Contact Import Guide

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 for how to prepare your import data file.

This guide provides an overview of the file requirements and supported values for importing  Contacts.

NOTE: If you wish to create Users rather than just Contacts, please see our article on Adding Multiple Users instead.

Contact Import Template

We recommend using the Contacts Import Template.

Go to your Company drop-down menu and choose Import Data then click Import Templates > Contact Template > Headers Only

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

Columns not marked as  Required may be left as blank cells in the import file and skipped during the mapping process.

Columns & Values

Column Required? Notes
id No This field should be left BLANK for all NEW contact records being added. It is only used when updating existing Contacts in Fleetio.
SEE: Updating Data via Import File
first_name Yes First Name of contact
last_name Yes Last Name of contact
birth_date No Must be in the Short Date Format specified for the account under Settings > Account Settings.
Date format must be consistent throughout file.
  • Example: 07/15/1975
  • Example: 15/07/1975
employee_number No
job_title No
start_date No Must be in the Short Date Format specified for the account under Settings > Account Settings.
Date format must be consistent throughout file.
  • Example: 07/15/2005
  • Example: 15/07/2005
leave_date No Must be in the Short Date Format specified for the account under Settings > Account Settings.
Date format must be consistent throughout file.
  • Example: 07/15/2005
  • Example: 15/07/2005
email No
group No Text can match an existing Group and/or Subgroup. A new Group will be created if it does not already exist. Use the "pipe" character | to separate Groups and Subgroups. No spaces between elements are needed.
  • Example (group): Chicago
  • Example (subgroup): Chicago|Warehouse-01
vehicle_operator No Should this contact have the Operator classification enabled?
This enables the contact to be assigned to vehicles
  • Yes = true
  • No = false (or leave blank)
employee No Should this contact have the Employee classification enabled?
  • Yes = true
  • No = false (or leave blank)
technician No Should this contact have the Technician classification enabled?
This enables the contact to be selected in labor line items on Work Orders
  • Yes = true
  • No = false (or leave blank)
license_number No
license_state No
license_class No
street_address No
street_address_line_2 No
city No
region No State/Province/Region
postal_code No    
country No Country Name or Code (see  Country and Code Field Values)
mobile_phone_number No
home_phone_number No
work_phone_number No
other_phone_number No
* Contacts Custom Fields No Custom Fields can be setup under Settings > Custom Fields. Any Custom Fields with the "Contacts" record type will also be available to import data into.

Contact Custom Fields

Custom Fields can be created for Contact records in your Account Settings. Any Custom Fields with the Contact record type will also be available for import.

TIP: Learn more in the Custom Fields article.

Contact Import Process

For detailed step-by-step instructions, refer to the Data Import Overview article.

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