How do I add or remove vehicles in bulk?

You can add or remove a large number of vehicles in bulk by uploading a formatted CSV file for processing. Up to 1,000 vehicles can be added or removed at a time.

Vehicle changes can be immediate, or you can specify an addition or removal date.

Bulk vehicle uploads can take up to 3 hours to process fully.

It is recommended you download the template each time to ensure you’re using the latest version.

To add a large number of vehicles at once:

  1. Log in to your account.

  2. Select Vehicles from the main menu

  3. Select Add vehicle from the vehicle actions bar at the top of the page

  4. Click the Bulk vehicle upload button

  5. Download the Add_BulkVehicles.CSV template file and save it to your computer

  6. Enter your vehicle information into the template making sure all required fields are complete.
    Tip: Expand all of the column widths to see which fields are required.

  7. Format your data correctly. Select the 'Existing tag' column and go to the format data menu. Choose the Custom category, then select '0' (zero, single digit) from the type menu. Click OK

  8. Save a copy of the completed bulk upload file. DO NOT RE-EDIT this file or you will lose your data formatting.

  9. On the Bulk vehicle upload screen, click the 'Choose file' option, browse through your computer to find your saved file, select the filename.

  10. Click the Upload button.

  11. Once the file is submitted, we will check it for any formatting errors or access issues. If there are no errors at this point, the file will be uploaded and you will see an 'Upload successful' message.

  12. Once we have completed processing your bulk upload, you will receive an email with 2 files attached, a list of 'vehicle successes' and 'vehicle failures'.

 

Please note that the file may take up to 3 hours to process, depending on size and timing.

To remove a large number of vehicles at once:

  1. Log in to your account.

  2. Select Vehicles from the main menu

  3. Select Remove vehicles from the vehicle actions bar at the top of the page

  4. Click the Bulk vehicle removal button

  5. Download the Remove_BulkVehicles.csv template and save it to your computer.

  6. Enter your vehicle information into the template making sure all required fields are complete.

    Tip: Expand all of the column widths to see which fields are required.

  7. Format your data correctly. Select the 'End date' column and go to the format data menu. Choose the Date category, then select 'DD/MM/YYYY' from the type menu. Click OK

  8. Save a copy of the completed bulk upload file. DO NOT RE-EDIT this file or you will lose your data formatting.

  9. Save a copy of your completed Remove_BulkVehicles.csv file.

  10. On the Bulk vehicle removals screen, click the 'Choose file' option, browse through your computer to find your saved file, select the filename.

  11. Click the Upload button.

  12. If there are no formatting errors at this point, the file will be processed and you will see an 'Upload successful' message.

  13. Once we have completed processing your bulk removal, you will receive an email with 2 files attached; a list of 'vehicle successes' and a list of 'vehicle failures'.

 

Things to note:

  • The file may take up to 3 hours to process, depending on size and timing.

  • The 'TAG_PENDING_RETURN' column can be used if you wish to freeze usage of the tag from the end date you have selected.

  • Any vehicle removals that have failed will be listed in the failure file. Each row will list the failure reason in the 'Result' column. You can amend any failed vehicles and re-upload the same file, with the updated information

For the quickest upload, and to avoid errors, please download and use the .CSV templates provided.
Each time you need to upload or remove vehicles in bulk, please download a new template, enter your vehicle details and upload your saved file.
Once the file is submitted, we do a quick check of the data to check required fields are filled out, and remove any special characters for you.

Vehicle Addition

  • Mandatory fields for Addition:

    • Account - the account number to be associated to vehicle

    • LPN - also known as licence plate number / registration / rego of the vehicle

    • State - the state the vehicle is registered. The accepted format is VIC, ACT, NSW, NT, QLD, SA, TAS, WA

    • Make - make of vehicle

    • Model - model of vehicle

    • Class - the vehicle class accepted entries are CAR, MC, LCV, HCV

    • Please note, if any of these fields are empty, you will see an error on your screen notifying you of which column has an error to be resolved

  • Optional fields for Addition:

    • Plate Type - this is largely for Metro buses in Sydney only

    • Year - the year of the car's manufacturing

    • Colour

    • Fleet ID

    • Start Date (DD/MM/YYYY) - this can be set in future if adding vehicles in advance

    • End Date (DD/MM/YYYY)

    • Link Existing Tag - this is for a tag that is associated to the same account that you're adding the vehicle to

 

Vehicle Removal

  • Mandatory fields for Removal:

    • Account - the account number the vehicle is associated to

    • LPN - Also known as licence plate number / registration / rego of the vehicle

    • State - the state the vehicle is registered. The accepted format is VIC, ACT, NSW, NT, QLD, SA, TAS, WA

    • End Date (DD/MM/YYYY) - must be a future date

  • Optional fields for Addition:

    • TAG PENDING RETURN - entering 'Y' into this column will freeze your tag from the date you have selected. From that date, you will have 90 days to return the tag to us before being charged a lost fee

    • METROBUS ONLY - this is applicable only to Metrobus. If input is incorrect, the vehicle will fail and will be in the 'failed' email attachment

Troubleshooting

  • You need to have access to the accounts you are trying to change. If you do not have access to an account, the upload will fail.

  • Bulk vehicle upload/removal files must be in .csv format (save file as .csv and retry).

  • The file will not submit for processing if mandatory fields are blank.

  • Any tags that have failed to be allocated will be found in the 'Vehicle_Success' file, and will need to be resolved individually.

  • Any vehicles that have failed will be found in the 'failure' file, and each row will have the failure reason in the 'Result' column. You can amend any failed vehicles and re-upload the file.