Table of Contents
This guide provides an overview of the file requirements and supported values for importing Tools.
NOTE: If you'd like to add or update a Tools add-on, see Billing & Subscriptions.
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.
Tool Import Template
When importing Tools, we recommend using the Tool Import Template.
- Go to the Quick Add Menu and select Import Data.
- Click Browse Import Templates.
- In the Import Templates pop-up, click Tools in the left menu.
- Click the Download drop-down for the Tools template 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 vehicles.
Columns marked * See Below have special conditions required under certain circumstances; these are explained in footnotes beneath the chart.
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
These fields are required for Tool imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| fleetio_id | * See Below |
This field is NOT required and should be left blank for all NEW Tools being added. This field is ONLY required when updating existing Tools in Fleetio.
|
| name | Yes | Nickname or number to distinguish Tools in Fleetio. NOTE: Tool Name must be unique. |
| tool_type | Yes | Example: Mower Text can match an existing Tool Type from your Account Settings, or a NEW Tool Type will be created if no match is found during the import. |
| tool_status | Yes | Example: Active Text can match an existing Tool Status from your Account Settings, or a NEW Tool Status will be created if no match is found during the import. |
| group | ** See Below |
Text can match an existing Group and/or Subgroup, or a NEW Group will be created if no match is found during the import.
|
* fleetio_id is required only when updating existing Tools. It is NOT required when adding new Tools.
** group is required only if the Require Group setting is configured in your Account Settings
Other Fields
These fields are not required but are recommended when possible to ensure the accuracy of your data in Fleetio.
| Column | Required? | Notes |
|---|---|---|
| brand | No | |
| model | No | |
| serial_number | No | Tool Serial Number (must be unique) |
| purchase_comments | No | |
| purchase_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. |
| purchase_price | No | Tool purchase price; enter the value in dollars, without commas or currency symbol NOTE: enter the value 10000 to import as $10,000.00 in Fleetio |
| purchase_vendor | No | Must match an existing Vendor name in Fleetio exactly. The Vendor must have Tool Classification. If the Vendor name does not match a Vendor currently setup in Fleetio a NEW Vendor will be created through the import. |
| warranty_expiration_date | No | Date the warranty expires. |
| estimated_resale_price | No | Amount expected to be recuperated after retirement and sale/disposal (less any associated costs). |
| estimated_service_life_in_months | No | Recorded in months. |
| in_service_date | No | Date Tool entered active service/use. |
| out_of_service_date | No | Date Tool was retired from service/use. |
| vehicle_name | No | vehicle_name and vehicle_vin columns can be manually added to your CSV file to link an existing vehicle in Fleetio to a Tool asset. See Linking Vehicles to Tools below. |
| vehicle_vin | No | |
| Custom Fields | No | These are available for the Custom Fields which have been added in Account Settings |
Tool Custom Fields
Custom Fields can be created for Tools records in your Account Settings. Any Custom Fields with the Tools record type will also be available for import, and will be added as the last columns in the Import Template. Format requirement is explained in the Custom Fields Import Guide.
TIP: Learn more in the Custom Fields article and the Custom Fields Import Guide.
Linking Vehicles to Tools
When importing Tools, you can link each Tool asset to an existing Vehicle in your Fleetio account. This is useful if you're importing a large number of Tool assets that each need to be linked to Vehicles.
TIP: You can also link Tool assets to Vehicles individually after importing. See Link Assets to Vehicles for more info.
To link Tools to existing Vehicles during an import requires these additional steps during the import process:
- You must add a vehicle_name or vehicle_vin column to your CSV file
- In each Tool row, add Vehicle Names or VINs, as they appear in Fleetio, to this column
- When mapping the new column, check the checkbox for Use as Vehicle Lookup Column
New Tool Import Process
For detailed step-by-step instructions for importing new Tool data, refer to the New Data Import Overview article.
Update Tool Data via Import
For detailed step-by-step instructions for updating existing Tool data, refer to the Update Existing Data via Import File article.
