Migrate your data from another chauffeur system

Goal

Copy your history from the chauffeur software you use now into 4fleet, check what will be created, and then commit it.

Prerequisites

• You are the company Owner. Only the Owner can run an import; other roles see "Owner access required".
• Your current system is one the wizard lists under Where are you migrating from?, and you can export files from it.
• The wizard names the files each system needs: one reservations or booking list export is required, and files such as contacts, invoices, drivers, vehicles, pricing and an upcoming bookings calendar feed are optional where your system offers them.
• You have time to review the dry run. The commit writes to your live account.

Steps

1. Open Settings > Security & data > Import & migrate.
2. Under Where are you migrating from?, choose your current system.
3. Export your files from the old system by following the steps the wizard shows under that system. If the wizard asks you to clear a date filter before exporting, do it first, or upcoming reservations are missing from the file.
4. Select Next to reach the upload step, select each file, and select Upload files. Where the wizard shows them, check Date format in your files and Timezone of dates and times.
5. Select Next to reach Map columns. 4fleet detects the columns itself. Change a field only if the detection looks wrong, then select Next.
6. In Dry-run preview, select Run dry-run. Read the counts, the warnings and the row issues. Nothing is written yet.
7. Select Next, then Commit import.
8. When Import complete appears, select Download report and keep it.

Expected result

The records from your files appear in 4fleet: bookings and clients, plus any optional files your system provided. The report lists how many records were created, which were duplicates, and which rows were invalid.

Troubleshooting

• If you see "Owner access required", ask the company Owner to run the import.
• If Next is not available, the wizard tells you what is missing, for example "Upload your files to continue" or "Generate a preview to continue".
• If you see "Run the dry-run preview in step 4 before committing", go back and run the dry run first.
• If upcoming reservations are missing, export again with the date filter cleared, as the wizard describes for your system. Some systems refresh their export on a schedule, so reservations from the last few hours may be missing.
• If dates look wrong in the preview, go back to the upload step and change Date format in your files or Timezone of dates and times, then run the dry run again.
• If you committed by mistake, select Roll back this import. It removes every record the import created, including edits made to them afterwards. It cannot be undone.
• If you added partners, drivers or vehicles after the import, use Re-link imported bookings to attach them to the imported bookings. It only fills blanks.