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How to Import and Update Assets

Learn to import new data and update existing data using UpKeep's import tool.

Updated today

Available On: Premium, Professional, Enterprise

Easily import asset data into UpKeep using a spreadsheet. This guide walks you through preparing your file, importing data, and fixing common issues.

Quick Summary

  1. Prepare your file (use a template or export existing assets)

  2. List parent assets first

  3. Add child assets and link them using Parent Asset Name

  4. Upload your file

  5. Match columns and fix any errors

  6. Complete the import

Supported File Types

You can import:

  • CSV, TSV, TXT, XLS, XLSX, XML

Before You Import

Understand Asset Structure

  • Assets can be organized in a hierarchy: Parent → Child → Grandchild→ Great Grandchild

  • To create asset hierarchy via your import:

    • Parent assets must be listed first

    • Child assets must reference the parent

  • The value in Parent Asset Name must exactly match the parent asset’s Name

Example

Name

Location

Parent Asset Name

Parent Asset 1

Main Location

Child Asset 1

Main Location

Parent Asset 1

Understand How Asset Imports Work

  • Asset ID controls updates

    • Blank → creates a new asset

    • Matching ID → updates an existing asset

  • Imports are case-sensitive
    → “Warehouse” ≠ “warehouse”

To learn more about asset structure, check out our article on building asset structure below.

How to Create Assets

Prepare Your File

Option 1: Use a Template

Download the import template and enter your asset data.

Option 2: Update Existing Assets

  1. Export your current assets

  2. Make edits

  3. Re-import the file

Best Practices

  • Import parent assets first, then children (recommended)

  • Ensure custom asset fields already exist (Enterprise only)

  • Remove extra spaces in your spreadsheet

  • Avoid Excel reformatting long numbers (e.g., barcodes)

Import Asset Data into UpKeep

Step 1: Upload File

  1. Go to Import/Export

  2. Select Asset

  3. Click Start Asset Import

  4. Click Choose a file and locate the correct file you wish to upload or manually enter your data

Step 2: Confirm Columns

  1. Ensure Asset ID and Name are correct

  2. Click Confirm and continue

Step 3: Match Columns

  1. Map your spreadsheet columns to UpKeep fields

  2. Fix any unmatched fields (look for missing mappings)

    1. NOTE: If you see thesymbol under the "Matched to" Column and you have data to import for that column, make sure you hit the dropdown arrow next to the symbol and select the correct Column Header and match it. You'll see a green check appear when you have changed it.

Step 4: Review Data

  1. Check for errors at the top

  2. Use Show rows with errors to find issues

  3. Use Find & Replace for bulk updates

Step 5: Finish Import

  • Click Finish

  • Confirm submission

  • Results:

    • ✅ Green message = success

    • ❌ Red message = errors (download and fix rows, then re-import)

Fields

Here are the most commonly used fields:

  • Name – Asset name

  • Location Name – Where the asset is located

  • Parent Asset Name – Links child to parent

  • Category – Helps group assets

  • Manufacturer – Must exist as a vendor

  • Purchase Date – Format: MM/DD/YYYY

Comprehensive list of all available asset fields

Column Header

Example Entry

Acceptable Values/Notes

Asset ID

wsIziIM1Br

Used for updating your Assets. Leave Blank if adding new Assets.

A - Name

Building 1 - HVAC 1

Enter a name/title for your Asset

B - Description

Any Relevant Asset Information

Enter a description for the asset

C - Model

38EZA048310

Model information for your asset or the type of asset it is

D - Serial Number

1839567340281

The Serial Number of the Asset

E - Barcode

7233498875

This is what is scanned on the mobile application

  • TIP: If left blank, you can later assign a “Random Barcode” within UpKeep.

  • NOTE: Excel may reformat your barcodes, which is not something UpKeep can control

F - Area

Zone 3, NE Corner

If you assign a location, you can specify an area within that location.

  • NOTE: This is not the location, which is Column G

G - Additional Information

Measurements/year of manufacturer

Enter any additional Asset details or information

H - Location Name

Main Factory

The Name in UpKeep of the Location

I - Parent Asset ID

9GNzpuxG5m

The ID of the Parent Asset

  • Parent needs to exist in UpKeep or be higher on the import sheet then the child

  • ID can be found in the URL or via Asset Export

J - Worker Email

[email protected]

The UpKeep Email of the user assigned

K - Category

Fleet

Categories will allow you to easily find a group of assets in the future and generate accurate reports

L - Manufacturer

Company123

The maker of the Asset

  • NOTE: Must be a Vendor that is in your UpKeep account

M - Purchase Date

11/25/2021

Enter in the Asset’s purchase date

  • Format: mm/dd/yyyy

N - Service Date

11/25/2021

Enter in the date the asset went into service/operation

  • Format: mm/dd/yyyy

O - Purchase Price

50000

Enter in the Asset’s purchase price

P - Warranty Expiration Date

11/25/2030

Enter in when the asset's warranty expires

  • Format: mm/dd/yyyy

Q - Residual Price

2000

Enter in the asset's residual price

R - Useful Life

3 years

Enter the asset's useful life (in years) must be all lower case, no capitals

S - Team Name

Response Team

The UpKeep Team assigned to the Asset

  • To Assign Multiple Teams use a comma Team 1, Team 2

T - Customer Assigned Name

Customer123

The Customer associated with the Asset

  • Must be a customer within the customers section

U - Vendor Assigned Name

Vendor123

The Vendor Associated to the Asset

  • Must be a vendor in your Vendors section

V - Parts Name

HVAC Filter

The UpKeep Name of the part assigned to the Asset

  • To Assign Multiple Teams use a comma Part 1, Part 2

W - Track Check Ins/Outs

True

Add the ability to have check in/check out for Asset

  • True or False

X - Check out Procedure

Fill out Form

What are the steps needed to check out this Asset?

Y - Check In Procedure

Alert the Manager

What are the steps needed to check in this Asset?

Common Issues & Fixes

Data Doesn’t Update

  • Check that Asset ID matches exactly

Duplicate Records Created

  • Caused by case differences or mismatched names

  • Example: “Warehouse” vs “WareHouse”

Import Errors

  • Remove extra spaces in your file

  • Ensure required fields are mapped correctly

Manufacturer Not Showing

  • Must be added as a Vendor in UpKeep first

Numbers Look Incorrect (Barcode/Serial)

  • Excel may reformat large numbers

  • Format cells as Text before importing

FAQs

What is the difference in an area and location on an asset's details?

The location is the specific building or site where the asset is linked in UpKeep. The area allows you to add more specifics on a certain region/zone within the location.

Example:

  • Asset = HVAC #1

  • Location = Warehouse #1

  • Area = Zone, Section, or Region within the Location of the asset you'd like to show your team. Area provides another location value to help your team know exactly where to locate the asset.

Can I import parent and child assets together?

Yes—but the parent must appear above the child in your file.

Do values need to match exactly?

Yes. Imports are case-sensitive and exact match required.

Related Articles
How to Import/Update Locations
Create and Edit Assets
How to Import New and Update Parts
Video - How to Create an Asset
Locations Section Overview
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