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Onboarding Your Data

Welcome to CarCloud 👋 This guide will walk you, step-by-step, through onboarding your driver data onto the CarCloud platform, from your first login through to inviting your admin team and drivers.

Getting Started: First Login

  1. Log in to the CarCloud platform using the username and temporary password provided in your invitation email.
  2. When prompted, enter a new secure password and click Update.
  3. You will then see the Onboarding pop-up. Click Get started to begin.

 

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Step 1: Upload Your Vehicle and Driver Details

In this step, you will upload your fleet and driver information using a CSV file.

Download the CSV Template

  1. Click the “Download the CSV file template here” button.
  2. . Once the CSV download is completed, open the CSV file on your computer.

Complete the CSV File

Enter user and vehicle data into the relevant columns. This should include all employees and contractors who drive for work purposes.

Assign User Roles

For each user, enter one of the following roles in the Role column.
⚠️ The role must be typed exactly as shown below.

  • Admin – General users of the fleet management system who can manage company data within the platform.
  • Employee – Users who can access the self-service dashboard and may or may not have a company-assigned vehicle.
  • Contractor –  Users who can access the self-service dashboard and do have an allocated vehicle.

Assign Fleet Categories

For each vehicle, specify the fleet category in the fleet_category column.
⚠️ The fleet category must be typed exactly as shown below.

  • Owned_fleet – Vehicles owned outright by the company and generally used by one person.
  • Grey_fleet – Vehicles owned by employees or contractors but used for business purposes.
  • Spot_hire – Vehicles hired on a temporary basis from  a hire company. Lease_vehicle – Vehicles used by the company under a lease arrangement.

 

Additional Vehicle Information

  • For vehicles with finance or lease agreements, enter the monthly payment in the relevant column.
    • This value must be the net amount (excluding VAT).
  • Enter both the current mileage and estimated annual mileage for each vehicle.

Once all data has been entered:

  1. Save the document as a CSV file.
  2. Return to the CarCloud platform.

Upload the CSV File

  1. Select Browse, or drag and drop your CSV file into the upload area.
  2. If any errors are detected, the platform will highlight which columns need correcting.
  3. Open the spreadsheet, correct the data, save it again as a CSV file, and reupload.

When the file is valid:

  • You will be notified that the upload is successful.
  • The Continue button will become clickable.

Click Continue to start the onboarding process. A progress bar will be displayed, and you will be notified once onboarding is complete.

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Step 2: Invite Your Admin Colleagues

Once your data has been uploaded, you can invite employees who have been assigned the Admin role.

Best practice: We suggest you send an email to all would-be admins of the system, introducing CarCloud as your vehicle management system. The email provides some insight into CarCloud, and informs them that they will be receiving an invitation to onboard as an system admin. You’ll find a template here that you can use <link to email template>.

  • You may bulk send invitations to all admin users at this stage, or

  • Skip this step and send invitations manually at a later time.

Step 3: Invite Your Drivers

You can now invite your drivers to the platform.

Best practice: We suggest you send an email to all would-be users of the system, introducing CarCloud as your vehicle management system. The email provides some insight into CarCloud, and informs them that they will be receiving an invitation to onboard as a driver. You’ll find a template here that you can use <link to email template>.

  • Onboarding invitations can be sent in bulk, or
  • You may choose to skip this step and invite employees manually later.

Once invitations are sent, users will receive an email with instructions on how to access CarCloud and activate their account.

🎉 You’re all set!
Your fleet data is now onboarded, and your team can begin managing vehicles and users within the CarCloud platform.