Uploading Vehicles via CSV

This guide explains how to manage your fleet in bulk via CSV upload.

Downloading the CSV template

1. Open Master Data > Vehicles.
2. Click Download CSV template to download the template.
3. Open the template in Excel, LibreOffice Calc, or any spreadsheet tool that supports CSV.

Using the template ensures the correct column headers, order, and encoding for upload.

Required columns

When preparing your CSV, at minimum you must provide one of the following columns, which is used for matching:

• No.: the internal vehicle number, or
• License Plate: the license plate.

If a row's No. or License Plate matches an existing vehicle, that vehicle is updated. Otherwise, a new vehicle record is created.

Additional columns from the template map to the corresponding fields of the vehicle record (type, in-service status, insurance info, etc.). Keep the column headers exactly as provided by the template.

How existing vehicles are updated vs. new ones created

Upload logic:

• Match found (by No. or License Plate): the existing record is updated with the new values from the CSV.
• No match found: a new vehicle record is created from the CSV row.
• Existing vehicle not in the CSV: its In Service status is set to false. In other words, it is automatically marked as retired (see next section).

Understanding "In Service" status

Each vehicle has an In Service flag:

• In Service = true: the vehicle is currently part of the fleet.
• In Service = false: the vehicle has been retired from the fleet but is preserved for historical reports.

Vehicles that are not retired remain selectable when creating new accident reports.

Vehicles not in the CSV are automatically marked as retired

When you upload a CSV:

• Any vehicle in the system whose No. or License Plate is not present in the uploaded CSV is automatically marked In Service = false.
• This keeps the fleet in sync with the CSV as the single source of truth.
• Retired vehicles are not deleted. Their history remains accessible, and existing reports referencing them continue to work.

If you want to keep a vehicle active, make sure it is included in every CSV upload.

Fields that must be set manually

Some fields are intentionally not part of the CSV upload and must be maintained manually through the vehicle detail view:

• Loss-of-use Daily Rate: daily rate for loss-of-use compensation.
• Comprehensive Deductible: comprehensive insurance deductible.
• Partial Comprehensive Deductible: partial comprehensive insurance deductible.

After a CSV upload, review newly created vehicles and fill in these values so claim processing has the correct figures.