How to: view, approve & download reports

When a driver submits a report, you'll receive an email notification. You can review and action reports from the Team Reports tab on the Driversnote website.

Finding reports

1. Log in and navigate to your team using the dropdown in the top left
2. Click Team Reports
3. Use the filters to find the reports you need:
   • Team member - filter by a specific driver or view your whole team
   • Date range - filter by reporting period
   • Submitted to - filter by manager (useful if your team has multiple managers)
   • Status - filter by Pending, Approved, Rejected, or Processed

💡 By default, the page shows reports submitted to you, so your queue is ready straight away.

What's in a report

Click on any report to open it. Every report includes:

• Total distances - a summary of business and/or personal miles/kilometres for the period
• Rate & reimbursement - shown if your company has set reimbursement rates
• Individual trips - a full list of every trip logged during the period, including start/end times if your team settings include them
• Route maps - click on a business trip to view the exact route driven

Yellow alerts ⚠️

Some trips may be flagged with a yellow alert. These highlight trips that might need a closer look, such as:

• Trips that look like a commute to or from home
• Trips that were added manually rather than tracked automatically
• Unusually long trips

💡 Alerts are configured by your admin. They're there to help you review with confidence, not to block approval. Use your judgement on whether a flagged trip needs following up with the driver.

Approving or rejecting a report

Once you've reviewed a report, click Approve or Reject.

Approving - the driver is automatically notified by email. No further action needed from you.

Rejecting - you'll be prompted to add a note explaining what needs to be fixed. The more specific you are, the faster the driver can resubmit.

⚠️ After making changes, the driver will need to create and submit a new report. The original rejected report cannot be resubmitted.

Marking a report as Processed (optional)

After approving a report, you can optionally mark it as Processed to signal it's been fully actioned - for example, sent to payroll or reimbursed.

This step is entirely optional. If Approve is the final step in your workflow, you don't need to do anything further. Any manager or team admin can mark a report as Processed.

Downloading reports

Individual report Open the report and click Download - choose either PDF or Excel.

Export an overview of all reports To get a summary across your whole team:

1. From the Team Reports page, click Export reports & trips
2. Click Export report overview
3. Set your filters (e.g. all team members, last reporting period, approved only)
4. Download the file

You'll get an Excel file with each driver's report on a separate line - ready to send to payroll or pass on for next steps.