~20 min Beginner

Import your equipment from Excel ​

If your equipment register already lives in a spreadsheet, you don't have to retype it — Itefy imports .xlsx, .xls and .csv files through a three-step wizard. A few minutes spent preparing the sheet first means the wizard maps almost everything automatically.

At the end you'll have your whole register in Itefy, spot-checked and cleaned up.

Step 1 — Prepare the spreadsheet ​

  1. Use one row per item, and put column names in the first row.
  2. Name the columns so Itefy recognizes them and auto-assigns the mapping. Recommended names include:
    • Name (the only one that must be mapped), Unique ID, Type
    • Home Location and Current Location — locations are created automatically if they don't exist yet
    • PPR or Person Responsible — only applied if a user with a matching name already exists in the account
    • Condition (Operative, Inoperative or Discarded), Purchase date, Expiry date, Purchase value, Salvage value, ImageURL
  3. Save or export the file as .xlsx, .xls or .csv.

If you're starting from nothing, you can download a free equipment spreadsheet template from this blog article.

Step 2 — Start the import wizard ​

  1. In the main menu, select Items > Add item.
  2. In the small window that asks how you want to add items, choose Import from spreadsheet.
  3. In the Upload step, select your file and wait a second or two for the upload.

Step 3 — Map the columns ​

  1. If your file has several sheets, make sure the right one is selected in the Sheet dropdown.
  2. Check the field selected for each column — Itefy auto-assigns recognized column names. Correct any mistakes by picking another field from the column's dropdown.
  3. Select None (skip column) for columns you don't want to import.
  4. At least the Name column must be mapped before you can continue.

Step 4 — Review and fix ​

  1. In the Review step, uncheck any rows you don't want to import. The first row is treated as column names and is unchecked by default — if it actually contains an item, just check it.
  2. Fix errors directly in the grid: click a cell and edit its text.
  3. When everything looks right, click Import … items.
  4. When the import completes you get a summary, and can either import another file or go to the items list.

Step 5 — Spot-check the result ​

  1. Go to the items list and pick a few items you know well — type keywords in the Search for... field to find them, and open each to verify name, type, location and values landed correctly.
  2. Click Filter by and check the Types and Locations filters: do the type and location lists look like you expect, or did a typo in the sheet create a stray location?
  3. Check the counts — does the number of items match the rows you imported?
Searching and filtering the items list.

Step 6 — Tidy up with batch edit ​

If a whole group of items needs the same correction — say a missing type or a wrong location — fix them in one run instead of one by one:

  1. On the items page, either tick the items and click Edit selected in the selection bar, or search/filter for the affected items and click Edit results in the toolbar (it applies to everything matching the search, also on other pages).
  2. Pick the field to change — Current location, Item type, Condition, Categories or Main image — set the new value, and click Continue.
  3. Check the summary, click Start change, and keep the tab open until the progress bar finishes. The receipt shows what was changed and anything that failed.

What you accomplished ​

  • Prepared a spreadsheet Itefy can map automatically
  • Imported your equipment register in one run through the three-step wizard
  • Verified the result with search and filters
  • Corrected group-level mistakes with a single batch edit

Where to go next ​

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