Use rosters and reservations to automatically flag matching journeys as Business or Private in reports. A roster matches the person assigned to the journey, while a reservation matches the vehicle. Account-level Journey Settings decide which journey times are checked, whether extra time is allowed around each period, and which source wins when several rules match.
Before you start
Journey Settings are available to the top-level account on plans that include journey reporting. Confirm the account timezone and make sure journeys show the expected person before relying on rosters. A reservation can match its vehicle without a person being selected, but a roster must match the person recorded against the journey.
Each roster or reservation has its own Classification. Choose Business, Private, Default classification (Account settings), or a scheduled classification where available. A scheduled classification applies only in the selected hourly cells within the roster or reservation period.
The classification order is:
- A manual Business or Private change saved on the journey.
- The highest-priority matching roster, reservation or zone enabled under Journey auto classification.
- Journeys default to when no automatic source supplies a result.
Changing account rules can update how existing, unmodified journeys appear in reports. Manually classified journeys keep their saved classification. Record the current settings and test a short, known period before applying the result to tax or business reporting.
Steps
1. Set the classification on each record
- Open People > Rosters and create or edit the person's working period, or open Vehicles > Reservations and create or edit the vehicle's booking period.
- Confirm the correct person or vehicle, dates, times and recurrence.
- Set Classification to the result that period should supply:
Business
Flags the journey as Business. This is the default for a new roster or reservation.
Private
Flags the journey as Private.
Default classification (Account settings)
Uses the current Journeys default to value.
Business via schedule or Private via schedule
Supplies that classification only during the selected days and hours inside the record's period.
- Save the record and confirm its time on the calendar.
2. Configure account matching rules
- Open Settings > Application Settings and find Journey Settings.
- Set Journeys default to to the fallback for journeys that do not receive a manual or automatic result.
- Set Journey auto classification. Sources are evaluated from left to right and a later matching source overrides an earlier one. For example, Rosters → Reservations → Zones means a matching zone has the highest priority, followed by a reservation, then a roster.
- Set Roster & reservation matching according to the journey endpoint or endpoints that must fall within the roster or reservation period.
- When drivers may leave just before a shift or return just after a booking, set Roster & reservation padding and the smallest suitable Padding amount.
- Select Save and apply the settings when prompted.
3. Choose matching and padding deliberately
Either journey start or stop time must be within
Departure, arrival, or both fall inside the period.
Both journey start & stop time must be within
Both departure and arrival fall inside the period.
Match journey start time only
Departure falls inside the period.
Match journey stop time only
Arrival falls inside the period.
Padding extends the period used for report matching; it does not change the saved roster or reservation time. Pad start time extends the period earlier, Pad end time extends it later, and Pad both start & end time does both. Padding does not create an overlap or double-booking in the management calendar.
For example, a 09:00–17:00 roster with 15 minutes of start and end padding is assessed as 08:45–17:15. With Match journey start time only, a journey starting at 08:50 matches even if it ends after 17:15. With Both journey start & stop time must be within, both endpoints must fall between 08:45 and 17:15.
Start with no padding or a small allowance. A long padding period can classify unrelated travel before or after the intended work or booking period.
4. Check the result
- Open Reports > Journeys and run a short period containing known journeys.
- Check the Classification and Auto Notes or classification source for a journey inside the roster or reservation period.
- Check a journey just outside the period to confirm the matching and padding boundary.
- When rosters, reservations or zones overlap, check a journey where they supply different results to confirm the intended source has precedence.
- Manually change only genuine exceptions. A manual change remains attached to that journey and prevents the automatic rules from replacing it.
What happens next
Journey and Tax Logbook reports use the resulting Business or Private classification. New unmodified journeys continue to be evaluated from the saved account settings and matching records. Editing a roster, reservation, zone or account rule can change the reported classification of unmodified journeys, so rerun the same short test period after a configuration change.
Troubleshooting
- A journey ignores a roster: Confirm the journey has the expected person, the roster belongs to that person, and the relevant endpoint is within the roster period after padding.
- A journey ignores a reservation: Confirm the reservation belongs to the journey's vehicle and that its classification and time range are correct. Selecting a person on the reservation is optional for vehicle matching.
- A journey keeps an older result: Check whether it was manually classified. Manual classification takes precedence over automatic rules.
- The wrong source wins: Read Journey auto classification from left to right. The last matching source in the selected order has the highest priority.
- A journey just before or after work does not match: Check the selected padding edge and amount. Padding the start extends earlier; padding the end extends later.
- Too many journeys match: Reduce or disable padding, check only the journey start or stop, or require both endpoints to be inside the period.
- A scheduled classification does not apply: Confirm the journey endpoint selected by the matching rule falls in a green day-and-hour cell as well as within the roster or reservation period.
- Journey Settings are missing: Sign in to the top-level account and confirm the plan includes journey reporting. These settings are not shown to sub-accounts or on the Lite plan.