Import vehicle profiles
Import Vehicle Profiles into Upper in bulk from a file. Upload your fleet list, map the columns, and create many profiles at once instead of adding each vehicle by hand.
Upper can read a file of vehicle records so you don't have to add each one by hand. Use this when you're migrating an existing fleet list or onboarding a large group of vehicles at once.
Why this matters
Entering 20 or more vehicles one at a time takes hours and invites typos in VINs and license plates. Import the list once, fix any rows the import flags, and you're done.
Before you start
- Plan requirement — Available on every plan.
- Permissions — Admin or Owner role required.
- A file with your vehicle data — Include at least the two required fields, Profile Name and Vehicle Type. You can also bring in VIN, Make, Model, Year, License Plate, Color, Fuel Type, Actual Reading, and Estimated Reading.
Use the Export button on the Vehicle Profiles page to download your current list. Editing a known-good column layout is faster than building a file from scratch.
Step-by-step: import vehicle profiles
Open Vehicle Profiles
Go to Fleet Operations > Vehicle Profiles in the left sidebar.
Open the add menu
Click the + (Plus Icon) button at the top of the list.
Choose Import Vehicle Profiles
Select Import Vehicle Profiles from the menu.
Upload your file and map the columns
Upload your file, then match each column in your file to the matching Vehicle Profile field. Profile Name and Vehicle Type must be mapped — the rest are optional.
Confirm the import
Review the import and confirm it to create the profiles.
What you can import
These are the fields you can map from your file. Status is set to Active automatically on import.
| Field | Required | Notes |
|---|---|---|
| Profile Name | Yes | The vehicle's display name |
| Vehicle Type | Yes | The vehicle's base type |
| VIN | No | Vehicle identification number |
| Make | No | |
| Model | No | |
| Year | No | |
| License Plate | No | |
| Color | No | |
| Fuel Type | No | |
| Actual Reading | No | Odometer reading |
| Estimated Reading | No |
The import covers the core identity and odometer fields above. Compliance dates (registration, insurance, inspections) and detailed maintenance records aren't part of the import — add those on each profile afterward.
After the import
- Open each new profile and add Compliance dates (Registration, Insurance, Inspections) so expiry reminders start tracking.
- Add Maintenance data — odometer, service schedule, and oil change interval.
- Assign a driver/technician from the profile's Identity tab. (A workspace configured for service work may label this Assigned Technician.)
Common scenarios
- You're migrating from a spreadsheet-based fleet tracker — Reshape your spreadsheet so its columns line up with the importable fields above, then import. Fill in Compliance and Maintenance per vehicle afterward.
- You just acquired another company's fleet — Bring all the acquired vehicles in with a single import.
Troubleshooting
If the import doesn't work as expected, contact support@upperinc.com before re-running it so you don't create duplicate profiles.
Related
Configure vehicle types
Set a vehicle's Base Type in Upper so routes match what each vehicle can drive. Configure it on a Vehicle Profile or per driver in User Settings.
Log fuel reports
Log fuel reports in Upper to track fuel spend per vehicle and driver. Record volume, cost, odometer, and fill-up date, attach a receipt, or import in bulk.