Vehicle Import

Onboard fleet rosters and house accounts in a single upload, with optional memberships, normalized plates, and full audit trail.

A single Vehicles upload can create vehicles, group them under existing or new customers, optionally attach a membership and a vehicle subscription, and flag the resulting customer accounts as fleet or house accounts.

When Not to Use This Importer

Pick a different tool if any of these match your situation.

Situation	Use this instead
Daily membership feed so existing members are recognized at the gate	Interim Imports
Migrating credit card tokens from a previous processor	Member Token Migration
Adding a single vehicle to a customer	The Pay Tablet vehicle workflow or the customer profile in the admin app

Where to Find It

Open Admin -> Import -> Vehicles in the left navigation. You need at least the Admin role.

Customer Grouping

This is the rule that catches operators off guard most often.

Rows that share the same customerName (case-insensitive) are grouped to the same customer. FlexWash decides who that customer is per group:

Existing customers with this name in the org	Result
Zero	A new customer is created. All rows in the group attach to it.
Exactly one	All rows attach to that existing customer.
Two or more	Every row in the group is rejected as an error. Resolve the duplicate manually before re-running.

If the rejection happens, the validator returns a per-row error (“Multiple customers named X exist in this organization”). Either merge the duplicate customers in FlexWash first, or split the group into distinct names.

License Plate Normalization

Plates are normalized before write and before duplicate checks, in this order:

1. Trim leading and trailing whitespace.
2. Uppercase all letters.
3. Replace letter O with digit 0. ABO123 becomes AB0123 - verify your fleet records do not rely on a literal O.
4. Remove all remaining whitespace.

Within a single file, only the first occurrence of a normalized plate is imported. The rest are skipped, not errored, and the count appears in the confirm dialog under “Duplicate license plates in file.”

A plate that already exists in your database is matched to its vehicle, so you can re-import the same roster as often as you need. If the matched vehicle belongs to the same customer named in the row, FlexWash updates it in place and the latest upload wins for fields like make, model, year, VIN, and RFID tag. If it belongs to a different customer, the importer flags a conflict and asks you to skip the row or transfer the vehicle.

Reset Fleet Vehicles

Turn on Reset fleet vehicles for these accounts to make the file the source of truth for each fleet account it names. FlexWash deletes any vehicle on those accounts that the file does not list, including vehicles with an active subscription. Customers that are not fleet accounts, and customers not named in the file, are never changed.

Deleted vehicles cannot be restored. Review the confirm dialog before you import.

The confirm dialog shows how many vehicles will be deleted and how many have an active subscription. Click Show accounts to see the breakdown per account, sorted by vehicles to delete, highest first.

Example

Fleet account Acme Logistics has 4 vehicles. Your file lists 2 of them.

Vehicle	In your file	After import
ABC-123	Yes	Kept
XYZ-789	Yes	Kept
DEF-456	No	Deleted (had an active subscription)
GHI-012	No	Deleted

Failed Rows

FlexWash imports each customer’s rows together. If any row for a customer fails, none of that customer’s rows are imported, and the import continues with the rest of the file. All rows for the same customer share one Failure Reason in the failed-rows file.

To download, fix, and re-upload failed rows, see Failed Rows.

Verify the Import

The customer-grouping and plate-normalization rules produce most real-world surprises, so run an end-to-end test before committing to a full file:

1. Upload a 5 to 10 row test CSV.
2. Open Customers in the admin app and locate one of the imported customers.
3. On the customer’s profile, confirm the vehicle, normalized license plate, and (if set) the attached membership and subscription match the CSV row.

Tips

• Verify customerName casing and spacing in your source data before upload. Two rows that look identical to a human but differ by a trailing space create two separate customers.
• Open the CSV in a plain-text editor before uploading to confirm Excel has not stripped leading zeros from RFID tags or rewritten long numeric codes in scientific notation.
• For mixed batches (some rows with subscriptions, some without), leave subscriptionStatus and planName blank on the vehicles-only rows. The same file can carry both shapes.
• The Fleet and House toggles are global to the import. If you need some customers flagged and others not, run two imports.