Import Vehicle

Overview

The Vehicle/Equipment Import allows you to add multiple vehicles to your FleetMentor account at once using a CSV file. Rather than entering each vehicle manually, you complete a provided template and submit it for processing. The process has 3 steps:

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Download the Import Template from the Import Vehicles drawer opened in one of these ways:

Import Vehicle Records Quick Link:

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Import Vehicle Records in the Vehicles Navigational Header:

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Import button in Roster View:

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Fill in your Vehicle data in the template referencing these requirements: Field Reference Guide.
Upload back into the Import Vehicles drawer.

Important: Download the official template from FleetMentor each time before starting. Do not create your own file or reuse an old template — column order and headers must match exactly.

Preparing Your CSV File

File Requirements

File must be saved in CSV (.csv) format. Do not upload Excel (.xlsx) files.
1 Vehicle per row.
Do not add, remove, or reorder columns.
Column headers must remain exactly as they appear in the template — do not rename them.
The file must contain at least 1 data row (not counting the header row).

Required Fields

The following 6 fields must have a value in every row. If any required field is blank, that row will not import.

Vehicle Number – Column A
Year – Column B
Make – Column C
Model – Column D
Company – Column E
Location – Column F

Formatting Rules

Dates – Use MM/DD/YYYY format (e.g., 03/15/1985). Dates must fall within 100 years of today in either direction. A date too far in the past or too far in the future will cause the row to fail. Date of Birth must be a past date.
Yes/No Fields – Accept only Yes or No. Do not use Y, N, 1, 0, or any other variation.
License Number – Must be between 5 and 30 characters. Values fewer than 5 characters will fail.
State/Province fields – Use standard 2-letter abbreviations only (e.g., WI, TX, ON).
Text fields – Do not exceed the maximum character length for each column. See the Field Reference Guide below.
Leave optional fields blank rather than entering placeholder values such as N/A or TBD.

sTEP-BY-STEP IMPORT INSTRUCTIONS

Navigate to the Import Vehicle drawer.
Click Download Template and open the file in Excel or another spreadsheet application.
Enter your Vehicle data — 1 Vehicle per row — following the Formatting Rules below.
Save the file in CSV (.csv) format.
Return to Import Vehicle drawer.
Select Browse Files, locate the CSV file, and select Open or drag and drop file in the drawer.
Select Import after the document has been uploaded.
As you continue your work in FleetMentor, once the import process has finished, you will receive one the following prompts:

If Successful – Your Vehicles will be viewable in the Vehicles area.

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If Error – Download the error report by selecting ‘here’. Errors will be noted in Column A of the error file.

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Note: If your import file errors, correct any errors in the original file OR make the changes in the error file before you delete the Error column (Column A), re-save the document, and repeat steps 5-7.

Field Reference Guide

The table below describes all 38 columns in the Vehicle Import Template. Do not change the column order in your file.

Required fields are highlighted in red in the Required column.

Column	Field Name	Required?	Format/Accepted Values	Notes
A	Vehicle Number	Yes	Alphanumeric, max 20 characters.	Used to capture your company assigned Unit Number or Vehicle Number.
B	Year	Yes	4 digits.	Year must be greater than 1900.
C	Make	Yes	Text, max 20 characters.	Enter the brand or manufacturer that produced the Vehicle or Unit.
D	Model	Yes	Text, max 20 characters.	Enter the specific type of Vehicle within a brand’s particular Vehicle line.
E	Company	Yes	Text, max 50 characters.	Enter a new legal Company Name to create a Company. To match an existing Company, the name must be an exact match.
F	Location	Yes	Text, max 60 characters.	Enter a new Location Name to create a Location. To match an existing Location, the name must be an exact match.
G	VIN	No	Alphanumeric, max 17 characters.
H	Color	No	Text, max 20 characters.
I	Plate #	No	Alphanumeric, max 10 characters.
J	Title #	No	Alphanumeric, max 20 characters.
K	Registration #	No	Alphanumeric, max 20 characters.
L	Expiration Date	No	Date: MM/DD/YYYY.	Registration expiration date. Must be a valid date or blank.
M	Tire Size	No	Text, max 20 characters.
N	State/Province	No	State abbreviation or full state name accepted.
O	Service Status	No	In Service, Out of Service, or Removed from Service.	In Service: Actively in use. Out of Service: Temporarily unavailable. Removed from Service: Permanently retired.
P	Annual Inspection Due	No	Date: MM/DD/YYYY.
Q	Semi-Annual Inspection Due	No	Date: MM/DD/YYYY.
R	Quarterly Inspection Due	No	Date: MM/DD/YYYY.
S	Monthly Inspection Due	No	Date: MM/DD/YYYY.
T	Gross Vehicle Weight	No	Numeric, 8 digits.	The Vehicle’s actual weight, including its current load; whole numbers only.
U	Gross Vehicle Weight Rating	No	Numeric, 8 digits.	The manufacturer‑defined maximum safe operating weight; whole numbers only.
V	Gross Combined Weight Rating	No	Numeric, 8 digits.	Maximum combined weight of the Vehicle and Trailer; whole numbers only.
W	Unladen Weight	No	Numeric, 8 digits.	Vehicle weight with no passengers or cargo; whole numbers only.
X	Engine Type	No	Text, max 30 characters.
Y	Transmission	No	Text, max 20 characters.
Z	Suspension	No	Text, max 20 characters.
AA	No. Axles	No	1 digit.	Must be a whole number from 1 through 9. Any other value causes an error.
AB	Configuration	No	Accepted values: 1 or 2 only. Any other value causes an error.	1 = Conventional. 2 = Cabover.
AC	Wheelbase	No	Must be a whole number from 0 to 999.	Non-numeric or larger values cause an error.
AD	Size/Dimension Description	No	Text, max 30 characters.
AE	Equipment Type	No	Text, max 30 characters.	Number 1–20 or text description.
AF	Leased?	No	Yes or No.	Indicates if a Vehicle is leased.
AG	Lessor Name	No	Text, max 30 characters.	Name of the Leasing Company. If this field is populated, the Vehicle will automatically be marked as Leased.
AH	Other Data 1	No	Text, max 30 characters.
AI	Other Data 2	No	Text, max 30 characters.
AJ	Other Data 3	No	Text, max 30 characters.
AK	Other Data 4	No	Text, max 30 characters.
AL	Other Data 5	No	Text, max 30 characters.