New Data Import Overview

Prepare your Data File

Fleetio supports the ability for users to import data from a Comma Separated Value (CSV) file. CSV files can be created from spreadsheet programs by accessing the "Download as" or "Save as" option and choosing this file type.

Fleetio recommends limiting your file to 500 rows of data or less. For more complex imports, such as Vehicle Imports, you may need to further reduce the file size to mitigate potential errors.

In a CSV file, the comma character " , " separates each import field from the next. Therefore, be sure to remove commas where they might mistakenly interfere with the import, such as a thousands separator in a number (e.g. 60,000). If you have a field that does include a comma as part of the value, such as an address reading "100 Main Street, Apt. 8" be sure to enclose this value in quotes as shown, which ensures the value is imported to a single destination field in Fleetio.

The best way to ensure correct file format and compatible fields is to download an Import Template for the corresponding data type.

1. Go to the + Quick Add menu and select Import Data.

2. Click Browse Import Templates.

3. Click the template type in the column on the left.
4. Click the Download drop-down and select Empty Template next to the appropriate template.

5. Open the CSV file on your computer and add your data to the file.
6. Make sure to save the file as a CSV. Other file types are not supported.

Start Your Import

Once you've prepared your file, you can upload it to Fleetio.

1. Click the + Plus menu in the upper right corner and select Import Data.
2. Select the Import Type from the drop-down (a).
3. Drag and drop or click the Import File field (b) to locate the CSV file on your computer.

4. Click Continue.

Map Columns

Before your data is imported, you need to map each Column from your source file to the corresponding Fleetio Field.

1. Match each Column on the left with the corresponding Fleetio Field using the drop-down menu (a). Some columns may be mapped automatically based on their names.
2. Click Confirm to confirm each column mapping, or click Ignore if you don't want to import that Column (b).

3. When you've finished your mapping, click Continue to Review.
4. Review your data, and when you're ready, click Process Import.

Saved Import Mappings

To save time, Fleetio gives you the ability to save an Import Mapping for future use.

If you'd like to save an Import Mapping:

1. Check the Save Mapping for Future Use checkbox in the Review & Process section.
2. Enter a Mapping Name for future reference.

3. When you click Process Import, your mapping will be saved to use for imports of the same type in the future.

Use a Saved Import Mapping by selecting it from the Use a Saved Import Mapping drop-down in the Map Columns section.

Your mappings will be automatically confirmed; however, you can make changes if needed by clicking the Edit icon.

Import State

When you click Process Import, your import file will begin processing and display the State of Queued for a brief time.

Once the file has been processed, a message will appear on the bottom right of the screen with a link that reads Complete: (Name of Import) You may have to refresh your browser to see the changes. Click this link to refresh your screen.

The import State will display. If the State is Complete, no errors were found. Review the imported records to ensure that all data displays as intended.

If your import contains any errors, the State will display as Partially Complete or Failed.

Import History

A history of your Imports is available for your review and for various actions.

Navigate to your Account Menu, then select Imports.

The Import History table includes available columns for Filename, Type, Status, New Records, Updated Records, Updated on, Error Records, Created on, Created by, and Mapping. The order and visibility of the columns can be customized by clicking the Settings>Manage Columns button on the top right of the list.

You may Filter and Search these results:

Delete, Undo, or "Roll Back" an Import

Situations may occur where a new import file contains inaccurate data or is missing key information. For these scenarios, Fleetio supports the option to “roll back” an import file. This will remove all records from your Fleetio system that were included in the import.

Update Existing Data via Import File

Fleetio supports the ability to update existing data in your Fleetio system through the import process.