Table of Contents
IMPORTANT: The best place to find information about Data Imports in Fleetio is the New 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 the Add Multiple Users article.
Contact Import Template
We recommend using the Contacts Import Template to import your Contact data.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Click Contacts in the left menu
- 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 contacts.
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.
- If a Custom Field is designated as "Required", the Custom Field does not need to be mapped unless you are updating data for that Custom Field. If there is data in the Custom Field column, it must be mapped, or the import will fail.
- Reference the Update Existing Data via Import File article for more details.
Columns & Values
Required Fields
The fields below are required for Contact imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| fleetio_id | * See Below |
This field is NOT required and should be left blank for all NEW contacts being added. This field is ONLY required when updating existing contacts in Fleetio.
|
| first_name | Yes | First Name of contact |
* fleetio_id is required only when updating existing contacts. It is NOT required when adding new contacts.
Other Fields
These fields are not required but are recommended when possible to ensure the accuracy of your data in Fleetio.
| 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: Update Existing Data via Import File |
| last_name | No | Last Name of contact |
| birth_date | No | This value is stored as a Date data type. For consistency and accuracy, format your data as YYYY-MM-DD. You may also use the Short Date Format from your Account Settings if you prefer. |
| employee_number | No | This value needs to be unique for each contact in Fleetio |
| job_title | No | |
| start_date | No | This value is stored as a Date data type. For consistency and accuracy, format your data as YYYY-MM-DD. You may also use the Short Date Format from your Account Settings if you prefer. |
| leave_date | No | This value is stored as a Date data type. For consistency and accuracy, format your data as YYYY-MM-DD. You may also use the Short Date Format from your Account Settings if you prefer. |
| No | ||
| group | No |
Text can match an existing Groups 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.
|
| vehicle_operator | No |
Should this contact have the Operator classification enabled?
|
| employee | No |
Should this contact have the Employee classification enabled?
|
| technician | No |
Should this contact have the Technician classification enabled?
|
| 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. Format requirement is explained in the Custom Fields Import Guide. |
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 and the Custom Fields Import Guide.
Contact Import Process
For detailed step-by-step instructions for importing new Contact data, refer to the New Data Import Overview article.
Update Contact Data via Import
For detailed step-by-step instructions for updating existing Contact data, refer to the Update Existing Data via Import File article.
