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Report Automations

Overview

Our report automations are run via a series of scripts, hosted in the report-automation GitHub repository. These run on a regular cron schedule on self-hosted GitHub Runners, through the GitHub Actions workflows set up in that repository. The report automations are grouped together by their run cadence (i.e. every day, every month, etc).

Daily Reports

These workflows run every day at 8am CT.

Late Trips

  • This report is sent to Member Services every day as an Excel sheet. It contains all the HOURCAR trips from the previous day that were more than 5 minutes late.

  • Columns: UserName, First Name, Last Name, Trip URL, Vehicle Name, License Plate, Station, Trip Duration, Scheduled Start Date, Scheduled End Date, Actual Start Date, Actual End Date, Time Late (min)

  • Recipient(s): info@hourcar.org

Failed Membership Fees

  • This report is sent to Member Services every day as an Excel sheet. It contains all users who had a failed membership fee within the last day.

  • Columns: Email, ProductName, InvoiceDateLocalTime, User URL, InvoiceID

  • Recipient(s): info@hourcar.org

Updated Documents

  • This report is sent to Member Services every day as an Excel sheet. It contains all users who have updated a document, if they have an expired document ticket that is new or pending.

  • Columns: Username, First Name, Last Name, Vulog User URL, Date Updated

  • Recipient(s): info@hourcar.org

Weekday Reports

These workflows run every day at 6am CT, except for Saturday and Sunday.

Marketing Statistics

  • This report is sent to our Marketing department every weekday as a CSV file. It contains the number of users on a given day with different statuses and plan types.

  • Columns: WeekNum, Date, Pending, Incomplete, Approved, Approved +/-, Total, Backup, Difference, Paid Plans, Difference, Total

  • Recipient(s): marketing@hourcar.org

Monthly Reports

These workflows run on the 3rd day of each month at midnight CT.

Stripe / Vulog Revenue Report

  • This report should be sent to whoever is doing our bookkeeping, as a CSV file every month. Since it is more sensitive, right now it is being sent to Noah and our shared inbox, so that it can be checked for errors and then manually forwarded to our bookkeeper(s). The report should right now be forwarded to the following people: angela.hoeitama@claconnect.com and christina.marette@claconnect.com.

  • This report contains the linking of our Stripe transactions and Vulog trip information for each month. This helps us determine how much tax money we owe to each city, as well as a general breakdown of Stripe transactions each month.

  • Columns: StripeTransactionID, StripeChargeID, StripeCustomerID, TransactionType, TransactionDateUTC, AvailableDateUTC, InitialVulogAmount, VulogTaxAmount, FinalVulogAmount, InitialStripeAmount, StripeFee, FinalStripeAmount, VulogTaxName, VulogTaxRate, InvoiceDescription, City, MobilityPlan, InvoiceID, UserID, TripID, VehicleID

  • Recipient(s): noahv@hourcar.org, automatedreports@hourcar.org

Mileage Age Report

  • This report should be sent to our insurance provider, Mobilitas, as a CSV file every month. Since it is more sensitive, right now it is being sent to Noah and our shared inbox, so that it can be checked for errors and then manually forwarded to our insurance providers. The report should ultimately be forwarded to the following people: support@mobilitasinsurance.com and CAretz@christensengroup.com.

  • This report contains monthly mileage data by age group and employee status (i.e. whether or not they are an HOURCAR employee), since Mobilitas charges us a higher rate for mileage driven by members under the age of 21.

  • Columns: StartDate, EndDate, AgeGroup, EmployeeStatus, ActiveUserCount, TripCount, TotalMileage

  • Recipient(s): noahv@hourcar.org, automatedreports@hourcar.org

Quarterly Reports

These workflows run on the 2nd day of January, April, July, and October, at 7pm CT.

Electric Hub Statistics

  • This report is sent to our hub coordinator, Anna, along with Noah as a back-up, as a CSV file. It contains various metrics for our electric hubs, to give a sense of how each hub is doing.

  • Columns: Hub, StartDate, EndDate, TripCount, ActiveUserCount, TotalHours

  • Recipient(s): noahv@hourcar.org, annag@hourcar.org, hubs@hourcar.org