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Can Fleetwatch import my Employee list?
Importing Employee data into Fleetwatch
Fleetwatch FMS · Employee Setup
Can Fleetwatch Import My Employee List?
Yes. Fill out our employee template spreadsheet and send it to Fleetwatch Support. A Fleetwatch technician will prepare the data and import it into your system for you.
How It Works
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1
Request the template
Ask Fleetwatch Support for the employee template spreadsheet.
You
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2
Fill it out and send it back
Add one row per employee and return the spreadsheet to Support.
You
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3
We import it
A technician cleans up the data and loads it into Fleetwatch.
Fleetwatch
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Filling Out the Template
Only two fields are required:
| Field | What it is | |
|---|---|---|
| Employee Number | Required | The number the employee will use to identify themselves at the RIH |
| CanFuel | Required | Whether the employee is allowed to fuel vehicles. Enter Yes or No (Y or N works too). |
| All other fields | Optional | Technically optional, but recommended. See below. |
Fill in as much as you can
The more information you include, the better your data accuracy and integrity. Names, division, department, job description, and card numbers make reports easier to read and transactions easier to trace back to the right person.
What’s in the Template
The template has these columns. Required columns are marked in red with an asterisk (*).
| Identification | Employee *FirstNameLastNameIDCard |
| Fueling access | CanFuel * |
| Organization | DivisionDeptJobDescription |
Tips for a Clean Import
| Keep leading zeros | If employee numbers start with zeros (like 00457), format the Employee Number column as Text in Excel before typing or pasting. Otherwise Excel drops the zeros. |
| One row per employee | Each employee number should appear only once. Check for duplicates before sending. |
| Keep the template layout | Don’t rename, reorder, or delete columns, and avoid merged cells. |
| CanFuel: just Yes or No | Plain Yes or No is fine. We’ll convert it to the format Fleetwatch uses during the import. |
What Happens After You Send It
A Fleetwatch technician:
1. Cleans up the data so it’s ready to import.
2. Uses the Fleetwatch Excel Import Utility to produce a formatted import file.
3. System Monitor and Messaging Manager ingest the file, adding the employees to your Fleetwatch system.
✔ After the import, open the Employees section in Data Tools and spot-check a few employees to confirm everything came through as expected.
Ready to import your employees? Contact Fleetwatch Support to request the template.