Bulk Edit Multiple Vehicles Using CSV Files

Managing a large fleet means keeping track of many vehicle records. Updating vehicles one at a time can be tedious when you need to change multiple vehicles at once. Track My Ride offers a bulk editing feature that lets you download all your vehicle information into a CSV file, make changes using Excel or similar spreadsheet software, then upload the modified file to update all your vehicles in one go. This is particularly useful for fleet managers who need to update odometer readings, registration numbers, or other details across multiple vehicles.

What is Bulk Vehicle Editing?

The bulk vehicle editor allows you to modify the details of your vehicles in an external spreadsheet rather than editing them individually through the Track My Ride interface. The system exports your current vehicle data into a CSV (Comma-Separated Values) file format, which you can open in spreadsheet applications like Microsoft Excel, Google Sheets, or similar programs. After making your changes in the spreadsheet, you upload the file back to Track My Ride, and the system applies your modifications to all the vehicles in your account.

How Bulk Editing Works

The bulk editing process follows a simple download-edit-upload workflow. You download a CSV file containing all your current vehicle information, edit the values you want to change in your spreadsheet program, save the file, then upload it back to Track My Ride. The system reads your changes and updates all the vehicles listed in your file, overwriting any current values they have with the new values from your spreadsheet.

Using the Bulk Edit Feature

Follow these steps to bulk edit your vehicle records using a CSV file.

Step 1: Sign In to Your Account

Step 2: Navigate to the Vehicles Page

Click on the vehicles section to access your fleet list.

Step 3: Click the Bulk Edit Button

At the top of the vehicles page, you'll see a green button labelled "Bulk Edit". Click this button to open the bulk vehicle editing window.

Step 4: Download Your Vehicle Data File

A popup window appears with the title "Bulk vehicle editing". This window explains that the bulk vehicle editor allows you to edit the details of your vehicles in an external spreadsheet, and that the values in your spreadsheet will be applied to your vehicles, overwriting any current values they have.

The first instruction in the window tells you to download your vehicle data file. Click the blue "Download vehicle data" button to save the CSV file to your computer. This file contains all your current vehicle information in spreadsheet format.

Step 5: Edit Your Vehicle Data in Excel

Open the downloaded CSV file using Excel, Google Sheets, or another spreadsheet application. The file contains columns for each vehicle attribute, with one row for each vehicle in your account.

Change only the values you wish to modify, leaving all other values unchanged. For example, if you want to update odometer readings across multiple vehicles, you would edit only the odometer column while leaving the name, registration, and other columns as they are.

Step 6: Save Your File as CSV Format

After making your changes, save your data as a CSV format with strings delimited by double quotes. This specific format ensures Track My Ride can properly read your modifications. The formatting requirement means that text values should be wrapped in double quotes, like "string values".

Step 7: Upload Your Modified File

Return to the bulk vehicle editing window in Track My Ride. At the bottom of the window, you'll see a section labelled "Vehicle data upload" with a "Browse..." button. Click this button to locate and select your edited CSV file from your computer.

Step 8: Submit Your Changes

After selecting your file, click the "Upload" button to send your modifications to Track My Ride.

Step 9: Confirm the Changes

The system will show you a summary of the changes you're about to make. Review this information carefully to ensure everything looks correct, then confirm to apply the changes to your vehicles.

Important Notes About Bulk Editing

The bulk vehicle editing window includes several important notes you should understand before editing your CSV file.

The unique_id Column Must Remain

The unique_id column identifies which vehicle is being edited and must remain in your CSV file. This column contains Track My Ride's internal reference numbers for each vehicle. Do not delete this column or modify the values in it. Without this column, the system cannot determine which vehicles to update.

You Can Delete Rows or Columns

If you don't want to edit a particular vehicle, you can delete that entire row from the CSV file. Similarly, if you don't want to edit a specific attribute across any vehicles, you can delete that entire column. For example, if you only want to update odometer readings, you could keep just the unique_id and odometer columns and delete all the other columns.

Odometer Values May Have Changed

The odometer readings in your downloaded file reflect the values at the time you downloaded the data. If vehicles have been driven since you downloaded the file, the actual odometer values in the system will have increased. If you don't want to edit odometer values, delete this column from your CSV file entirely to avoid overwriting the current readings with outdated data.

Timezone Offsets Are in Minutes

Timezone values are expressed in minutes as offsets from GMT. Australian timezones use values like 600 for GMT+10. Automatic daylight saving adjustment is available for Australian timezones only. This means the system can automatically adjust for daylight saving time changes if your vehicles operate in Australian states that observe daylight saving.

Understanding the CSV File Structure

The CSV file you download contains specific columns that correspond to different vehicle attributes. Here's what each column represents and how to use it.

unique_id

This column contains Track My Ride's internal reference to your vehicle. These values look like combinations of numbers and letters, such as "123tmr111111". This identifier is essential for the system to know which vehicle record to update. Never modify or delete this column.

name

This column shows the name displayed in the Track My Ride portal for each vehicle. You might see values like "TMR Delivery Van" or "TMR Landcruiser". Change these values if you want to rename vehicles in your system.

rego_num

This column contains each vehicle's registration number. Examples include "TMR001" or "TMR002". Update these values when registration plates change or if you need to correct registration information.

odometer

This column shows the odometer reading in kilometres for each vehicle. Values appear as numbers like "200000" or "167380.08". Edit these to update vehicle mileage, but remember that the values may be outdated if vehicles have been driven since you downloaded the file.

timezone

This column represents the timezone of the vehicle in minutes offset from GMT. For example, "600" represents GMT+10. Australian states use values like 600 (Queensland, New South Wales, Victoria, Tasmania, Australian Capital Territory) or 570 (South Australia, Northern Territory) or 480 (Western Australia).

daylight_saving

This column indicates whether the vehicle is in a state that uses daylight saving. The value "0" means No, while "1" means Yes. This only applies to Australian timezones. New South Wales, Victoria, Tasmania, South Australia, and the Australian Capital Territory use daylight saving and would have a value of "1", while Queensland, Western Australia, and the Northern Territory don't observe daylight saving and would have a value of "0".

company_id

This column contains your company's identification number for the vehicle. You might see values like "Van001" or similar custom identifiers you've assigned. This is an optional field used for organising vehicles by department, division, or any other internal categorisation system you use.

Frequently Asked Questions

Can I add new vehicles through bulk edit?

The bulk edit feature is designed for modifying existing vehicles. To add new vehicles, use the standard vehicle addition process through the "New" button on the vehicles page.

Can I edit mobile tracked vehicles through bulk edit?

Yes, bulk edit works for both hardware tracked vehicles and mobile tracked vehicles. All vehicles in your account appear in the downloaded CSV file.

How many vehicles can I edit at once?

You can edit as many vehicles as appear in your downloaded CSV file. There's no specified limit on the number of vehicles you can modify in a single bulk edit operation.

Will bulk editing affect my vehicle's historical data?

No, bulk editing only changes the current values for each vehicle. Historical journey data, reports, and alerts remain unchanged.

Can I undo a bulk edit if I make a mistake?

There's no automatic undo function. However, if you kept a backup of your original downloaded file, you could edit it to restore the previous values and upload it again to revert your changes.

Do I need special permissions to use bulk edit?

Permission requirements depend on your user role within Track My Ride. Typically, users who can edit vehicles individually can also use bulk edit. Contact your account administrator if you don't see the Bulk Edit button.

Will changes appear immediately after uploading?

Yes, once you confirm the upload, changes apply immediately to your vehicles. You'll see the updated information when you view your vehicles list.