Table of Contents
This guide provides an overview of the file requirements and supported values for importing Vehicle Assignments.
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.
Vehicle Assignments Import Template
We recommend using the Vehicle Assignments Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Click Vehicles in the menu on the left.
- Click the Download button for Vehicle Assignment and select Empty Template.
NOTE: The Empty Template includes a row for each Vehicle in your Vehicle List. Delete any rows which you will not fill in this import; rows with all blank fields will result in errors.
TIP: You can use the Prefilled Template option if you wish to update existing assignments instead of adding new ones. Learn more in Update Data via Import File.
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 for more details.
Columns & Values
Required Fields
The fields below are required for Vehicle Assignment imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| fleetio_id | * See Below |
This field is NOT required and should be left blank for all NEW vehicle assignments being added. This field is ONLY required when updating existing vehicle assignments in Fleetio. SEE: Update Existing Data via Import File |
| vehicle_name | ** See Below | The Import Template - Empty Template includes a row for each Vehicle in your Vehicle List; delete any rows which do not apply |
| vehicle_vin | ** See Below | Vehicle Identification Number. Must match VIN in Fleetio exactly. |
| operator_name | *** See Below | The name of the Operator for the Assignment, in the format FirstName LastName. This field is case-sensitive.NOTE: If the Operator's name includes extra spaces, the importer will not recognize the match. In this case, use Contact ID instead. |
| operator_contact_id | *** See Below | Operator_contact_id may be obtained via any Contact data export, or in the web browser URL when you view a Contact profile in Fleetio: secure.fleetio.com/account_id/contacts/contact_id |
| started_at | **** See Below | This value is stored as a Date/Time Data Type. For consistency and accuracy, format your data as YYYY-MM-DD HH:MM:SS +0000. You can omit the time, and the value will default to a midnight start time in the organization's timezone. You may also use the Short Date Format from your Account Settings if you prefer. |
* fleetio_id is required only when updating existing vehicle assignments. It is NOT required when adding new vehicle assignments.
** A unique identifier is required to match the entry 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!
*** EITHER operator_name OR operator_contact_id is required, but not both.
If both are included, the operator_contact_id takes precedence.
**** A blank started_at date will extend the assignment infinitely into the past and may cause conflicts with previous assignments. Additional assignments will not be allowed on that Vehicle unless the new assignment has a started_at date that occurs after the ended_at date of the previous assignment. For example, Assignment 1 is imported with no started_at date and an ended_at date of 1/1/2023. Assignment 2 must have a started_at date of 1/2/2023 (or later). A blank start date on Assignment 2 will not import for that Vehicle assignment. For this reason, if there is no start date on record, we recommend using today's date.
Other Fields
These fields are not required but are recommended to ensure the accuracy of your data in Fleetio.
| Column | Required? | Notes |
|---|---|---|
| ended_at | No | This value is stored as a Date/Time Data Type. For consistency and accuracy, format your data as YYYY-MM-DD HH:MM:SS +0000. You can omit the time, and the value will default to a midnight end time in the organization's timezone. You may also use the Short Date Format from your Account Settings if you prefer. |
| starting_meter_entry_value | No | Meter Reading at the Assignment start |
| ending_meter_entry_value | No | Meter Reading at the Assignment end |
| Vehicle Assignments Custom Fields | No | Custom Fields can be set up under Settings Custom Fields. Any Custom Fields with the "Vehicle Assignments" record type will also be available to import data into. Format requirement is explained in the Custom Fields Import Guide. |
Vehicle Assignment Custom Fields
Custom Fields can be created for Vehicle Assignment records in your Account Settings. Any Custom Fields with the Vehicle Assignments record type will also be available for import.
TIP: Learn more in the Custom Fields article and the Custom Fields Import Guide.
Vehicle Assignments Import Process
The Vehicle Assignments Import works slightly differently from other imports as the Empty template download comes pre-filled with a list of all vehicles in your fleet. Complete the fields as noted above in the Columns & Values section, and remove any Vehicle rows which do not apply.
For detailed step-by-step instructions, refer to the New Data Import Overview article.
Bulk Unassign
Vehicle Assignment Import is also an easy way to unassign vehicles in bulk if you need to end a number of assignments at once. In this case, choose the Prefilled Template option instead of the Empty Template option in the Import Templates drop-down menu:
Once you have downloaded the data file, delete any rows where the assignment "ended_at" column contains a date. Uploading past assignments back into Fleetio will add those Vehicles to the past Operator's watch list.
The rows with open end dates are your current, active assignments. Fill in the "ended_at" date and time, using the format:
YYYY-MM-DD HH:MM:SS -0000 (Date, Time, Timezone)
Save the .CSV file and start a new import, uploading the file and choosing Vehicle Assignment Import as the Type:
In Step 2 (Map Columns), be sure to select the correct Vehicle Lookup Column so that Fleetio can match the assignment to the correct Fleetio vehicle:
Once complete, all open Assignments will be ended, and all vehicles unassigned.
