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Importing Data

The import tool lets you bulk-load assets, people, and vendors from CSV files. This is the fastest way to populate the system when you have existing inventory data in spreadsheets.

Accessing the Import Tool​

Navigate to Admin > Import.

Import Process​

1. Download the Template​

Download the CSV template for the record type you want to import (assets, people, or vendors). The template includes all available columns with headers that match the system's fields.

2. Fill in Your Data​

Open the template in a spreadsheet application and populate it with your data:

  • Keep the header row intact — the system uses it to match columns to fields.
  • Required fields must have values in every row.
  • Selection field values (status, condition, location, etc.) must match the values configured in your system exactly.

3. Upload the File​

  1. Select the record type (Assets, People, or Vendors).
  2. Choose your completed CSV file.
  3. Click Upload.

4. Review the Preview​

The system validates your data and shows a preview:

  • Valid rows are highlighted and ready to import.
  • Errors are flagged with details about what needs to be fixed (e.g., missing required fields, unrecognized selection field values).

Fix any errors in your spreadsheet and re-upload, or proceed to import the valid rows.

5. Confirm the Import​

Click Import to create the records. The system shows a summary of how many records were created.

Tips for Successful Imports​

Start with a small batch

Import 10–20 records first to verify your data maps correctly. Then import the rest once you're confident in the format.

  • Consistent values — Ensure dropdown values in your CSV match the selection field values exactly (spelling, capitalization, spacing).
  • Barcodes — If your assets already have barcode numbers, include them in the import so they're ready for scanning immediately.
  • Dates — Use a consistent date format throughout the file.
  • One type at a time — Import people and vendors before assets if your asset records reference them (e.g., custodian names, vendor names).