If you’re onboarding a fleet with an existing spreadsheet of assets or employees, you don’t need to add them one at a time. Upload a file, review what will happen, and confirm — nothing is created or changed until you approve it.
What you can import
- Assets — laptops, monitors, furniture, anything you track under Assets
- Employees — people you’ll assign assets or devices to
Each is a separate upload. You can’t mix both in one file.
Supported file types
.xlsx (Excel) or .csv. Either works the same way — use whichever is easier to edit.
Row limit: 5,000 rows per upload. If you have more, split it into multiple files and upload them one after another.
How it works, in short
- Upload your file
- Review — we check every row and show you what would happen: how many new records would be created, how many existing ones would be updated, and any rows with problems
- Confirm — nothing is written to your account until this step. If something looks wrong in the review, just don’t confirm — close it and fix your file instead
- You’ll get an email summary once it’s done, with a link to review anything that was skipped
Download a sample template
Before filling in your own data, download the template for the type you’re importing — it has the exact column headers we’re expecting, so you don’t have to guess:
You don’t have to use every column. Only a couple are required per row — everything else is optional and can be left blank.
Asset columns
| Column | Required? | Notes |
|---|
| Asset Tag | Yes | Your own label for the asset (e.g. AS-001). Must be unique within your company — if a tag already exists, that row updates the existing asset instead of creating a new one. |
| Name | Yes | e.g. “MacBook Pro 14"" |
| Category | No | e.g. “Laptop”, “Monitor”, “Furniture” |
| Manufacturer | No | e.g. “Apple”, “Dell” |
| Model | No | |
| Serial Number | No | |
| Purchase Price | No | Numbers only. Currency symbols and commas are fine (₹1,89,000 and 189000 both work) |
| Purchase Date | No | YYYY-MM-DD is safest (e.g. 2024-03-15). DD/MM/YYYY and MM/DD/YYYY also work, but mixing formats in the same column can cause misreads — pick one and stick with it |
| Warranty Expiry | No | Same format guidance as Purchase Date |
| Status | No | One of: active, faulty, maintenance, storage, retired, scrapped, lost. Leave blank and it defaults to active |
| Notes | No | Free text |
| Location | No | Must exactly match an existing location name in your account (not case-sensitive). If it doesn’t match anything, that row will fail — create the location first under Settings, or fix the spelling |
| Department | No | Same rule as Location |
Employee columns
| Column | Required? | Notes |
|---|
| Name | Yes | Full name |
| Employee ID | No | Your own internal ID (e.g. EMP001). This is what decides create vs. update — if you provide it and it matches an existing employee, that row updates them instead of creating a duplicate. If you leave it blank, a new employee is always created, even on a repeat upload. We also accept “Employee Code” as a column name if that’s more natural for your team — either works the same way |
| Email | No | Must look like a real email address if provided |
| Location | No | Must exactly match an existing location name |
| Department | No | Must exactly match an existing department name |
If you don’t include an Employee ID and re-upload the same file twice, you’ll get two of every employee. If you think you might need to re-upload a corrected version of the same file later, add an Employee ID column so we can tell it’s the same person.
Understanding the review screen
After upload, before anything is saved, you’ll see:
- Valid rows — will be imported
- Invalid rows — will be skipped, with reasons shown
- Will create — brand new records
- Will update — existing records that will be modified
Invalid rows are never partially imported — if even one field on a row has a problem, the whole row is skipped. Everything else in the file that’s valid still goes through normally.
Reviewing what went wrong
If any rows failed, you can review them right in the app — click through to see exactly which row, which column, what you typed, and why it didn’t work. This list isn’t a file you download; it’s meant to be read side by side with your original spreadsheet so you can jump straight to the row that needs fixing.
Common reasons a row fails:
- A required field (Asset Tag / Name) was left blank
- Location or Department name doesn’t match anything in your account
- Status value isn’t one of the accepted options
- A date or price couldn’t be understood
If a row fails, just fix it in your original spreadsheet and re-upload — you can re-upload as many times as you need. Only the confirm step actually writes anything, so there’s no harm in uploading a draft to see what the review looks like before you’re ready to commit.
After you confirm
You’ll get an email once the import finishes — how many were created, how many updated, and how many were skipped (if any), with a link back to review the results. 
