Tjekvik provides a connection to the DMS through a standardised CSV file import. This is a one-way appointment import where the CSV file is sent via SFTP to the Tjekvik server.
Our standard CSV file structure is provided below, For SFTP credentials, please contact [email protected]
CSV file name:
The CSV files should always have a name structure to the file name:
Tjekvik_%%%%_YYYYMMDD.csv
Tjekvik so you can identify the purpose of the file.
%%%% should be replaced with the name of the site, so we (Tjekvik) can identify the location.
YYYYMMDD is the date e.g., 20230825 if it’s 25th of August 2023.
Delivered CSV files:
Once a file name is connected to a shop, any delivered file will automatically be consumed by Tjekvik at the time it’s delivered to the SFTP server.
Any uploaded file will automatically overwrite the previous versions if the same date range is applied, so if a file is delivered at 16:30 with appointments for the 25th of August 2023 and an updated version with the same date range is delivered at 22:00, then the content from 22:00 will replace the content from 16:30.
CSV file encoding:
Please use only UTF-8 encoding with +BOM
LineSeparator = Windows (CR LF, so chr(13) + chr(10))
Content in the CSV file:
Make sure all cells are plain text data type. This is very important because Excel interprets dates, numbers, and other data types on its own and can cause problems during import.
Data separation is done with a semicolon “;” or colon “,”.
The content of the file should be the appointments for D+5 (Tomorrow + 5 Days) and should be uploaded 4 times per day – 8:00 AM, 12:00 AM, 16:00 AM, 20:00 AM (local shop time).
“ as separator within fields i.e. “Regular 30kkm maintenance planned”.
Below the individual columns are explained, and M means that the column is Mandatory while O means that it’s optional. It’s possible to leave a field blank in a mandatory column if the data is not present.
When values 0 and 1 are used, 0 will be read as “no, false, negative” and 1 will be read as “yes, true, positive”
Field name | M/O | Field format | Description |
OrderNumber | M | Plain text | Workshop order number - used to identify the appointment |
RegisterNumber | M | Plain text | Vehicle license plate - can be used to login during check-in |
OrderDate | M | DD-MM-YYYY | Scheduled appointment start date - MUST BE IN DD-MM-YYYY format e.g., 25-02-2021.
Any other format (25/02/2021, 25/02/21, 25.02.2021) will break the import. |
ArrivalTime | O
| HH:MM | Scheduled appointment start time - MUST BE IN HH:MM format e.g., 09:30. Any other format (09-30, 09/30, 09.30) will break the import. |
EndDate | O | DD-MM-YYYY | Scheduled appointment end date - MUST BE IN DD-MM-YYYY format e.g., 25-02-2021. Any other format (25/02/2021, 25/02/21, 25.02.2021) will break the import. |
EndTime | O | HH:MM | Scheduled appointment end time - MUST BE IN HH:MM format e.g., 09:30. Any other format (09-30, 09/30, 09.30) will break the import. |
Contact | M | Plain text | Contact name - expected driver of the car (if empty customer name will be used) |
ContactEmail | O | Plain text | Contact email - will be used to send communication throughout the process (if empty Customer Email will be used) |
ContactMobilePhone | O | Plain text | Contact phone number – will be used to send communication throughout the process (if empty Customer Mobile Phone will be used) |
Name | M | Plain text | Customer name - invoice receiver |
M | Plain text | Customer email | |
MobilePhone | M | Plain text | Customer phone |
Address1 | O | Plain text | Customer address - first line |
Address2 | O | Plain text | Customer address - second line |
City | O | Plain text | City name - customer city name |
ZipCode | O | Plain text | Zip code - customer city zip code |
CarMileage | O | Plain text | Car mileage - can be used to update car mileage |
CarBrand | O | Plain text | Car brand |
CarModel | O | Plain text | Car model – please provide detailed description including i.e. engine details, fuel type |
VIN | M | Plain text | Car VIN number - used for end documentation |
CourtesyCar | O | 0/1 | Rental car - if we need to filter or react differenty in these appointments should be set to 1 otherwise 0 |
Price | O | Plain text | Price - fill if price should be shown to the customer |
RepairName1 | M | Plain text | Appointment content - will be shown to the customer |
RepairName2 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName3 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName4 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName5 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName6 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName7 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName8 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName9 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName10 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName11 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
RepairName12 | O | Plain text | Appointment content - will be shown to the customer, except if the field is empty |
CustomerWaiting | O | 0/1 | Customer is waiting at the site - if we need to filter or react differently in these appointments should be set to 1 otherwise 0 |
SelfServiceAllowed | O | 0/1 | Custom self-service allowed condition - can be used to manually disable self-service for appointment should be set to 0 for disable |
CustomerGroup | O | Business/Retail | Customer type – determines if customer is fleet or retail |
ServiceAdvisor | O | Plain text | Service Advisor name or ID – will be used for mapping with employees in Tjekvik Dashboard |
Department | O | Mechanical/Warranty/Bodyshop/ Cleaning/Not Categorized | Department – can be used to filter appointments based on department assigned (i.e. exclude bodyshop from self-service) |
ContactMethod | O | Phone_call/email/sms/ video_call/no_contact_method | Preferred contact method |