Import fleet vehicles and consumption
Import your vehicle fleet data using XLSX files. The import process has two phases:
- Fleet Import - Vehicle master data (brand, model, year, fuel type, etc.) Project → Data → Import/Export → Import fleet XLSX template:
fleet_v14.37 KB 2. Consumption Import - Usage data (distance traveled, fuel consumed) Project → Data → Import/Export → Import fleet consumption XLSX template:
fleet_consumption_import_template_v15.35 KB
Phase 1: Fleet Master Data Import
Section titled “Phase 1: Fleet Master Data Import”Import your vehicles with their specifications. The system can automatically match vehicles to the EEA (European Environment Agency) database for standardized emission factors.
Column Reference
Section titled “Column Reference”| Column | Required | For Emissions | Type | Description |
|---|---|---|---|---|
| Vehicle name | Yes | Yes | Text | Unique identifier for the vehicle |
| Brand | Yes | Yes | Text | Manufacturer name (e.g., “Toyota”, “Ford”) |
| Model | Yes | Yes | Text | Vehicle model (e.g., “Corolla”, “Focus”) |
| Year | Yes | Yes | Integer | Manufacturing year (1900 to current+2) |
| Quantity | Yes | Yes | Integer | Number of vehicles (default: 1) |
| Ownership Type | Yes | No | Text | “owned” or “leased” (default: “owned”) |
| External ID | No | No | Text | Your internal ID for updates/re-imports |
| Vehicle Class | No | No | Text | car, van, truck, bus |
| Include in Emissions | No | Yes | Boolean | Track this vehicle in emissions? (default: false) |
| Fuel type | No* | Yes | Text | petrol, diesel, electric, hybrid, etc. |
| CO2 (g/km) | No* | Yes | Decimal | Custom emission factor |
| Fuel consumption (l/100km) | No* | Yes | Decimal | Custom fuel consumption rate |
| Electric energy consumption (Wh/km) | No* | Yes | Decimal | For electric/hybrid vehicles |
| Engine power (kW) | No | No | Decimal | Helps with EEA matching |
| Engine capacity (cm3) | No | No | Decimal | Helps with EEA matching |
| Country | No | No | Text | Country code or name |
| Notes | No | No | Text | Additional notes |
Required = Yes: Must be provided for every vehicle For Emissions = Yes: Needed to calculate emissions
Note*: If vehicle is NOT matched to EEA database, you must provide Fuel type AND at least one of: CO2, Fuel consumption, or Electric consumption.
Value Normalization
Section titled “Value Normalization”The system automatically normalizes values:
Ownership Type:
| Input | Stored As |
|---|---|
| owned, own | owned |
| leased, lease, rented, rent | leased |
Vehicle Class:
| Input | Stored As |
|---|---|
| car, automobile, passenger | car |
| van, light commercial | van |
| truck, lorry, hgv | truck |
| bus, coach | bus |
Fuel Type:
| Input | Stored As |
|---|---|
| petrol, gasoline, gas | petrol |
| diesel | diesel |
| electric, ev, bev | electric |
| hybrid, petrol/electric, hev, phev, plug-in hybrid | petrol/electric |
| hydrogen, h2 | hydrogen |
| cng | cng |
| lpg | lpg |
Boolean Fields (Include in Emissions):
- True: yes, y, true, 1, x
- False: no, n, false, 0, (empty)
EEA Vehicle Matching
Section titled “EEA Vehicle Matching”When Brand, Model, Year, and Fuel type are all provided, the system attempts to match your vehicle to the EEA CO2 emissions database. This provides standardized, verified emission factors.
Matching uses: Brand, Model, Year, Fuel type, Engine power, Engine capacity
External ID for Updates
Section titled “External ID for Updates”Use External ID to enable re-importing:
- With External ID: System finds and updates existing vehicle
- Without External ID: Always creates a new vehicle
Phase 2: Consumption Data Import
Section titled “Phase 2: Consumption Data Import”After importing vehicles, import their usage data to calculate emissions.
Column Reference
Section titled “Column Reference”| Column | Required | For Emissions | Type | Description |
|---|---|---|---|---|
| Fleet External ID | Yes | Yes | Text | Must match a vehicle’s External ID |
| Start Date | Yes | Yes | Date | Period start |
| End Date | Yes | Yes | Date | Period end |
| Distance (km) | No* | Yes | Decimal | Distance traveled in kilometers |
| Fuel Amount | No* | Yes | Decimal | Fuel consumed |
| Fuel Unit | No | Yes | Text | l (liters), gal (gallons), kg (default: l) |
| Notes | No | No | Text | Additional notes |
Note*: At least one of Distance OR Fuel Amount must be provided.
Supported Date Formats
Section titled “Supported Date Formats”- ISO:
2025-01-15 - German:
15.01.2025 - US:
01/15/2025 - Excel numeric dates
Supported Number Formats
Section titled “Supported Number Formats”- Standard:
1500.50 - European:
1.500,50(converted to 1500.50)
Emission Calculations
Section titled “Emission Calculations”Emissions are calculated automatically when consumption data is saved.
Unit Conversions:
| From | To Liters |
|---|---|
| liters (l) | × 1 |
| gallons (gal) | × 3.78541 |
| kilograms (kg) | ÷ 0.75 |
Emission Scope
Section titled “Emission Scope”Fleet emissions are categorized as Scope 1 (Category 1.2 - Mobile Combustion) for owned vehicles.
Import Tips
Section titled “Import Tips”- Start with vehicles: Import fleet master data first
- Set External IDs: Enables linking consumption data and future updates
- Enable emissions tracking: Set “Include in Emissions” to Yes for vehicles you want to track
- Provide emission data: Either match to EEA or provide custom CO2/fuel consumption values
- Import consumption regularly: Add new consumption records for each period