Import and export committee records

Export committee data as CSV from Reports, edit in a spreadsheet, and import new members, vehicles, drivers, or employees.

Updated 12 August 2026

VCMS can move records in bulk through Billing → Reports. Exports cover the whole committee. Imports create new rows only — there is no update or upsert mode.

Export records

Open the Exports tab. Each card covers one entity: Members, Vehicles, Drivers, Employees, Invoices, Payment plans, and Payment types. Choose Export CSV on any card.

The hint reads: Exports cover the whole committee and open directly in Excel or Google Sheets. Attachment and photo files aren't included — download those from each record.

CSV headers stay in English on purpose. They are the contract the importer matches on.

Import records

Open the Import tab. Pick the entity type: Members, Vehicles, Drivers, or Employees. Choose Choose CSV and upload a file whose headers match the export.

Required columns

Members — Name and Phone. Status must be active or inactive. Dates use YYYY-MM-DD.
Vehicles — Registration and Owner. Owner is matched to an existing member name already in the console.
Drivers — Name and Vehicle. Vehicle is matched to an existing registration number.
Employees — Name only.

The preview table shows per-row issues before anything is sent. Only clean rows are posted — one create request per row. Duplicate phones or registration numbers within the same file are rejected.

Recommended import order

Import members first.
Import vehicles — each row needs an owner name that already exists.
Import drivers — each row needs a vehicle registration that already exists.
Import employees independently.

This mirrors the manual order in enroll members and vehicles.

Permissions

Each import type needs create permission on that module. Staff can import members but not vehicles or drivers. Managers and owners can import all four types.

Caveats

Every imported row creates a new record. Editing existing data still goes through the UI.
Vehicle and driver imports resolve links by name and registration against data loaded in your browser — not against the spreadsheet alone.
Unknown CSV columns are ignored and listed in the preview.
Financial figures in Reports exclude voided invoices.

Next: payment types and invoices and configure SMS alerts.