What are Private Trips?When a company vehicle is used for personal purposes—such as commuting, running errands, or weekend use—drivers have the right to keep their location data private.
Feature | Business Trip | Private Trip |
Purpose | Work-related driving | Personal driving |
Location Data |
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Map Route |
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Trip List |
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Duration & Distance |
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Getting Started — PrerequisitesBefore you can use this feature, two things must be in place:
Feature enabled for your organization: Your organization administrator must enable the "Vehicles Work Hours" feature. If you don't see trip type options, this feature may not be active — contact your admin.
Vehicle configured for private use: Each vehicle must be individually flagged as "used privately" by a fleet manager. This is a per-vehicle setting, because not every vehicle in your fleet may be eligible for private use.
How Trips Get ClassifiedTrips can be classified in two ways:
If your fleet manager has configured working hours for a vehicle, trips are automatically classified:
Scenario
Classification
Trip starts and ends during working hours |
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Trip starts or ends outside working hours |
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Trip occurs on a non-working day (e.g., weekend) |
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Example: If working hours are Mon–Fri 8:00–17:00, a trip at 19:30 on Tuesday or any trip on Saturday would automatically be marked Private.
Regardless of automatic classification, you can manually override the trip type within 7 days of the trip. This is useful when:
You used the vehicle for personal reasons during working hours
You worked outside normal hours and the trip was incorrectly marked Private
The automatic classification doesn't match the actual trip purpose
Step-by-Step: Changing a Trip TypeWhether you are switching a trip from Business to Private, or Private back to Business, the process is as follows:
Navigate to the Trips section from the main menu.
Find the trip you want to change.
Pro Tip: To find specific entries, you can sort the Trip Type column. Please note that scanning or filtering by trip type is not supported.
Click on the trip to open its Trip Overview page.
Locate the Trip Type toggle (Business/Private) at the top.
Select the desired type. A warning panel will appear.
Enter a Mandatory Comment: You are required to provide a comment for both cases (changing to Private and changing back to Business) to explain the reclassification.
Click Save.
What Changes When a Trip is PrivateHere's exactly what happens to a trip's data when marked as Private:
Element
Business Trip
Private Trip
Start address |
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End address |
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Map with route |
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Event points on map |
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Trip duration |
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Distance |
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Element
Business Trip
Private Trip
Trip Type column | Business | Private |
Start location |
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End location |
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Date & time |
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Vehicle name |
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Private trips are completely removed from the map. When viewing vehicle routes on the map, only Business trips are drawn. Private trips leave no trace on the map.
Audit Trail & ComplianceEvery manual change is permanently logged in the Vehicle Event History for GDPR and tax compliance. This log includes:
Who made the change and When.
The mandatory comment provided during the change.
The specific action (e.g., "Trip marked as Private").
Troubleshooting & FAQPossible causes:
The "Vehicles Work Hours" feature is not enabled for your organization → Contact your administrator
The vehicle is not marked as "used privately" → Contact your fleet manager
You don't have the trip editing permission → Contact your administrator
Cause: The trip is older than 7 days. Trip types can only be changed within the first 7 days after the trip was created. This restriction cannot be overridden.
Try: Refresh the page. The trip list and map may need to reload to reflect the change. If the issue persists, the update may not have saved — try again.
Yes. The trip still appears in the list with its date, time, duration, and distance. Only the location data is hidden. This ensures mileage records remain complete while protecting location privacy.
No. The 7-day window is a hard limit. After 7 days, the trip classification is permanent. If you need a correction after this period, contact your fleet administrator — they may need to handle it through a support ticket.
Yes, Private trips contribute to total mileage/distance metrics. Only location details (addresses, routes) are hidden — not the trip's existence or distance.
No. Automatic classification happens when a trip is created. Changing working hours afterward does not retroactively reclassify existing trips. Only new trips are affected.
GlossaryBusiness Trip: A work-related trip with full location visibility.
Private Trip: A personal trip where location data is hidden from all views.
Trip Type Toggle: The control on the overview page used to switch between types.
Used Privately: A vehicle-level setting that enables the Private Trip feature.
