Importing vehicle data allows for the bulk creation of vehicles, which can belong to either your own company or a subcontractor. This is a critical step in preparing the Qargo system for assigning transport jobs and managing your fleet. This article outlines the specific requirements, best practices, and common issues related to importing vehicle data.
📖 Glossary of Key Terms
For clarity throughout this guide, the following terms are defined.
Vehicle: A truck, tractor, trailer, van, or any other type of vehicle used for transport.
License Plate: The unique identifier for a vehicle. This is also known as a number plate.
Subcontractor: A company that provides transport services to your organisation.
Code: A unique identifier for a vehicle from an external system, which can be used to ensure accurate data updates.
✅ Critical Import Requirements for Vehicles
Prior to importing vehicle data, the following requirements and warnings must be considered to ensure data integrity.
Subcontractor Prerequisite: Before a vehicle belonging to a subcontractor can be imported, the subcontractor's company record must already exist in the Qargo system. The import will fail if the specified subcontractor cannot be found.
Unique Identification: Qargo identifies existing vehicles by their unique License Plate.
Mandatory Fields: The Name and Vehicle Type (e.g., Tractor, Van, Rigid) are mandatory fields. An import will fail if these are left blank.
🛠️ Step-by-Step Data Import Process
Step 1: Download Template
A specific Excel template is available to upload Vehicle data:
📚 Always use a blank template downloaded directly from the Qargo platform or provided by the Qargo team. Re-using an old template may lead to import errors.
Step 2: Fill in the Excel Template
Open the template and populate it with the required data. The template contains column headers that correspond to the fields in Qargo.
Required Fields: Make sure to fill out all the required fields (a comprehensive list of required fields can be found in the next section of this article). An import will fail if these fields are left blank.
Formatting: Close attention should be paid to the specified data format (e.g., dates, numbers, text).
Step 3: Submit for Upload
During Onboarding: Work directly with your onboarding manager to upload your initial business data. They will guide you through the process and ensure a successful import.
After Onboarding: For all future data updates and imports, contact your account manager. They will assist you with the upload process and provide ongoing support.
📝 Details of the Vehicle Import Template
The following table provides a detailed, field-by-field explanation of the Excel template for vehicle import, including data formats, required fields, and best practices for populating each column.
Column name | Required/optional | Remarks | Example |
vehicle_type | Required | TRACTOR/VAN/RIGID/TRAILER | TRAILER |
name | Required | Vehicle name displayed in Qargo | 12BLT2 or VAN2 |
code | Optional |
|
|
note | Optional |
|
|
manufacturer | Optional |
| Exagon |
model | Optional |
| B12 |
vin_number | Optional |
|
|
license_plate | Optional |
| 12BLT2 |
axle_configuration | Optional | Ie. 4 x 2 = 4 is the trailer wheels and 2 is the driven wheels (tractor/power unit). The axle configuration must be entered correctly for accurate toll calculation in some countries, such as France. | 4 x 2 |
roof type | Optional | CLOSED, OPEN, or FLATBED | CLOSED |
fuel_type | Optional | DIESEL, BIOFUELS, LPG, ELECTRIC, HYBRID_ELECTRIC | DIESEL |
emission_class | Optional |
| EURO_3 |
subcontractor_company | Optional |
|
|
co3_object_id | Optional |
|
|
co3_active | Optional |
| TRUE or FALSE |
verizon_connect_object_id | Optional |
|
|
verizon_connect_active | Optional |
| TRUE or FALSE |
transics_object_id | Optional |
|
|
transics_active | Optional |
| TRUE or FALSE |
trimble_object_id | Optional |
|
|
trimble_active | Optional |
| TRUE or FALSE |
webfleet_object_id | Optional |
|
|
webfleet_active | Optional |
| TRUE or FALSE |
samsara_object_id | Optional |
|
|
samsara_active | Optional |
| TRUE or FALSE |
generic_object_id | Optional |
|
|
generic_active | Optional |
| TRUE or FALSE |
generic_integration_code | Optional |
|
|
archived | Optional |
| TRUE or null |
tare_weight | Optional | Kilograms | 1.0 |
gross_weight | Optional | Tonne | 1 |
capacity_weight | Optional |
| 1 |
capacity_volume | Optional | CBM | 1.000 |
capacity_ldm | Optional |
| 1 |
capacity_pallet_spaces | Optional |
| 1 |
capacity_length | Optional | Meters | 1.000 |
capacity_width | Optional | Meters | 1.000 |
capacity_height | Optional | Meters | 1.000 |
exterior_height | Optional | Meters | 1.000 |
exterior_width | Optional | Meters | 1.000 |
exterior_length | Optional | Meters | 1.000 |
validity_start_timestamp | Optional | YY/MM/DD | 2020/01/20 |
validity_end_timestamp | Optional | YY/MM/DD | 2026/01/20 |
validity_description | Optional |
|
|
custom_fields__example | Optional | To import custom field values. Remark: 2 underscores are used in the column name. |
|
🔎 Troubleshooting Common Vehicle Import Errors
This section addresses specific errors that may arise during the import of vehicle data.
Subcontractor Record Not Found: This is the most common error for subcontractor vehicles. It occurs when the Subcontractor Name in the template does not exactly match an existing company in Qargo. The subcontractor must exist in the system before its vehicles can be imported.
Missing Mandatory Fields: The import will fail for any row where the Vehicle Name or Type is left blank.
Sheet name: The sheet name in the Excel template file must be named exactly 'Import'. Any other name will cause an error when uploading the file.
Invalid Vehicle Type: Ensure that the vehicle type entered (e.g., 'TRAILER') is a valid option within the Qargo platform.
Custom Fields: The column name must follow the convention custom_field__[ID], with the specific ID retrieved from the Qargo organisation settings. Click the copy button next to the custom field to copy its ID:
✨ Best Practices for Importing Vehicles
To ensure a smooth and accurate import, consider the following best practices.
Ensure Subcontractor Data is Complete: Before attempting to import subcontractor vehicles, verify that all associated subcontractors have already been successfully imported into the system as companies.
Maintain Data Consistency: Pay close attention to the Subcontractor Company and License Plate fields. Any spelling mistakes or different capitalisation will cause the link to fail.
Utilise the Code field: Although optional, using the Code field is highly recommended. It provides a reliable way to update vehicle records and prevents conflicts.
➡️ What to Do Next
Once vehicles have been successfully imported, they can be linked to drivers in combinations and used in orders. The next logical steps include:
Importing Drivers: If required, internal or subcontractor drivers can now be imported.
Configuring Combinations: Vehicles can be linked to drivers in bulk by creating combinations.
📈 Use Cases for Vehicle Import
Importing vehicle data is an invaluable tool for several key business processes.
Initial Fleet Setup: The primary use case is to populate a Qargo tenant with an entire fleet of vehicles, including both owned vehicles and those from regular subcontractors.
Onboarding a New Fleet: When a new business unit or fleet is acquired, its vehicle details can be added in bulk to the Qargo system.