Asset Register Import

Upload the spreadsheet they sent you. Walk away with a live register.

Nearly every new maintenance contract arrives with an asset register attached: a spreadsheet somebody built years ago, in whatever shape that company happens to use. Pick the service contract, upload the file, and traqR reads it — finds the tables, matches the columns, works out the asset types, dates and service frequencies — and builds the register for you. Hundreds of assets in a couple of minutes instead of days of typing, every one of them ready to scan on the next service run.

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CSV or Excel, as it came

Upload the file the client or the outgoing contractor sent you. Every sheet in the workbook is read, in whatever layout it happens to use. No template to fill in, no “please re-send it in our format” email.

It finds the tables itself

Real registers are messy: a title row, a blank line, a second table further down for a different building or asset class. traqR picks out each table on its own and lets you tick the ones you want to bring in.

Columns matched automatically

Asset name, type, location, serial number, status, service frequency and last service date are recognised from the headings and mapped for you. Change any mapping from a dropdown if their wording is unusual.

Nothing is thrown away

Columns that do not match a traqR field are not dropped — they are folded into the asset’s notes, so the barcode numbers, cylinder sizes and comments the old register carried are still there when a tech opens the asset on site.

Types, dates and frequencies understood

CO₂ and water extinguishers, hydrants, detectors and panels are recognised and given the right asset type. Dates are read whether they are written 3/3/24, 3 Mar 2024 or an Excel serial, and “6 monthly” becomes a six-monthly service frequency.

Preview before you commit

You see each table, its row count and a preview of what will be created before anything is written. Untick a table, fix a column, then import. The register is live the moment you confirm.

The maths

What a register costs to type in, and what it costs to import

Every new site you win comes with a list of equipment attached. How that list gets into your system is one of the quietly expensive parts of running a maintenance business.

Three hours of typing, or three minutes

A mid-sized commercial building might carry 400 assets across its extinguishers, hydrants, hose reels, detectors and panels. At thirty seconds a line — name, type, location, serial, frequency, last service — that is over three hours of solid data entry, and nobody does three hours of data entry solid. In practice it gets split across a week, half-finished, and chased.

One upload per site

Pick the contract, choose the file, tick the tables, import. The work is the same whether the register holds forty assets or four hundred.

No retyping between systems

Moving off a spreadsheet, or off another platform that exports to CSV, stops being a project you have to schedule.

The admin hours go back into jobs

The person who would have spent the week keying assets in is quoting, scheduling or chasing invoices instead.

FAQs

Frequently asked questions

CSV, XLSX and XLS. With an Excel workbook every sheet is read, so a file with a separate tab per building or per asset class comes in as several tables you can pick from.

Yes. traqR suggests a mapping from your headings, and every column has a dropdown so you can point it at the right field yourself. Anything you leave unmapped is kept in the asset’s notes rather than discarded.

No. Tables are detected by looking for runs of rows that share the same shape, so title rows, blank separators and multiple tables on a single sheet are handled. Each table is listed separately with its row count, and you tick the ones to import.

You choose the contract before importing, and every asset in that upload is attached to it. Run the import once per contract if a workbook covers several sites.

You see a preview of each table and what will be created before anything is written, so most problems are caught at that point. Anything that does come through wrong can be edited or removed from the register afterwards like any other asset.

Importing adds assets to the chosen contract. To refresh an existing register, import the new equipment and edit or retire the assets that have changed, rather than re-uploading the whole sheet.

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