Printable operating procedure
Work through the checklist
We bring the relevant records together so your team can check the facts before moving on.
Check your data before the first booking
Keep a dated original Who: Data lead. Pass when: Clients, drivers and vehicles have separate files; the original exports are saved unchanged.
Check import access Who: Owner or administrator. Pass when: The correct workspace is open and Import CSV is available on each list.
Prepare five sample rows Who: Data lead. Pass when: Each sample is UTF-8 CSV with headers and names containing accents and punctuation.
Check identifiers against existing records Who: Data lead. Pass when: Repeated emails, client tax IDs and vehicle plates have been reviewed; subcontractors named in the file already exist.
Match columns and read the preview Who: Administrator. Pass when: Names, phones, addresses and vehicle fields map correctly; characters and columns display intact. In Import CSV on Clients, Drivers or Fleet, we show sample rows beside the column mapping.
Import the samples and open the records Who: Administrator and dispatcher. Pass when: Saved contact details, licence dates, vehicle types and seats match the source; existing values remain correct.
Import the remaining rows and reconcile Who: Administrator. Pass when: The import has finished; added, matched, updated and rejected rows are accounted for, and errors are resolved.
Approve the lists for daily use Who: Operations lead. Pass when: Sample records from each completed list are approved; driver email addresses are checked before invitations. On Drivers, send app invitations separately after checking the imported records.
A sample import saves real records. Configured client and driver webhooks can run.