Importing your data
If you’re moving from spreadsheets or another maintenance system, the importer helps bring existing records into MaintenanceOps without re-entering everything by hand.
Importing is an administrator function under Settings → Import / Export. Nothing is written immediately: you upload a CSV, map the columns, review a preview, fix anything that looks wrong, and then confirm the import.
Before you import
Section titled “Before you import”A few minutes of cleanup can save a lot of correction later. Check source files for duplicate companies, people, assets, or locations; inconsistent categories; missing required fields; old records you do not want to carry forward; and location names that will not build a clear hierarchy.
If possible, test with a small sample first.
Use the dependency order
Section titled “Use the dependency order”Some records depend on others. An asset belongs to a location, and a work order may reference a location, vendor, or asset.
| Order | Data | Why it belongs here |
|---|---|---|
| 1 | Users | Establish the people who will use the system |
| 2 | Locations | Build the structure other records can reference |
| 3 | Vendors | Make service companies available to later records |
| 4 | Manufacturers | Make equipment makers available to assets |
| 5 | Assets | Link equipment to existing locations/manufacturers |
| 6 | Work orders | Import work after its referenced records exist |
| 7 | Parts | Complete the inventory migration |
Locations, vendors, and manufacturers do not depend on one another, so you can adjust that part of the sequence. Assets should come after locations, and work orders should come after the records they reference.
The importer remembers completed steps so you can stop and return later.
The four-step import workflow
Section titled “The four-step import workflow”1. Upload the CSV
Section titled “1. Upload the CSV”Export the data from your existing system or spreadsheet as CSV and upload it to the correct import step. Confirm the banner at the top shows the organization you intend to update.
2. Map the columns
Section titled “2. Map the columns”MaintenanceOps tries to match source columns to fields automatically. Review every mapping, especially required fields and identifiers such as email, asset tag, location, and company name.
3. Review the preview
Section titled “3. Review the preview”The preview validates the file before anything is written. Look for missing required data, unmatched references, duplicate records, incorrect mappings, and formatting problems.
4. Confirm the import
Section titled “4. Confirm the import”When the preview looks right, confirm the import. Clean rows are created or updated according to the import rules; rows with errors are skipped and identified for correction.
Important notes by data type
Section titled “Important notes by data type”Map First name, Last name, and Email, then choose the role for the people in that file. Imported users receive the role’s default permissions. They are not sent an invitation email during import; they can establish access from the sign-in screen using Forgot password? when ready.
Afterward, review building coverage and manager oversight in Users and roles.
Locations
Section titled “Locations”Locations form a hierarchy rather than a flat list. Make sure the source clearly distinguishes buildings and rooms and uses consistent parent names. See Locations.
Vendors and manufacturers
Section titled “Vendors and manufacturers”Keep them separate: vendors service or supply your operation; manufacturers made the equipment. The distinction affects service work, invoices, contracts, compliance, support, and asset records.
Duplicate handling
Section titled “Duplicate handling”Vendors and manufacturers can be reviewed by matching company names. Assets are matched by asset tag. Small spelling differences can still make two records appear unique, so review the preview carefully.
Categories
Section titled “Categories”Imported categories are matched by name and may be created when they do not exist. Clean up your category strategy before a large migration rather than carrying every old label forward. See Managing categories.
Work orders
Section titled “Work orders”Imported work orders come in unassigned. Plan to review active work for assignment, status, due dates, locations, vendors, and asset links before your team begins working from the imported queue.
Verify after every import
Section titled “Verify after every import”Do not judge success only by the import summary. Open the destination area and spot-check the actual records.
- Check records from the beginning, middle, and end of the CSV.
- Confirm important links such as location, vendor, manufacturer, and asset.
- Check names and categories as staff will see them.
- Verify counts against the source file.
- Correct source-data problems before importing the next dependent type.
The goal is not simply to move rows. It is to give the team a clean operational starting point in MaintenanceOps.