---
title: "Vehicle Downtime Report"
canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/3630792715/Vehicle%20Downtime%20Report"
format: markdown
---
## Overview

Every hour a vehicle sits in the shop is an hour it isn’t earning its keep — and over a full fleet, those hours add up fast. The Vehicle Downtime Report gives you a clean, high-level view of exactly how much time each vehicle has spent out of service for maintenance, so you can spot bottlenecks, identify your most problematic assets, and make decisions that keep your fleet on the road.

Instead of piecing together downtime from individual work orders or shop notes, this report pulls everything into one place — total downtime hours by vehicle and by department — so you always know which vehicles are costing you the most time.

## How Downtime Is Calculated

Downtime is calculated using two fields on each work order:

- Vehicle Received for Service — the date and time the vehicle was dropped off for maintenance.
- Completed — the date and time the work order was marked complete.

The difference between those two timestamps is what EKOS counts as downtime. Because Vehicle Received for Service is what kicks the calculation off, it’s important that your team fills it in consistently — without it, the report won’t be able to calculate downtime for that work order.

## How to Get Started

Follow these three steps to start tracking and reporting on vehicle downtime.

1. When creating a work order, enter the Vehicle Received for Service date and time. This should reflect when the vehicle was dropped off for maintenance.

![image-20260420-180050.png](media://7050f0fd-8c22-45a5-8bf8-df1a1cf56c83)


2. When the work order is completed, enter the Completed date and time as usual.

![image-20260420-180125.png](media://6450474c-cd71-42d9-bd60-5a432fd4781c)


3. To access the data, go to the Report Portal and run either the Vehicle Downtime Report or the Vehicle Downtime Detail Report.

Once those two fields are being captured consistently across your work orders, the Vehicle Downtime Report will give you an accurate picture of downtime across your entire fleet.

## What the Report Shows

The Vehicle Downtime Report is the high-level summary view. At a glance, you can see:

- Total downtime hours by vehicle
- Total downtime hours by department
- Which assets have been out of service the longest

This makes it easy to pick out the vehicles that are dragging down your availability, compare downtime across departments, and track trends over time.

If you need a more detailed view — work order by work order, with the individual start and stop timestamps — use the [Vehicle Downtime Detail Report](https://myekos.atlassian.net/wiki/spaces/EHC1/pages/3631546379) instead.

## Filtering and Exporting

From the Report Portal, you can:

- Filter by department to narrow the report to a specific team or group of vehicles.
- Export as PDF for a polished, printable summary.
- Export as CSV when you want to work with the data in Excel or another tool.

![image-20260420-180343.png](media://c37da8e1-ce08-4246-909a-ab7ea8027a45)


## Automating Delivery

You don’t have to run this report manually every week. Use the schedule icon on the report card to set up automatic delivery — pick the frequency (daily, weekly, monthly, or whatever fits your cadence), choose your recipients, and EKOS will email or FTP the report on that interval without any further effort on your part.

For a full walkthrough of [how scheduling works](https://myekos.atlassian.net/wiki/spaces/EHC1/pages/2879815700), see the Report Portal help page.

## A Quick Recap

- The Vehicle Downtime Report summarizes total downtime hours by vehicle and department.
- Downtime is calculated from the Vehicle Received for Service and Completed fields on each work order — both must be filled in for the math to work.
- Filter by department, export as PDF or CSV, and schedule recurring delivery to keep your team informed automatically.
- For work-order-level detail, use the companion Vehicle Downtime Detail Report.