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The Daily Absent Rider Email

Taylor F
Updated

   Key benefits

  • Easy access to actionable information about rider absences
  • Identify and address issues in just a few clicks
  • Reduce chronic absenteeism


About the Daily Absent Rider email

Understanding when riders are not using their scheduled transportation is key to assessing your organization's transportation needs, avoiding last-minute cancellations of unneeded rides, and ensuring riders are safe. To stay informed of rider absences, you can enable the Daily Absent Rider email. 

The Daily Absent Rider email is sent every day at 10:00 AM. It contains a CSV file listing riders who have missed rides over the last 7 days and up to 9:30 AM the day of the email. 

Missed rides:

Missed rides are defined as any ride cancelled between 6:00 PM the night before the ride and 9:30 AM the day of the ride, unless a replacement ride is scheduled. This includes:

  • rides canceled by caregivers 
  • rides canceled by Ride Organizers via RideIQ 
  • riders removed from rides 
  • rider no-shows reported at pickup 

A replacement ride is a ride scheduled on the same day as the canceled ride during the same time period (AM or PM). For example, if a rider's 7:30 AM ride is canceled and a new ride is scheduled for the same rider at 10:00 AM, that rider will not appear on the Daily Absent Riders report. 

A rider will appear on the report if they have at least one missed ride during the reporting period. Paused, deactivated, and active riders are all included. This means that if you pause a rider after several missed rides, they will continue to appear on the report until it has been more than 7 days since their last missed ride. 

If no riders have missed a ride over the past 7 days, no email will be sent. 

Report columns

The Daily Absent Rider report contains the following information:

  • Total Billed Amount: 
    • The total amount your account has been billed for all rides over the seven-day period covered by the report.
  • Number of Billed Rides: 
    • The total number of rides your account has paid for over then seven-day period covered by the report. This includes completed rides and billed cancels, but excludes canceled rides that did not incur a fee. 
  • Number of Billed Cancels: 
    • The total number of canceled rides that incurred a fee in the seven-day period covered by the report.
  • Cancellation Rate:
    • The total number of billed cancels divided by the total number of completed trips and billed cancels.
  • Rider Name
    • Rider first name and last initial
  • Rider Profile Links
    • A link to the rider's profile in RideIQ. The user must have a RideIQ account to use this link.
  • Rider External ID
    • The information entered in the ID number field of the rider's profile in RideIQ. This is generally the rider's student ID number. If no external ID is entered in RideIQ this column will be blank. 
  • Rider Category
    • The general type of rider, selected at rider profile creation. Use this column to look for patterns in missed rides by category.
  • Consecutive No-shows/Cancellations 
    • The number of rides in a row that the rider has missed due to a cancellation or no-show, as defined above. Rides are considered consecutive even if they are not on consecutive days. For example, a ride on a Friday and a ride on a Monday would be consecutive if the rider has no scheduled rides over the weekend. Rides are counted individually, not by day. A rider who misses their morning ride and afternoon ride on the same day has missed 2 consecutive rides. 
  • Total No-shows/Cancellations:
    • The total number of rides over the previous 7 days that the rider has missed, as defined above. 
  • Dates:
    • The dates of the rider's no-shows or cancellation included in the report.
  • Next Ride:
    • The date and time of the rider's next scheduled ride.
  • Total Billed Canceled Rides
    • The total number of rides that were canceled or removed within your organization's cancellation window and therefore incurred a charge.


Sorting the Daily Absent Rider report

If you need to sort the Daily Absent rider report by any of the columns, you will need to exclude data in the first row. Follow the instructions below to sort the csv file starting at the second row.

  • Google Sheets: Select all the rows and columns you want to sort, excluding the top row. Click Data, then click Sort Range. Click Advanced Sorting Options. You can then select the column to sort by.



  • Excel: select any cell. On the Home tab, under Editing, click Sorting & Filtering.  Select Custom Sort, then select My data has headers. 

Enabling the Daily Absent Rider email


The Daily Absent Rider email is enabled at the account level. When enabled, emails will be sent to a list of recipients that you choose.

Users with Admin or Trip Organizer--Full access permissions can enable or disable the setting and edit the recipient list. To enable or disable the Daily Absent Rider email, follow the steps below:

  1. In the lower left corner, click the profile icon, then click Account Settings. 

  2. Click Edit.

  3. In Notification Preferences, under Absent Riders, toggle Send Email with Daily Report to Yes.



  4. In Email addresses, enter the email address of each person you would like to receive the Daily Absent Rider Email. 

    • Recipients do not need to have RideIQ accounts to receive the email and view the attached report. 

    • This is an account-level setting. Other users may add or remove recipients from the list, and any changes you make will apply to all account users.  

         Note: Don't forget to add your own email to the list if you would like to receive the report. 

      Email addresses input field with two addresses listed
  5. Click Save. All entered recipients will begin receiving the Daily Absent Rider Email the following day at 10:00 AM.

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