Import/Export Maps

Importing and exporting training data allows for optimized and simplified management of training programs within the system.

Mass import of training courses via a preformatted file is a particularly useful feature for companies or establishments that manage a large number of training courses. It allows you to quickly add multiple courses at once, avoiding errors and reducing the time spent on manual data entry. Thanks to this method, managers can easily update the catalog of available training courses, thus guaranteeing an up-to-date and coherent offer.

On the other hand, exporting data allows you to generate a file containing all training information, such as program details, trained employees and evaluation results. This file, usually in CSV or Excel format, provides a complete overview of training and its impacts. It can be shared with stakeholders, such as HR managers or auditors, to facilitate analysis, reporting and strategic decision-making.

These two features combined simplify the training management process, enable rapid updating and ensure better transparency in skills tracking within the organization. They thus promote effective management and fluid communication between the different actors involved.

Mass import of gray cards

Bulk vehicle registration provides an efficient method of integrating multiple records into the system simultaneously, using a pre-formatted file. This functionality is particularly useful for companies or administrations managing a large volume of vehicles and wishing to automate and simplify this process.

By allowing you to download a file containing the necessary information for each registration document, this option optimizes management time, eliminates manual errors and guarantees rapid and accurate updating of vehicle data. Managers can thus focus on more strategic tasks while ensuring consistent and up-to-date information management.

This easy-to-use functionality guarantees entry that complies with system standards and optimized management of all data linked to registration cards.

Step 1: Download and prepare the template file

Before you begin importing, you must download and fill out a template file designed for this task. This file includes predefined columns that must be completed carefully to ensure a smooth process.

• Download the template file:

  Accessible via the interface, this file contains mandatory and optional columns, presented in a specific order.

• Meet column requirements:

  The following fields are required for each line:

  • vehicle(MANDATORY)
  • Start date(MANDATORY)
  • End date(MANDATORY)

• Prepare your file:

  • Make sure there is only one value per cell.
  • Avoid blank lines in the middle of the file.
  • Make sure the dates follow the expected format (dd/mm/yyyy).
  • Verify that all required fields are completed to avoid import errors.

Step 2: Load the gray card file

Once the file is prepared, proceed to loading it into the system:

• Select file:

  Click the “Browse” button to locate the file on your device.

• Start the import process:

  After selecting the file, click "Next". The system will analyze the data and display a summary of the records.

Step 3: Verifying the imported data

Before finalizing the import, a summary table is displayed to review the records.

• Check for errors:

  • Potential errors (missing fields or incorrect formats) are highlighted.
  • For example, an absence of date or number in a line will be reported.

• Check compliant data:

  Rows without errors will be marked as ready for import. You can examine fields like:

  • vehicle
  • Number
  • Start date / End date
  • Amount excluding tax / VAT / Amount including tax
  • Attachment
  • User

Step 4: Finalize the import of gray cards

Once the verification is complete:

• Click “Import”:

  This action validates the import and saves the information in the database.

• Import confirmation:

  A message will confirm the success of the operation and the integration of all the registration cards without error.

Thanks to this structured process, managers can save time while ensuring consistent and compliant entry of vehicle registration data. This method reduces errors and ensures efficient management of vehicle information.

Export of gray card data

Exporting data relating to registration documents makes it possible to generate a complete file bringing together all the essential information on the vehicles registered in the system. This file, often available in standard formats such as CSV or Excel, constitutes a strategic tool for the management of automobile fleets. It facilitates monitoring, analysis, and sharing of data with different stakeholders, such as fleet managers, logistics partners, or auditors.

With this tool, users can extract and use data to monitor the status of registrations, manage associated costs, and ensure vehicle compliance with current regulations. In addition, this export simplifies internal communication by providing clear and consolidated information about the fleet, while supporting decision-making based on precise analyses.

By enabling detailed visualization of key information, export contributes to optimal resource management, ensures increased transparency in administrative processes, and reduces the risk of errors in vehicle tracking. It is also valuable for preparing audits, strengthening regulatory compliance, or anticipating future fleet management needs.

The exported information includes

The columns included in the export provide a complete and detailed view of the gray cards:

• Fleet: This column designates the name or identifier of the fleet to which the vehicle belongs. It allows vehicles to be categorized according to their use or service.

• Registration: The vehicle registration number is specified, providing unique identification and simplifying the administrative procedures linked to the management of registration plates.

• Code: This information serves as an internal reference or unique identifier for each vehicle, facilitating tracking in management systems.

• Brand: The brand of the vehicle, such as Peugeot, Renault or BMW, is indicated to allow an analysis of manufacturers' preferences and performance.

• Model: The vehicle model is specified, providing additional detail to differentiate vehicles of the same brand.

• Category: This column specifies the vehicle category (e.g. utility vehicle, sedan, SUV), providing an overview of the diversity and composition of the fleet.

• Number: The reference number associated with the vehicle, used in internal systems for more granular tracking.

• Registration Fees: The amount of registration fees is indicated, allowing an analysis of the costs associated with each vehicle.

• Start Date: This column displays the date the vehicle was added to the fleet or began to be used, making historical tracking easier.

• End Date: The end date corresponds to the end of use or the removal of the vehicle from the fleet, allowing precise management of the life cycle.

• User: This column lists the name or identifier of the main user of the vehicle, ensuring clear traceability of its use.

Carefully organizing exported data improves fleet management by quickly identifying vehicles requiring administrative updates, maintenance or replacement. It also provides a solid basis for assessing costs and optimizing resources, while ensuring strict compliance with standards and regulations.

By leveraging this data, fleet managers can better anticipate vehicle needs, negotiate effectively with suppliers, and ensure optimal asset utilization. The export of vehicle registration data thus becomes an essential lever for modern, transparent and proactive management of company vehicles.