Table of Contents
IMPORTANT: The best place to find information about Data Imports in Fleetio is the Data Import Overview article. This resource includes step-by-step instructions, training videos, and guidance on how to prepare your import data file.
This guide provides an overview of the file requirements and supported values for importing Service Reminders Overview.
Service Reminders Import Template
We recommend using the Service Reminders Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Select the Reminders template type.
- Click the Download dropdown and select Empty Template.
NOTE: If you are using a spreadsheet generated from another system, modifications to the file type and data may be needed to ensure proper format and data mapping.
Data Requirements
Be sure to note the Required section and columns in the charts below.
Columns marked Yes are always Required, whereas those marked No may be left as blank cells in the import file - the entire column can be skipped during the mapping process if it is omitted for all rows.
Columns marked * See Below have special conditions required under certain circumstances; these are explained in footnotes beneath the chart.
Each row in the import file MUST contain a unique identifier that matches the row to a corresponding Vehicle in Fleetio. The most common columns for this match are the Vehicle Name or VIN from Fleetio, however an External Vehicle ID could also be added from Account Settings.
IMPORTANT: A unique identifier is required to match each row to the corresponding vehicle in Fleetio. This may be vehicle_name, vehicle_vin, or External ID, so any ONE of these is required, but not all three!
IMPORTANT: Unlike with NEW data imports, you do NOT need to include required fields if you are updating data, as long as you include the fleetio_id.
- During the mapping process, it is essential to map the fleetio_id column from the source file to the Id field in the Fleetio Field Mapping drop-down box. The Id field is what notifies Fleetio that the import is intended to "update" data, and not create NEW records.
- Reference the Update Existing Data via Import File article for more details.
Columns & Values
Required Fields
The fields below are required for Service Reminder imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| fleetio_id | * See Below |
This field is NOT required and should be left blank for all NEW Service Reminders being added. This field is ONLY required when updating existing Service Reminders in Fleetio.
|
| vehicle_name | ** See Below | Nickname or number to distinguish vehicle in Fleetio. Must match Vehicle Name in Fleetio exactly. SEE: Vehicle Naming Conventions |
| vehicle_vin | ** See Below | Vehicle Identification Number. Must match VIN in Fleetio exactly. |
| service_task | Yes |
Must match an existing Service Task exactly. If an exact match is not found during the import, a NEW Service Task will be created through the import.
|
| meter_interval | *** See Below |
The primary meter frequency for the service reminder; (no commas or text)
|
| secondary_meter_interval | *** See Below |
The secondary meter frequency for the service reminder; (no commas or text)
|
| time_interval | *** See Below |
The time frequency for the service reminder (numerical value only)
|
| time_frequency | **** See Below |
Specify if the time_interval value from above is in days, weeks, months or years
|
| next_due_meter_value | ***** See Below |
Manually set the next due meter value
|
| next_due_secondary_meter_value | ***** See Below |
Manually set the next due secondary meter value
|
| next_due_at | ***** See Below |
Manually set the next due date
|
* fleetio_id is required only when updating existing Service Reminders. It is NOT required when adding new Service Reminders.
** A unique identifier is required to match each row to the corresponding vehicle in Fleetio, as explained in the Data Requirements section above. This may be vehicle_name, vehicle_vin, or External ID, so any ONE of these is required, but not all three!
*** A value is required for at least ONE of the interval fields: meter, secondary_meter, or time. Optionally include all 3 to track by multiple intervals; e.g. every 5,000 miles or 6 months, whichever comes first.
**** time_frequency is required if time_interval is included; e.g. 3 (time_interval) weeks (time_frequency)
***** next_due_meter_value, next_due_secondary_meter_value, and/or next_due_at are required only if meter_interval, secondary_meter_inverval, or time_interval are included
Other Fields
These fields are not required but are recommended to ensure the accuracy of your data in Fleetio.
| Column | Required? | Notes |
|---|---|---|
| starting_meter_interval | No | The primary meter for the first service, if different from the meter_interval e.g. First service at 100000, then every 50000 thereafter; starting_meter_interval is 100000 and meter_interval is 50000 |
| starting_secondary_meter_interval | No | The secondary meter for the first service, if different from the secondary_meter_interval |
| starting_time_interval | No | The time for the first service, if different from the time_interval e.g. First service at 36 months, then every 24 months thereafter; starting_time_interval is 36, starting_time_frequency is months, time_interval is 24, time_frequency is months |
| starting_time_frequency | No | The unit of time for the first service, if different from the time_interval e.g. First service at 36 months, then every 24 months thereafter; starting_time_interval is 36, starting_time_frequency is months, time_interval is 24, time_frequency is months |
| due_soon_meter_threshold | No | The number of primary meter miles/kms/hours in advance you would like the system to consider the reminder to become "due soon." * Service Reminders are sent based on this threshold setting. |
| due_soon_secondary_meter_threshold | No | The number of secondary meter miles/kms/hours in advance you would like the system to consider the reminder to become "due soon." * Service Reminders are sent based on this threshold setting. |
| due_soon_time_threshold_interval | No | The amount of time in advance you would like the system to consider the reminder to become "due soon." Must also specify the due_soon_time_threshold_frequency as well. * Service Reminders are sent based on this threshold setting. |
| due_soon_time_threshold_frequency | No |
Specify if the due_soon_time_threshold_interval value from above is in days, weeks, months or years.
|
| vehicle_group | No |
Service Reminders Import Process
For detailed step-by-step instructions, refer to the New Data Import Overview article.
