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 Bulk Edits)

1. Download the vehicle template:

2. If editing existing vehicles, export your vehicles from the Asset Register

   1. If only editing select vehicles, you can use the Pool filter to narrow down your export

3. Fill in the spreadsheet with either new data, or what you had exported from the Vehicle Register

4. Delete the sample data in row 2

   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

5. Save (ensure format stays as .csv)

Open

5. Go to SysAdmin > Main Menu > Bulk Load Vehicles

6. Load up the spreadsheet file you have just saved

7. “Delete ALL existing fleet records before import?”
   - ✅ CHECK If you only have test vehicle data
   - ❌ UNCHECK If you are adding additional vehicles
   - ❌ UNCHECK If you are only editing existing vehicles

Troubleshooting

Invalid Date Format

PoolCar only accepts data formats as dd/mm/yyyy

Importer Spreadsheet

Required Fields

Recommended Fields

• Registration/Licence Plate

• Pool Name

• General Pool?

• Cost Centre Code

• Make

• Model

• Body Type

• Automatic transmission?

• Year of Manufacture

• Licence Type

• Asset Type (default is Vehicle)

• Primary Contact Name

• Primary Contact Phone

• Primary Contact Email

• Colour

• Last Service Date

• Last Service OD Reading

• Current OD Reading

• Date of Current Reading

• Fuel Type

• Seats

• CO2 Per 100Km

• Owned or Leased

• Display Sequence

• Vehicle Is Hidden

• Probationary Drivers Can Operate?

• Cannot Be Booked Before Date

• Cannot Be Booked After Date

• Next Service OD

• Next Service Date

• Can Share Ride

Optional Fields

• Home Campus

• Etag/Toll ID

• Registration Expiry Date

• Servicing Schedule (Kms)

• Servicing Schedule (Months)

• Vehicle "Name"

• Cylinders

• Tow Bar?

• Roadside Assist?

• Lease Commencement Date

• Lease Term Months

• Lease Term KMs

• Lease Buffer KMs

• Lease Company

• FBT Value

• Current Lease Cost Per Month

• Finance Type

• Comments

• Key #

• Asset #

• Towing Capacity (Kgs)

• Keyword Tags

• Parking Location

• Cargo Barrier?

• VIN/Chassis

• NoProject / Fund Code

• Delivery Date

• Next Certification Date (WoF/RWC)

• Certification Interval (Months)

• RUC Expires At Odo

• Rego Last Renewed Date

• Instructions to User

• No. of Child Restraint Anchors

• Fuel Card?

• Exclude from Reports

• Exclude from Servicing

• Reminders

• Purchase Date

• Date

• Disposed

• Purchased from which Vendor

• Purchase Price

• Secondary Contact Name

• Secondary Contact Number

• Secondary Contact Email Address

• Admin3 Name

• Admin3 Phone

• Admin3 Email Address

• Admin4 Name

• Admin4 Phone

• Admin4 Email Address

• Telematics Notify Driver ID