Start Date. Remember that when filtering for a time period, you should use the filters best suited for the information you’re looking for. As a best practice, use both filters for the most accurate results.

For example, let’s start with Trip Start Time.

You can choose between: Rolling (e.g., last 6 months), Fixed (specific date range). In this example, “Trip Start Time On or after Last 6 Months” has been selected. Don’t forget to Apply the filter.

Filtering by other metrics: You can also filter by Trip Classification (ex. Unclassified, Business, Personal), Driver Start Date, and other key data points.

Review and Save Filters

At the top of your dashboard, you’ll see a preview of all filters applied. You can choose to save this view for quicker access in the future.

Filtering Specific Reports:

Click the three dots button on any row within a chart. Click Filter.

Filter by your selected row attribute. Include or exclude data. Don’t forget to click Apply!

Export Your Insights: Download Reports

Click the little three dots at the top of your Dashboard, or next to any single report.

Find the Download button.

Choose from CSV, Excel, or PDF formats to download directly to your computer.

Anomaly Detection: Spot Red Dots

The Dashboard, powered by Cardata Intelligence, may also detect unusual spikes or drops automatically using anomaly detection. This helps you uncover unexpected issues as soon as they happen, and drill into the root cause.

Charts will display a red dot when an anomaly is detected. This could represent a sudden drop in reimbursements or a spike in mileage.

To view the explanation, right-click on the red dot to see what changed and why Cardata flagged it.

Click Explain Anomaly for further information.

Drill Down

On any report visualization (with a graph view) you can click to break the data down further, uncovering deeper insights. For example, perhaps you see a spike in manually added mileage, perhaps you want to understand what division or driver is causing the spike.

Click to Drill Down and select the attribute on which you’d like to segment the report. For example, by Name, Division, ID, etc.

Type to search.

Example: A reimbursement drop traced to the East Sales team, with Lisa and Steve each contributing equally to the dip.

Use these insights to follow up quickly, correct issues, or adjust your program.

Building Custom Reports

Accessing the Customer Report Builder

Find the three dots on the report you’d like to start with as your base. Try to choose a report that is similar to the report you’d like to replicate.

Click Edit.

This opens the report builder, where you can add or remove fields, apply filters, choose chart types, and customize your data view.

How to Build a Custom Report

Start from a default report on your Dashboard.
Find the three dots on the report you’d like to start with.
Click Edit.

Click the checkbox beside the data point you want to add to your report. You can always use the “Find columns” search bar to locate data points you want to add. Measures (numbers) are in green, Attributes (categories) are in blue.

Hover over existing Measures or Attributes to clean up your view by removing any data points that aren’t relevant. Click the X to delete the field.

Optional: Add formulas for custom calculations. You can use Excel-style logic to build your own formula. Give your formula a name and save it. Your custom calculation will appear instantly in the report.

Choose how to visualize your data (charts, tables, graphs).

Tip: If you save the report, it will update the original report on the Dashboard. If you want to save it as a new report, Pin it instead, then exit without saving changes to your original report. All global Dashboard filters will apply to your custom report, which will update automatically as filters are changed.

Customizing your Dashboard

How to Rearrange your Dashboard and Resize Visualizations

Open your Dashboard.
Select Edit in the top right corner.

While in Edit mode:

Rearrange: Click and drag a chart to move it to a new position on your dashboard.

Resize: Drag the edges of a visualization to make it larger or smaller.

Optimize Layout: Group related visuals together or position your most important charts at the top for easy access.

How to add a Custom Tab

Open your Dashboard.
Select Edit in the top right corner.

While in Edit mode:

Click to Add Tab, Add Filter, or Add a Note to your Dashboard.

Tip: Don’t forget to enter a name for your custom tab, for example: “Lee’s Custom Dashboard.”

You can then Save and Pin edited reports to your desired tabs, as needed.

How to Pin a Report

Keep your most important metrics front and center. You can pin any graph or visualization to your dashboard for ongoing monitoring, then edit or delete them at any time.

You can also rearrange and resize your dashboard so it’s organized exactly how you work best.

Open your Dashboard.
Navigate to the report or visualization you would like to pin.
Click the three dots on the top right of the report.
Click the Pin icon.

Select your Dashboard.

Add to your chosen Tab, or create a new one.

Remember: When you pin a visualization, any filters or date ranges you applied with the global Dashboard filters will apply automatically. For example, if you filter for the last 4 weeks, the pinned graph will update dynamically over time, always showing the most recent 4 week period without you needing to adjust it manually.

How to Add a New Tab

Open your Dashboard.
Navigate to the visualization you want to add to your new tab.
Click the three dots in the top right corner of that visualization.
Select Pin.
Choose your Dashboard.
Click Create Tab.
Enter a name for your tab, for example: “Lee’s Custom Dashboard”.

How to Edit a Pinned Graph

Scroll to your Dashboard and the associated tab to locate the pinned visualization.
Click the three dots in the top-right corner of the visualization.
Select Edit.
Update any of the following:

Title and Description for easier identification. Click the title to edit.

Data properties, such as filters, driver groups, locations, or any other parameters that define what’s displayed.
Date range to view a specific period of interest.

Save changes to apply updates instantly.

How to Delete a Pinned Graph

Open your Dashboard.
Select Edit on the top right of the Dashboard.

Scroll to the pinned visualization you want to remove.
Click the three dots on that visualization.
Select Delete.

Advanced Features

Cardata Intelligence:

The Complete Suite

Please reach out to your Customer Success Manager for access to these additional tools.

Scheduled Reports

Whether you are tracking overall program performance or monitoring specific segments like business trip activity or team-level adoption, Scheduled Reports help you stay informed automatically.

Instead of logging in and applying filters each week, you can schedule alerts that come straight to your inbox.

Setting Up Scheduled Reports

Open your Dashboard.
Click the three dots on the top right of the Dashboard.
Click the Schedule option from the drop down.

Tap Create Schedule.
Set Up your Schedule

Choose a name for your scheduled report by typing in the Schedule name box.
Choose when your report will be sent via the Send every section, including the frequency, days and timezone.

Choose the Format
1. Select the format and attachment type of the scheduled report: PDF, Excel or CSV.
Add Recipients
1. Enter the email addresses of everyone who should receive this scheduled report. This can include internal users or external contacts who do not have access to Cardata.

Apply any relevant Filters to make sure your schedule is displaying the values and the timelines that you want to share in that particular scheduled send.
Tap Create to create the schedule.

Pausing or Deleting Scheduled Reports

Open your Dashboard.
Click the three dots on the top right of the Dashboard.
Click the Schedule option from the drop down.

Tap Manage Schedules.
See all existing Schedules and associated recipients in a list.

Select the checkbox to delete or pause your scheduled reports, either one by one or in bulk.

Editing Scheduled Reports & Managing Recipients

Open your Dashboard.
Click the three dots on the top right of the Dashboard.
Click the Schedule option from the drop down.

Tap Manage Schedules.
See all existing Schedules and associated recipients in a list.

Click the three dots next to the schedule you’d like to manage.

Click Edit to change the schedule timing, attachment format, recipients, or filters.
Don’t forget to Save changes when complete.

Custom Alerts

Understanding Custom Alerts

On your Dashboard, powered by Cardata Intelligence, you can set up custom alerts that notify you instantly when specific conditions are met within your data. Whether you’re monitoring performance thresholds, tracking milestones, or prompting timely follow-ups, these alerts keep your team proactive, without the need to constantly check your Dashboard.

Alerts are configured on KPI-style reports, or reports that are set up to display numerical values (e.g., spend, mileage, number of drivers). Alerts are only available for metrics with quantifiable, number-based data.

Setting Up Alerts

Locate the bell icon on the report you’d like to set up the alert for. Click the bell.

Choose the type of alert you’d like to receive. Select the associated box, then click Next.

Depending on the alert type, you’ll be asked to:
- Create an alert name.
- Add an alert attribute to define what metrics you’d like to report on.
- Add an alert condition to determine when and why the alert would be triggered.
- Manage recipients. These will be the managers or administrators you’d like to receive the alert.
- Optional: Add a report description or message for your recipients.

Click here to watch an example for, “alert me when the monthly reimbursement average fluctuates by 15%."

Custom alerts let you focus on what matters and act quickly when the data changes.

Cardata Intelligence FAQs

Scheduled Reports

Why use scheduled reports?

Save time by automating report delivery
Keep teammates and stakeholders aligned
Focus on high-priority metrics
Eliminate the need to log in for updates

Whether you are looking at high-level trends or drilling into a specific subset of data, scheduled reports make it easy to stay on top of the numbers that matter.

What is push reporting?

Push reporting is the automated delivery of reports on a schedule — such as daily, weekly, or monthly — so recipients receive insights without logging in manually.

Who can receive scheduled reports?

Anyone can receive scheduled reports, internal or external recipients, when their email address is added during setup.

Can I customize the message or appearance of scheduled reports?

Yes — you can add a custom message for recipients when you set up scheduled reports.

Custom Alerts

Why use custom alerts?

Get notified as soon as thresholds are met
Monitor operational trends without manual checks
Share alerts with key stakeholders
Stay proactive instead of reactive

Alerts help you monitor key metrics and changes automatically.

What types of alerts are available?

Anomaly alerts: Triggered when unexpected spikes or drops occur
Threshold alerts: Triggered when defined values are met or exceeded
Scheduled alerts: Deliver insights on a recurring basis

Who can receive custom alerts?

Anyone receiving custom alerts must have a Cardata account.

Can alerts be sent via email?

Yes — alerts can be emailed to specified recipients.

Reports & Dashboards

Can I pin data visualizations for quick access?

Yes. You can pin select reports to your Dashboard for quick access. Pinned charts make it easy to keep your most important insights just a click away, no need to re-run a query every time you need it. Reports will update along with the global filters you have applied.

Can I export a dashboard or report to Excel or PDF?

Yes. You can export data from reports or dashboards in Excel or PDF formats for offline access or presentations.

How can I view the full title of a chart header or confirm what a visualization is showing?

If a chart title is cut off, you have a couple of options to reveal the full text:

Hover over the title
Move your mouse over the truncated title to trigger a tooltip with the full chart or column name.
Click Edit on the report to enter the Custom Report Builder
Clicking Edit opens the report builder, where the full subheading, filters, and chart logic are visible.

Custom Report Builder

What is the Custom Report Builder?

The Custom Report Builder is a flexible interface that lets you add fields, apply filters, build formulas, and customize how data is displayed beyond default dashboards.

How do formulas work in the Report Builder?

You can create custom calculations directly in your reports, similar to how you might use Excel. Formulas give you flexibility to tailor insights to your company’s policies and goals.

What is the Search Bar used for?

Use the search bar to quickly find the data you need. Whether you're looking for "total mileage" or "driver name," just start typing and the system will suggest the right fields.

How do visualizations work in the Report Builder?

Visuals turn your data into easy-to-read charts and graphs. Whether it’s a bar chart of mileage by region or a line graph showing reimbursement trends, visualizations help you tell the story behind the numbers. Pivot tables are also available for deeper breakdowns.

How do filters and parameters work?

Filters help you focus on the data that matters. For example, you can look at reimbursements for a specific date set, or view mileage data for a division. Filters let you customize your view without changing your full dataset.

Data Concepts

What is a Data Model?

Think of the data model as the foundation of your reporting system. It brings together all your program-related data (such as mileage logs, reimbursement amounts, driver details, and vehicle types) into one organized structure. This makes it easy to search, analyze, and create meaningful reports.

What are Data Fields?

Data fields are the individual pieces of information available in Cardata Intelligence, such as employee names, monthly mileage, or reimbursement totals. These are the building blocks of any report you create and can be used to calculate numbers or categorize your data.

What are Measures?

Measures are the numbers you want to track or analyze. Examples include total mileage driven or weekly reimbursement per employee. These values are often totaled or averaged across time periods. In the Report Builder, they are highlighted in green.

What are Attributes?

Attributes are categories or filters you can use to organize and drill into your data. Examples include program type, department or location, eligibility status. Attributes appear in blue and help you segment your data for clearer insights.

Drill Down & Exploration

What kinds of custom KPIs can I track?

You can track a wide range of KPIs related to mileage, reimbursements, program participation, and compliance. Many organizations also define their own internal KPIs and reporting standards.

Can I save custom views or filters?

Yes — filters and custom views can be saved for quick reuse.

Can I segment reports by department or region?

Yes — reports can be filtered by structures like department, region, or manager.

Do I need technical skills to customize reports?

No —The Dashboard is designed to be intuitive, so non-technical users can create sophisticated reports without coding.

Getting Started & Support

How do I get access to the Dashboard’s Cardata Intelligence features?

Cardata Intelligence is typically enabled as part of an additional package. If you don’t have access, contact your Customer Success Manager to confirm eligibility and enable it.

Why do I see “There’s nothing to see here”?

This usually means you haven’t been assigned the correct user group or don’t have access enabled. Try refreshing, or contact your admin or Customer Success Manager.

Do I need training to get started?

Formal training isn’t required, but help resources, tutorials, and Customer Success support are available.

Where can I find more help or tutorials?

You can find guides and walkthroughs in the Cardata Help Center, or reach out to your Customer Success Manager for one-on-one support.

Security & Compliance

Where is the data coming from?

The data comes directly from your organization, it's the information your drivers and admins input through the Cardata platform. Keep in mind, when you first login, your Dashboard may appear empty or incomplete until mileage and activity start being recorded. This is totally normal and will populate as your program usage begins.

How accurate is the data?

The data in Cardata Intelligence reflects source inputs from drivers and admins. Reporting does not alter the underlying data.

Is Cardata Intelligence secure?

Yes — Cardata Intelligence uses strong access controls and secure infrastructure, aligned with SOC 2 compliance practices.

Otto

What is Otto?

Otto is your AI-powered report filtering assistant. You can ask questions in plain language, and Otto will generate, filter, or explore reports based on your reimbursement program data.

Otto is a beta feature in Cardata Intelligence. That means that although it may be available for you to use today, you may see the occasional limitation or unexpected result. Please inform your Customer Success Manager of unexpected results so that we can continue to improve Otto’s functionality.

What are Otto best practices?

Be specific.

When using Otto, the key to getting accurate results is asking clear, specific questions. Otto is designed to analyze your Cardata Intelligence data using natural language, but it performs best when prompts are precise and structured. Try to reduce ambiguity by clearly stating what metric you want to analyze, the timeframe you’re interested in, and how you want the data grouped. For example, instead of asking “How much mileage was reimbursed?”, specify the time period and context, such as “Show total reimbursed business mileage for the last 3 full months.”

Include clear timeframes.

It’s also important to always include clear timeframes in your questions. Vague references like “April” or “last month” can sometimes lead to unexpected results, especially if multiple years of data exist. Instead, specify the exact period whenever possible (for example, “April 2025” or “the last 6 full months”). Similarly, if you ask for a specific day or week, clarify what you mean. A prompt like “Show trips from last Tuesday” could be interpreted multiple ways, so it’s better to provide a precise date or time frame.

Specify the level of details.

Another best practice is to specify how detailed you want in the results. Otto may summarize data unless you indicate how it should be broken down. For example, clarify whether you want results per driver, for a specific driver, by division, or across the entire driver population. You can also specify how the data should be organized over time, such as daily, weekly, or monthly trends. A clear prompt like “Show monthly reimbursed mileage per driver for the last 6 months” will typically return much more useful results than a broad request like “Show reimbursed mileage.”

Use clear, familiar phrasing.

Finally, try to use standard reporting language when phrasing your questions. Otto works best when your wording closely matches the terminology used in the dataset or reporting model. If you receive unexpected results, you can often improve them by refining your question with more detail or by starting a new query. In general, the more context you provide in your prompt, the easier it is for Otto to interpret your request and generate the correct report.

What is Otto, and how does it help me?

Otto is your AI-powered report filtering assistant in Cardata Intelligence. You can ask questions in plain language and Otto will generate, filter, or explore reports based on your program data. Otto is a beta feature in Cardata Intelligence. That means that although it may be available for you to use today, you may see the occasional limitation or unexpected result. Please inform your Customer Success Manager of unexpected results so that we can continue to improve Otto’s functionality.

How do I use Otto to generate a report?

Type a clear natural-language question into the Otto input (for example: “show me total reimbursements for the month of May”). If the metric exists in your dataset, Otto can produce a report or visualization.

Where do I access Otto?

For those using Cardata Intelligence, Otto is available directly on your Dashboard. Hover over a chart or table and select the Otto icon to launch.

Can Otto refine or update an existing report?

Yes. Otto treats follow-ups as a continuation of your last question, so you can refine results with prompts like “filter by last month” or “add a region breakdown.”

What kinds of questions can I ask Otto?

Otto can help you:

Summarize spend, mileage, and compliance metrics
Break down KPIs by team, region, or program
Explain trends, anomalies, or changes over time
Apply filters (like date range or department)
Build charts or tables and refine them in real time

What can Otto not do (yet)?

Otto currently can’t answer questions related to tax status, license status/expiration, or MVRs. It also may struggle with very complex nested formulas.

Does Otto update reports in real time?

Yes — Otto generates and updates outputs in real time based on the latest available data in Cardata Intelligence.

Can I combine Otto with manual filters or sorting?

Yes. You can apply additional filters and interactions in charts/tables, and switch between table and chart views.

Will Otto learn from my past usage?

No — Otto doesn’t retain memory across sessions. Each session starts fresh, though you can reference specific reports or dashboards by name to help provide context.

Is Otto the same as ChatGPT or a general-purpose chatbot?

No. Otto is purpose-built to answer questions about your data. It isn’t a general chatbot and doesn’t browse the internet or provide opinion-based responses.

Can Otto create forecasts or scenario models?

Not currently. Otto focuses on analyzing current and historical data, surfacing trends, and generating configurable reports, but it doesn’t support predictive modeling.

What are “query tokens” and why does Otto use them?

Query tokens show how Otto translated your question into data logic. You can hover on tokens to see which fields, filters, and formulas were applied.

Why can’t I edit an earlier question in Otto?

You can only edit the most recent question in your session. To take a different direction, reset/delete the last step and continue from there.

Can I preview the data source Otto is using?

Yes — you can preview a few rows of the selected data source to confirm what columns and metrics are available.

Can Otto change data sources mid-conversation?

Only in some contexts. If you start from a saved dashboard, the data source stays fixed until you start a new chat.

Data Fields

Field Name	Description
Trip Id	The unique identifier assigned to each trip recorded within the Cardata platform. This Id is system-generated and acts as the single source of truth for tracking a trip on the platform. Every entry, whether manually entered or auto-tracked, has a distinct Trip Id.
Trip Date	The calendar date on which a trip was recorded or completed by a driver. This date is central to reporting mileage, calculating reimbursement, and performing time-based analyses (daily, weekly, monthly trends). It typically reflects the date of trip completion, not submission.
Trip type	Trip types distinguish whether the travel was for business or unclassified This classification directly impacts reimbursement eligibility and compliance with IRS. Personal trips have been excluded from reporting.
Trip Type Id	A system-assigned identifier used to categorize the purpose or classification of a trip such as Business and Unclassified. This is an alternative to the Trip Type field with value "2" representing business trips and the value "1" representing unclassified trips.
Trip Sequence	A numerical indicator that represents the order of trips taken by a driver on a given day. It helps determine the sequence in which trips were logged.
Trip Purpose	This is a user input field that provides reasoning behind or or the intent of a recorded trip.
Trip Origin Name	The named location or address where a trip begins, captured via GPS tracking or entered manually by the driver. This may represent a business location, home, client site, or any other designated starting point.
Trip Origin City	The city where a trip begins, captured via GPS tracking or entered manually by the driver.
Trip Origin Zip	The postal or ZIP code of the trip’s starting location, captured via GPS tracking or entered manually by the driver.
Trip Origin Country	The country where a trip began, either captured through GPS tracking or manually entered by the driver.
Trip Origin State	The state or province where a trip began, captured via GPS tracking or entered manually by the driver.
Trip Start Time	The timestamp when a trip began, captured via the app. Used to determine trip duration and sequence. Manual trips default to 23:59:59.
Trip End Time	The timestamp when a trip ended, captured via the app. Used to determine trip duration and sequence. Manual trips default to 23:59:59.
Trip Destination Address	The street address (name and number) where a trip ends, captured via GPS tracking or entered manually by the driver.
Trip Destination Name	The named location or address where a trip ends, captured via GPS tracking or entered manually by the driver. This may represent a business location, home, client site, or any other designated endpoint.
Trip Destination Zip	The postal or ZIP code where a trip ends, captured via GPS tracking or entered manually by the driver analysis.
Trip Destination City	The city where a trip ends, captured via GPS tracking or entered manually by the driver.
Trip Destination State	The state or province where a trip ends, captured via GPS tracking or entered manually by the driver.
Trip Destination Country	Identifies the final country a trip ends in. Used to determine cross-border travel, international mileage reimbursement eligibility, and compliance with regional travel policies. This value is extracted from the trip’s destination location and is critical for reporting, tax rules, and analyzing driver travel trends.
Logged Mileage	The complete mileage for a trip, calculated as the sum of the originally tracked mileage plus any adjustments made post-trip. This field represents the final mileage used for reimbursement and reporting purposes.
Trip Original Mileage	The initial calculated distance of a trip before any manual or system-based adjustments were applied. This represents the raw mileage value captured via GPS tracking, user input, or API ingestion and serves as the base distance from which any corrections, edits, or reimbursement calculations are derived. It is distinct from adjusted or final mileage and is vital for auditing, compliance reviews, and trip validation.
Trip Adjustment Mileage	The adjusted mileage for a trip, reflecting any post-trip corrections applied by the driver
Adjustment type	Indicates whether the trip adjustment adds to or subtracts from the originally captured mileage.
Trip Duration	The total time a trip takes, measured in minutes, calculated as the difference between the trip’s start and end times for tracked trips.
Trip Mileage Unit	Indicates the unit of distance used to calculate trip mileage (miles or kilometers), based on the company’s location and program settings.
Trip App Version	Identifies the exact version of the Cardata mobile app that was used to capture a specific trip. This value reflects the app build installed on the driver's device at the time of the trip.
Manual vs Tracked	Indicates how a trip was captured—either automatically via GPS tracking or manually entered by the driver.
Trip Entry	Indicates how a trip was captured and serves as an alternative to the manual vs. tracked field. This is a binary field where 1 = manual entry and 0 = automatically tracked.
Trip Count	A pre-calculated measure representing the total number of driver trips within the selected timeframe.
Reimbursement Date	The pay period associated with a driver’s mileage reimbursement
Reimbursable Mileage	The portion of business mileage eligible for reimbursement.
Reimbursement Amount	The total monetary value reimbursed to a driver for a specific time period, calculated based on the eligible mileage and applicable rates.
Reimbursable Variable Rate	The cents-per-mile or cents-per-kilometer reimbursement rate applied to a trip, used to cover operating expenses as they are incurred
Reimbursable Fixed Rate	The flat reimbursement amount assigned to a driver, representing the business-use portion of vehicle ownership costs
Current Variable Rate	The active cents-per-mile or cents-per-kilometer reimbursement rate assigned to a driver or vehicle. This reflects the rate in effect for the current period and is applied to new mileage submissions. Useful for projecting upcoming reimbursements.
Current Fixed Rate	The fixed reimbursement amount assigned to a driver or vehicle for the current period. This is a consistent, non-variable payment (e.g., monthly) regardless of distance traveled. Useful for projecting upcoming reimbursements.
Reimbursement Variable Added	Indicates additional variable rate reimbursement has been applied to the reimbursements where applicable
Active Driver Count	A pre-calculated measure representing the number of unique drivers currently marked as active
Active Admin Count	A pre-calculated measure representing the number of admin users currently marked as active
Active Manager Count	A pre-calculated measure representing the number of managers assigned to drivers, currently marked as active
Company Driver Active Status	A status indicator that identifies whether a driver assigned to a specific company is currently active within that organization’s program.
Driver Id	A system-generated unique identifier assigned to each driver within the Cardata platform.
Driver Name	The full name of the driver, combining first name and last name into a single display field. This field reflects the person operating the vehicle and participating in the reimbursement program.
Driver First Name	The first name of the driver as recorded in the Cardata platform.
Driver Last Name	The last name (surname) of the driver as recorded in the Cardata platform.
Driver Employee Number	A company-issued unique identifier assigned to each driver, used by the customer to map and identify users between their internal systems
Driver Division Name	The internal division a driver is assigned to within their organization, as defined by the customer. Used for organizational grouping and reporting.
Driver Business Unit	The internal business unit (or cost center) a driver belongs to within their organization, as defined by the customer.
Driver Email	The primary email address associated with a driver’s account, used for communication, login, and account identification.
Driver City	The city associated with the driver's primary location, derived from their registered address.
Driver Street	The street address associated with the driver’s primary location, derived from their registered address.
Driver Zip Postal	The postal or ZIP code associated with the driver’s primary address, derived from their registered address.
Driver Territory	The geographic region or territory assigned to a driver, as defined by the customer
Driver Area	The geographic area or operational zone assigned to a driver, as defined by the customer,
Driver Country	The country associated with the driver's primary location, where the driver is based, derived from their registered address.
Driver License Exp Date	The expiration date of the driver’s license, used for compliance monitoring and validation.
Driver Territory List	A list of territories assigned to a driver, as defined by the customer,
Driver Office Type	The type of office or workplace a driver is affiliated with (e.g., remote, field-based, home, or corporate),
Driver Traffic Light Explanation	The reason or justification behind a driver’s assigned traffic light status — Green (compliant), Yellow (at risk), or Red (non-compliant).
Driver Mileage Band	A categorical grouping that classifies drivers based on their typical or projected monthly mileage, often used in FAVR (Fixed and Variable Rate) programs to determine reimbursement rates. Mileage bands help segment drivers into predefined distance ranges and are foundational to calculating fair and IRS-compliant reimbursements.
Driver Insurance Exp Date	The expiration date of the driver’s insurance policy, used for compliance monitoring and validation.
Driver Override Fixed Reimbursement	A custom, driver-specific fixed reimbursement amount that overrides the standard fixed reimbursement rate defined at the program or company level.
Driver Job Title	The driver’s role or position within their organization, as defined by the customer, used for grouping, reporting, and policy application.
Driver Stop Date	The date when a driver is set to be deactivated or removed from the mileage reimbursement program, as defined by the customer.
Driver Traffic Light	The driver’s compliance status, represented as Green, Yellow, or Red, used to indicate eligibility for reimbursement or program participation.
Driver Start Date	The official start date when a driver was first activated, enrolled, or made eligible in the Cardata program. This field is used to determine when trip tracking, mileage reimbursement, and compliance monitoring began.
Driver Vehicle Profile	A comprehensive summary of the vehicle a driver has registered with their program, including key attributes such as year, make, model, trim, purchase cost, and declared odometer readings. Used to determine eligibility for specific programs, calculate fixed or variable reimbursements, and validate compliance with car policy requirements.
Driver State /Province	The state, province, or territorial region where the driver is based. This is typically tied to their home address or tax residency and is important for determining applicable reimbursement rules, taxation policies, insurance regulations, and regional compliance requirements.
Company Name	This field identifies which company a driver, admin, or program belongs to, and is the primary grouping dimension across all business reports.
Company Status Id	A system-generated identifier that maps a company to its current operational state within the Cardata platform. Statuses typically include values such as “Active (1),” or “Inactive (2).”
Manager Name	The full name (first and last) of the manager assigned to oversee one or more drivers or administrative regions within a Cardata customer organization.
Manager First Name	The first name of the manager as recorded in the Cardata platform.
Manager Last Name	The last name (surname) of the manager as recorded in the Cardata platform.
Manager Active Status	Indicates whether a manager account is active and has access to the platform.
Manager Email	The primary email address associated with the manager, as recorded in the Cardata platform.
Manager Group Names	A list of all manager names assigned to a driver. Each value may represent one or more supervisors responsible for oversight of those drivers.
Manager Group Emails	A list of email addresses associated with managers assigned to a driver
Admin Last Name	The last name of the admin user as recorded in the Cardata platform.
Admin First Name	The first name (surname) of the admin user as recorded in the Cardata platform.
Admin Email	The email address associated with the admin user
Admin Active Status	Indicates whether an admin account is active and has access to the platform
Vehicle Make	The manufacturer or brand name of the vehicle. This identifies the company that produced the vehicle, such as Ford, Toyota, Honda, or Tesla.
Vehicle Model	The specific model designation of the driver’s vehicle, such as “Civic,” “F-150,” or “Model 3.” It identifies the version or style of the vehicle as defined by the manufacturer, and is often used alongside the Vehicle Make and Vehicle Year
Vehicle Trim Name	The trim level of a vehicle (e.g., LE, XLT, Sport), used to differentiate versions of the same make and model
Vehicle Declaration Date	The date a vehicle is registered or declared in the FAVR reimbursement program
Vehicle Year	The model year of the driver’s vehicle, representing the year designated by the manufacturer,
Vehicle category Name	The standardized classification assigned to a driver’s vehicle based on predefined criteria such as body type, weight class, or usage.
Device Model	The hardware model of the device used by the driver (e.g., iPhone, Android).
Device Version	The operating system version of the device used by the driver,
Device Platform	The operating system of the device used by the driver (e.g., iOS, Android, Web)
Device Last Used date	The most recent date a driver’s device synced with the Cardata platform (e.g., trip submission or login),
Cardata App Version	The version number of the Cardata mobile app currently installed and used by the driver. This field allows teams to track adoption of new releases, validate feature availability (e.g. auto-tracking, insurance verification), and troubleshoot issues based on specific version behavior. Helps ensure drivers are on a supported or compliant version of the app.
Registration Verification Status	Indicates where a driver currently stands in the Cardata registration process. This status reflects whether the driver has fully completed all onboarding steps e.g., "not started","inprogress", etc
Registration Status	Indicates the current state of a driver’s app registration and onboarding process, based on their traffic light status
App Registration Status	Reflects the driver's status on the Cardata Mobile App for drivers using the app. Indicates if the driver is registered, not registered/ on a legacy app version or exempt where applicable

Other Fields (Less Frequently Used)
User Id	A unique, system-generated identifier assigned to every user in the Cardata platform, regardless of their role (Driver, Manager, Admin, or Superuser). This field works well when paired with the User Type field to identify the user's role
First Name	The first part of a user’s full name, typically representing their given name or personal identifier. This field applies to all user types in Cardata’s platform (e.g., drivers, managers, admins).This field works well when paired with the User Type field to identify the user's role
Last Name	The last name or surname of an individual user within the Cardata platform. This value is used to identify, group, filter, or search for users including drivers, managers, or admins. The field works well when paired with the User Type field to identify the user's role
	The primary email address associated with a user in the Cardata platform. This field may belong to a driver, admin, manager, or other platform user. This field works well when paired with the User Type field to identify the user's role
User Type	The role classification of a user within the Cardata platform, indicating their level of access, permissions, and system functionality. User Types typically include Driver, Manager, Admin, Superuser. This field is foundational for determining what actions a user can perform
User Active Status	Indicates whether a user (driver, admin, or manager) is currently marked as active or inactive in the system. Active users have access to Cardata Cloud or Mobile. This field works well when paired with the User Type field to identify the user's role
Name	Indicates what company a user belongs to. This field is an alternative to the company name field, and works well when paired with the User Type field to identify the user's role
Mileage band driver trend	A system-generated recommendation for adjusting a driver's assigned mileage band (e.g., from 1000–1500 mi/month to 1500–2000 mi/month). This recommendation is typically based on recent trip activity, reimbursement patterns, and policy thresholds. It helps admins proactively optimize reimbursements and align band settings with actual usage.
Audit Mileage Band	Captures what mileage band the driver is on for the purpose of determining the appropriate Mileage Band Recommendation
Mileage Band Recommendation	A data-driven suggestion, system generated recommendation for the most appropriate mileage band or distance range a driver should belong to based on their recent or historical trip activity. This recommendation may be used by Admins or the Cardata system to optimize reimbursement tiers, align with internal policy thresholds, or ensure drivers are not under- or over-reimbursed. It can support proactive adjustments or reviews during program audits or reclassification cycles.
Company Is Test	A flag indicating whether the company record is a test or sandbox environment rather than a live, production client. “Test” companies are typically used for internal QA, staging, training, demo walkthroughs, or experimentation, and should be excluded from official reporting, billing, or compliance checks.
Personal Mileage	The total distance a driver traveled for non-business (personal) purposes, as classified by the trip tagging or tracking method. This mileage is typically not reimbursed.