Table of Contents
IMPORTANT: The best place to find information about Data Imports in Fleetio is the Data Import Overview article. It 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 Issues.
NOTE: Issue imports are only available for Vehicle Issues. Imports for Tool Issues are not supported.
Issues Import Template
We recommend using the Issues Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Select the Issues 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 the 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!
Columns & Values
Required Fields
The fields below are required for Issue imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| vehicle_name | * See Below | Nickname or number to distinguish vehicle in Fleetio. Must match Vehicle Name in Fleetio exactly. SEE: Vehicle Naming Convention |
| vehicle_vin | * See Below | Vehicle Identification Number. Must match VIN in Fleetio exactly. |
| reported_at | Yes | 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 12:00:00 in the organization timezone. You may also use the Short Date Format from your Account Settings if you prefer. |
| summary | Yes | A short subject/name for the Issue |
* 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!
Other Fields
These fields are not required but are recommended to ensure the accuracy of your data in Fleetio.
| Column | Required? | Notes |
|---|---|---|
| description | No | Provide additional details about the Issue |
| label_list | No |
Useful for prioritizing and categorizing the type of work being done, or vehicle areas being serviced. Must match existing Labels exactly, or a NEW Label will be created.
|
| meter_value | No |
Most updated Meter Reading for a vehicle (no commas)
|
| meter_void | No |
Meter Entry - Mark as Void allows you to save an invalid meter value but tells Fleetio to ignore it for events that depend on meter values (i.e. Service Reminders)
|
| secondary_meter_value | No |
Most updated secondary Meter Reading for a vehicle (no commas)
|
| secondary_meter_void | No |
Marking a Meter Reading as void allows you to save an invalid meter value but tells Fleetio to ignore it for events that depend on meter values (i.e. Service Reminders)
|
| due_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. |
| due_meter_value | No | Meter value when the Issue should be considered overdue. |
| due_secondary_meter_value | No | Secondary meter value when the Issue should be considered overdue. |
| Issues Custom Fields | No | Any Custom Fields set up with the "Issues" record type are available for import. Format requirement is explained in the Custom Fields Import Guide. |
Issues Custom Fields
Custom Fields can be created for Issue records in your Account Settings. Any Custom Fields with the Issue record type will also be available for import.
TIP: Learn more in the Custom Fields article and the Custom Fields Import Guide.
Issues Import Process
For detailed step-by-step instructions, refer to the New Data Import Overview article.
