Importing your data

When you’re moving to Maintenance Ops from another system — a spreadsheet, or a tool like MaintainX — you don’t have to re-enter everything by hand. The import feature brings your existing data in from CSV files, in the right order, with a preview before anything is written.

Importing is an administrator function. You’ll find it under Settings → Import / Export in the sidebar.

Import in the right order

Your data has dependencies — an asset lives at a location, a work order references a vendor. So the importer works through the four types in order, and unlocks each one as its prerequisites are met:

1. Locations first
2. Vendors
3. Assets (needs locations)
4. Work orders (needs locations, vendors, and assets)

The importer tracks what you’ve already brought in and keeps later steps unlocked, so you can bring your data in over more than one sitting without losing your place.

How an import works

For each type, the flow is the same:

1. Upload your CSV — export it from your old system, then choose the file.
2. Map the columns — the importer matches your file’s columns to the right fields automatically where it can, and you adjust any that need it. Required fields are marked.
3. Preview — the importer validates every row and shows how many are ready and how many have problems. Rows with errors are listed so you can see exactly what’s wrong.
4. Import — nothing is written until you confirm. Clean rows are brought in; rows with errors are skipped so you can fix them and re-import.

Locations build a tree

Locations are special because they form a hierarchy — a site contains buildings, which contain rooms. The importer reconstructs that structure from your file: it establishes your site as the root, treats rows without a parent as buildings, and nests rows with a parent as rooms under the matching building. The result is a proper location tree, not a flat list.

Good to know

• Categories and manufacturers referenced in your file are matched by name, and created for you if they don’t exist yet.
• Work orders come in unassigned — assignments to specific technicians aren’t matched during import, so you’ll assign them afterward in the app.
• There’s no undo on an import yet, so it’s worth importing your real locations file first as a true test: if the tree comes out right, the rest follows the same reliable path. For a large file, you can always test with a small sample first.

After importing

Once your data is in, check the relevant pages — Locations, Vendors, Assets — to confirm everything landed as expected. From there, you’re working with your real data, and everything else in Maintenance Ops runs on top of it.