PoolCar - Bulk Load Vehicles/Assets

Bulk Load Vehicles/Assets

The Bulk load Vehicles/Assets tool (found in the SysAdmin Menu) can be used to:

Open

1. Add new vehicles in bulk

2. Edit vehicles in bulk

Importing Vehicle Data (New and Edits)

1. Download the vehicle template:

2. Fill in the spreadsheet (delete the sample data in row 2)

   Open

   

   1. Ensure the data formats, i.e. date format, is the same as the sample data in Row 2

   2. Do not delete any columns, leave blank if unapplicable

   3. The Pool column is ignored for vehicles that are already assigned to a Pool. Manage the Pool Assignment via the Asset Register

3. Save (ensure format stays as .csv)

4. Go to SysAdmin > Main Menu > Bulk load Vehicles/Assets

5. Load up the spreadsheet file you have just saved

6. “Delete ALL existing fleet records before import?”

   1. If you only have test vehicle data in PoolCar ✅ CHECK IT

   2. If you are adding additional vehicles, leave this UNCHECKED ❌

   3. If you are only editing information of existing vehicles, leave UNCHECKED ❌

Troubleshooting

Invalid Date Format

PoolCar only accepts data formats as dd/mm/yyyy

Importer Spreadsheet

Required Fields

Recommended Fields

Optional Fields

Registration/Licence Plate (Required)

Colour (Recommended)

Home Campus (Optional)

Cost Centre Code (Required)

Last Service Date (Recommended)

Secondary Custodian Name (Optional)

Make (Required)

Last Service OD Reading (Recommended)

Secondary Custodian Number (Optional)

Model (Required)

NextServiceDate (Recommended)

Secondary Custodian Email Address (Optional)

Body Type (Required)

NextServiceOD (Recommended)

Admin3 Email Address (Optional)

Custodian Name (Required)

Current OD Reading (Recommended)

Admin3 Name (Optional)

Custodian Phone (Required)

Date of Current Reading (Recommended)

Admin3 Phone (Optional)

Custodian Email (Required)

Cannot Be Booked After Date (Recommended)

Admin4 Email Address (Optional)

Exclusivity (General Pool?) Y/N (Required)

Fuel Type (Recommended)

Admin4 Phone (Optional)

Year of Manufacture (Required)

Owned or Leased (Recommended)

Admin4 Name (Optional)

Automatic transmission? (Required) - Yes or No

Seats (Recommended)

Etag/Toll ID (Optional)

Licence Type (Required)

CO2 Per 100Km (Recommended)

FBT Value (Optional)

Pool Name (Required)

Vehicle Is Hidden (eg RLV) (Recommended)

Vehicle "Name" (Optional)

Asset Type (Required, default is Vehicle - this allows for multiple bookings across difference asset types)

Cannot Be Booked Before Date (Recommended)

Lease Commencement Date (Optional)

Display Sequence  (Recommended)

Lease Term Months (Optional)

Probationary Drivers Can Operate? (Recommended)

Lease Term KMs (Optional)

CanShareRide (Y/N Recommended)

Lease Company (Optional)

Fuel card included (Y/N Optional)

Roadside Assist? (Optional)

Comments (Optional)

Lease Buffer KMs (Optional)

Servicing Schedule (Kms) (Optional)

Servicing Schedule (Months) (Optional)

Cylinders (Optional)

Tow Bar? (Optional)

Asset # (Optional)

Parking Location (Optional)

NoChildRestraintAnchors (Optional)

Cargo Barrier? (Optional)

Towing Capacity (Kgs) (Optional)

Finance Type (Optional)

Current Lease Cost Per Month (Optional)

Keyword Tags (Optional)

ExcludeFromReports (Y/N Optional)

VIN/Chassis No (Optional)

PurchaseDate (Optional)

PurchasedFromVendor (Optional)

PurchasePrice (Optional)

Delivery Date (Optional)

DateDisposed (Optional)

ExcludeFromServicingReminders (Y/N Optional)

Next Certification Date (WoF or RWC) (Optional)

Certification Interval (Months) (Optional)

Rego Last Renewed Date (Optional)

Project / Fund Code (Optional)

Registration Expiry Date (Optional)

Key # (Optional)

RUC Expires At Odo (Optional)

Instructions to User (Optional)