Import file columns
Each import accepts a fixed set of system fields. Your file's headers can use any wording — you match them to these fields on the Map Columns screen — but the values must pass the checks below.
Overview#
The field names below are the ones the Map Columns screen offers. Required fields must be mapped to a column of your file; the others may be left out. A value that names another record — a vehicle model, a vehicle, a store or a role — must match one that exists. When it does not, the preview often suggests the closest match. When a row updates an existing vehicle or store, an empty cell keeps the value already saved; it never clears it. How the import runs is on Bulk import from spreadsheets.
Vehicles#
| Field | Required | Rules |
|---|---|---|
| License Plate | Yes | Identifies the vehicle in your fleet: a plate you already have updates that vehicle. The same plate twice in one file is an error |
| Brand / Make | No | Used with Model and Year to find the vehicle model. A brand without a model, or a model without a brand, sets no vehicle model |
| Model | No | With a brand, must match an active vehicle model in the catalogue (letter case does not matter). A blank year matches the model entry that has no year. An unknown or inactive model is an error; a vehicle that already holds a since-retired model keeps it on re-import |
| Year | No | A number from 1900 to 2100 |
| Model as recorded | No | Free text, up to 200 characters, kept as the model name your own records use |
| VIN | No | Exactly 17 characters |
| GPS Provider Code | No | A GPS provider's code or name, for example VMP or VietMap; anything else is an error that lists the valid codes |
| GPS Device ID | No | The vehicle's device ID at that provider |
| Color | No | Free text |
The vehicle catalogue and GPS providers are described in the fleet pages; see Vehicles.
Drivers#
| Field | Required | Rules |
|---|---|---|
| First Name | Yes | Must not be blank |
| Last Name | Yes | Must not be blank |
| Phone Number | Map and fill phone or email | Spaces, dashes and brackets are removed. The phone number becomes the driver's sign-in name; the same phone number twice in one file is an error |
| Map and fill phone or email | Must contain @. Used for the sign-in name only when there is no phone number | |
| Middle Name | No | Free text |
| Date of Birth | No | YYYY-MM-DD or DD/MM/YYYY |
| Address | No | Free text |
| Assigned Vehicle (License Plate) | No | Must be a vehicle in your fleet; the driver is linked to it |
Map at least one of Phone Number and Email. A row with neither filled in is an error: "Email or phone number is required.". Driver records are described on Drivers.
Stores#
| Field | Required | Rules |
|---|---|---|
| Store Name | Yes | Identifies the store in your merchant: a name you already have, spelled exactly the same including letter case, updates that store. The same name twice in one file is an error |
| Address | No | Free text |
| Phone | No | Spaces and dashes are removed |
| No | Must contain @ | |
| Contact Person | No | Free text |
| Latitude | No | A number from -90 to 90 |
| Longitude | No | A number from -180 to 180. The store's map position is saved only when both latitude and longitude are given |
Opening hours cannot be imported; set them on the store afterwards. Store records are described on Stores.
Staff#
| Field | Required | Rules |
|---|---|---|
| First Name | Yes | Free text |
| Last Name | Yes | Free text |
| Yes | Must contain @; the sign-in name is made from it | |
| Role | Yes | One of Merchant Owner, Merchant Admin, Merchant Supervisor or Merchant Accountant (letter case does not matter). Anything else is an error that lists the valid roles |
| Phone Number | No | Spaces and dashes are removed |
| Store Name | No | Must be one of your merchant's stores, spelled exactly; the staff member is assigned to it |
What each role can do is on Roles and permission groups.