If your team already has preventative maintenance or a work order history that is not already entered into UpKeep, you can import that information into UpKeep.

This can also be used to create or update multiple Work Orders at the same time. Download our Sample Template, fill out all the information, then upload it to UpKeep. The steps are listed below!

How to Import your Work Orders

NOTE: Please keep in mind that the maximum number of work orders that can be imported at one time is 20,000.

Download the sample template by navigating to our WO import page and clicking "Download Template" (gif below)
Open the template in Excel or Google Sheets
Do not add or remove any headers in Row 1
Add in your data beginning with Row 2. Fill in each column with data that needs to be on the work orders you create. NOTE: Each row is an individual Work Order
Once filled out, save as a new CSV or xlsx file
Go back to the Import page, and upload the file.
Follow the steps through the Import process
Once done and Imported your Work Orders will now be listed on the Work Orders page.

Gif of how to down load template

Gif of how to Upload and follow through the Import process

Template Guide for Importing

The below template will help you fill in each column with the data that you need to import.

How to locate the 10 character ID if needed

Column Header	Example Entry	Acceptable Values/Format/Notes
A - Work Order ID	okVJ5ZGBDP	The UpKeep ID for updating existing Work Orders. If it does not have an ID it will create a new Work Order.
B - Work Order Title	Monthly PM – HVAC	Title of the work order. If you have multiple work orders with similar names, it may be best to include other identifying information.
C - Work Order Description	Perform monthly maintenance activities for the HVAC unit.	Enter the description of your work order
D - Work Order #	5555	Add your work order # that should be assigned to this Work Order. Note: Leave blank for UpKeep to assign a WO #
E - Due Date	11/11/2021 11:30 AM	Format: mm/dd/yyyy hh:mm NOTE: Leave blank if you don’t require a due date for this work order
F - Work Order Status	Open	These are the only acceptable, exact values: Open On Hold In Progress Complete
G - Estimate Hours	3	The number of hours you’d like to block off on the Scheduler for this activity, based on how long you anticipate this will take to complete. NOTE: You can only input whole numbers like 3. You cannot input fractions or decimal numbers like 3.5. Leave blank if no estimation is needed
H - Priority	Open	These are the only acceptable, exact values: Open On Hold In Progress Complete
I - Category	Preventative – Electrical	Acceptable values: All default Category values and custom created categories NOTE: The entry has to also exist in your categories section
J - Completed On	11/11/2021 11:30 AM	Format: mm/dd/yyyy hh:mm NOTE: Leave blank if this is not a completed Work Order
K - Completed By Email	[email protected]	Add the Email of the user who completed this work order. The user email can be found under People and Teams. NOTE: Leaving this field blank will automatically update with the name of the Admin importing this file
L - Assigned By Email	[email protected]	Add the Email of the user who is creating this work order. The user email can be found under People and Teams. NOTE: Leaving this field blank will automatically update with the name of the Admin importing this file
M - Assigned To Email	[email protected]	Add the email of the user who needs to work on this Work Order. This can be found under People and Teams NOTE: This person will be the person who needs to work on the work order and get the job done Leave blank if you do not want to assign to any user.
N - Additional Assignee Emails	[email protected]	Add the emails of any other workers or users that need to work on or know about this Work Order. NOTE: Leave blank if no additional worker
O - Requested By Email	[email protected]	Add the email of the person or user who is asking for this work to be done.. NOTE: Leaving this field blank will automatically update with the name of the Admin importing this file
P - Team Assigned Name	Team 1	The Name of the UpKeep Team assigned to the Work Order. NOTE: This team must exist within UpKeep.
Q - Asset Name	Red Ford Pickup	You can find the name of the asset under the Assets Page. Add the name of the Asset to this column, to Assign a work order to an asset.
R - Location Name	Florida Building A	You can locate the name of the Location under the Locations Page. Add the name to this column to assign a Work Order to a Location. TIP: You can leave this field blank IF your asset for this WO is already assigned to a location. When the WO is created, the location is auto-assigned.
S - Checklist Name	Monthly Inspection Check	Add the name of the checklist that has tasks that need to be completed to the Work Order. The name of the Checklist can be found under Checklists. NOTE: Leave blank if no checklist needed
T - Part Names	Wrench,Hammer,Socket, Nuts,Bolts	Locate the name of the Part under the Parts and Inventory section. TIP: You can add multiple part names They must be comma-separated (with no spaces after the comma) NOTE: Leave this field blank if no parts are used
U - Part Quantities	5,1,3	TIP: You can add multiple part quantities They must be comma-separated (with no spaces after the comma) in the corresponding order for your Part Names NOTE: Leave this field blank if no parts are used
V - Purchase Order Names	5,1,3	TIP: You can add multiple part quantities They must be comma-separated (with no spaces after the comma) in the corresponding order for your Part Names NOTE: Leave this field blank if no parts are used
W - File Name	Invoice123	The Name of any associated Files NOTE: The Files must exist within UpKeep
X - Requires Signature (YES/NO)	NO	YES if signature is Required
Y - Archived Status (YES/NO)	NO	YES if Work Order is to be archived. Archived Work Orders will be hidden from reporting
Z - Cost	$1450	The Cost of the Work Order
AA - Time	4	The Total time on the Work Order.