What is a fleet data migration kit?
A fleet data migration kit is the working file you use to collect, clean and check fleet master data before you switch to a new fleet management or GPS tracking system. Data usually sits in several places: an old tracking platform, the workshop spreadsheet, HR files for drivers and the telecom bill for SIMs. Moving it as it is carries the old errors into the new system: two records for one vehicle, trackers linked to the wrong plate, drivers with expired licenses.
This fleet data migration template in Excel gives each data area its own sheet, checks every row as you paste it, and adds a 22-task checklist so the move has owners and dates.
What data to collect before moving to a fleet system
| Sheet | Required fields | Main checks |
|---|---|---|
| Vehicles | ID, plate, VIN, make, model, year, type | Duplicate ID, plate or VIN; VIN not 17 characters; IMEI not in Devices |
| Drivers | ID, name, mobile, license number, class, expiry | Duplicate ID, license or ID tag; license expired at cut-over; plate not in Vehicles |
| Devices and SIMs | IMEI, model, ICCID, SIM number | Duplicate IMEI, ICCID or SIM; IMEI not 15 digits; plate not in Vehicles |
| Assets | ID, name, type, serial number | Duplicate ID or serial; plate or tracker not on file |
| Sites and geofences | Code, name, type, shape, latitude, longitude | Duplicate code or name; coordinates out of range; circle without radius |
| Users and roles | Email, name, role, branch access | Duplicate email; email format |
How to prepare fleet data for migration
- Set the cut-over date on Settings, with the company and the new system.
- Paste your data into the six data sheets from row 4, after overwriting or deleting the shaded example rows.
- Read the check columns on each sheet and fix every row marked "Fix" at its source.
- Open the Data quality summary and load a sheet only when its status is "Ready to load".
- Run the migration checklist with an owner and due date for each of the 22 tasks, starting with a pilot of 5 to 10 vehicles.
How the data quality checks work
Some flags are warnings and do not block a row: a license that expires within 30 days of cut-over, and an ICCID that is not 19 to 20 digits long. Cross-sheet checks compare text exactly, so a plate written "ABC1234" on one sheet and "ABC 1234" on another shows as not on file.
Worked example: 25 records, 64% ready
The workbook ships with example rows that contain typical errors. The Data quality summary reads:
| Sheet | Records | Ready | To fix | What was flagged |
|---|---|---|---|---|
| Vehicles | 5 | 2 | 3 | Two vehicles share plate ABD 5521; V-104 has no VIN and an IMEI that is not in Devices |
| Drivers | 4 | 2 | 2 | One license expired before cut-over; one driver has no mobile and a plate not in Vehicles |
| Devices and SIMs | 5 | 4 | 1 | One IMEI has 14 digits |
| Assets | 3 | 2 | 1 | The generator has no serial number |
| Sites and geofences | 4 | 3 | 1 | A circle geofence has no radius |
| Users and roles | 4 | 3 | 1 | An email address has no @ |
| Total | 25 | 16 | 9 | 16 ÷ 25 = 64% ready |
Note that the duplicate plate flags both V-102 and V-103: the kit cannot know which record is right, so you decide. Every sheet stays at "Fix before loading" until its last flagged row is fixed.
Common fleet data migration mistakes
- Loading everything at once. Load a pilot of 5 to 10 vehicles first and check positions, ignition and odometer before the rest.
- Typing IMEIs and ICCIDs as numbers. Excel keeps 15 significant digits, so a 19- or 20-digit ICCID loses its last digits and mobile numbers lose their leading zero. The kit formats these columns as text.
- Writing plates differently on each sheet. Pick one format, with or without spaces, and use it everywhere so the links between sheets work.
- Forgetting the odometer at cut-over. Without it, maintenance due dates in the new system start from zero.
- Copying old users as they are. Remove leavers and shared logins, and give each person a role and branch access.
- Switching off the old system too early. Export trip and history reports first, and keep them with the import files.
Limits of the fleet data migration kit
The checks cover completeness, format and consistency between sheets. They cannot confirm that a device is really fitted to the vehicle recorded, that a VIN belongs to that vehicle, or that a SIM is active: confirm these on site or with the provider. Each sheet checks rows 4 to 303; for a bigger fleet, copy the formulas down and extend the ranges. The new provider's import format may differ, so map the clean columns to its template. Driver and user records contain personal data, so store and share the file securely and in line with local data protection rules.