Import assets from a spreadsheet

On the Unlimited plan. A free trial includes it too. The office can check a file; the owner brings it in.

A register kept in a spreadsheet, or exported from another system, comes in through the import. Each row is one unit.

Bring in your customers and their sites first: each unit goes to a site that is already in Crewzy.

1. Save the spreadsheet as a CSV file. In Excel, use Save As and pick CSV.
2. Go to Settings, Import.
3. Under What is in the file, choose Assets (units at sites), then choose the file.
4. Check the columns. Each field reads from the column shown; point any at another column, or at Not in this file. The type's own details, such as the agent of an extinguisher, have fields too. A field marked Matched by AI: check it was matched by the AI from the column's name and a few of its cells.
5. If the file has no column for the type, choose a Type for every row.
6. Look at the counts and the Problems, then press Import.

How each row is matched

• Site: one of the customer's sites by its street address, or by the site name. Without a customer column the address alone must point at one site. A suburb or postcode column tells two sites on the same street apart.
• Type: one of your asset types, by its name.
• Model: the make and model, when they are in your model library.
• Last done: a type with a service plan has a field for each level, such as Last done: Yearly, read as the day that level was last done. A column called "Last yearly" or "Yearly last done" is matched by itself.
• Already here: a unit whose serial is already on the register, or that an earlier import brought in. Choose to leave those as they are, or fill them in from the file. A blank cell never clears anything.

Problems

A row that cannot be matched or read stays out whole, with its reason: no site at that address, no type of that name, a value that does not fit the field (such as an agent that is not one of the type's choices), a date that cannot be read, or a serial that is on another row of the file. Nothing comes in half done.

While there are problems, fix the file and choose it again, or tick Leave out the rows with problems to bring in the rest and add those units later. Either way the whole file is saved at once, or not at all.

Dates are read day first, as Australian spreadsheets write them. A file can be up to 1 MB, which is a few thousand units.

Undo

Undo on the latest import under Past imports takes out the units it added, except any used since, such as a unit put on a job.