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1. To bulk upload multiple vehicles onto the fleet inventory, on the Coastr web app from the left navigation bar click on Fleet and then select Fleet Inventory on the Car and Van Rental Software.
2. Here click on the ‘Create Multiple’ button.
3. A popup will open allowing you to download the necessary CSV template files. The following two files should be downloaded:-
- Vehicles
- Frog Diagram
The Frog Diagram file has to be just used as reference whereas the Vehicles file has to be filled in with details, in order to be later uploaded back into the web app.
4. If your fleet is based in the UK, in the Vehicles CSV file you will only need to fill in the Vehicle Registration numbers and its associated frog diagrams. It is mandatory to fill in the frog diagram column within the Vehicle CSV file at this stage so that the correct vehicle diagram is shown and damages can be marked during the vehicle check-in/check-out process of a booking. Note that the frog diagram names have to be copied exactly as how it is mentioned in the Frog Diagram CSV. For example: Frog diagram for a luton van as mentioned in the CSV has to be exactly written as ‘LUTON_VAN’ and should not be ‘luton van’, ‘Luton Van’ or any other. As shown in the screenshot example below, only the Vehicle Registration numbers and its associated frog diagrams need to be filled in.
5. If your fleet is based outside of the UK, in the Vehicles CSV file you will be required to fill in all columns of vehicle details and also add associated frog diagram names. It is mandatory to fill in the frog diagram column within the Vehicle CSV file at this stage so that the correct vehicle diagram is shown and damages can be marked during the vehicle check-in/check-out process of a booking. Note that the frog diagram names have to be copied exactly as how it is mentioned in the Frog Diagram CSV. For example: Frog diagram for a luton van as mentioned in the CSV has to be exactly written as ‘LUTON_VAN’ and should not be ‘luton van’, ‘Luton Van’ or any other. As shown in the screenshot example below, all columns need to be filled in unless explicitly marked ‘optional’.
6. Once you have updated all the columns in the CSV templates as mentioned above, you need to upload these by going back from the left navigation bar to ‘Fleet’ then ‘Fleet Inventory’ and click on the ‘Create Multiple’ button. On the popup window, click on the ‘Browse’ button, select the updated CSV file with vehicle records and then click the ‘Upload’ button.
7. If all the above steps have been precisely followed, then the Fleet Inventory should now be successfully updated. If you do not immediately see the updated vehicle Fleet Inventory, refresh the web page.
8. For each vehicle record, if you click on a particular row from the Fleet Inventory table, you can add additional details for your vehicle such as:-
- Mark in the checkbox if this is a Premium Vehicle
- Any Miscellaneous Features to be added in the comment box.
- Uploading images of the vehicle is recommended but optional
- Additional text field provided to add any notes, if required
9. Select the next tabs at the top and make sure to check and add details as required in each of the tabs.
If you've any questions or issues, please email support@coastr.com. We're happy to help!
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