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 2,000.
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 missing, a new Work Order will be created. |
B - Work Order Title | Monthly PM – HVAC | Title of the work order. Include additional identifying information if needed. |
C - Work Order Description | Perform monthly maintenance activities for HVAC unit. | Description of the work order. |
D - Work Order # | 5555 | Enter work order number to be assigned. Leave blank for UpKeep to auto-assign a number. |
E - Due Date (Time) | 11:30 | Format: hh:mm. Leave blank if no due time required. |
F - Due Date (Date) | 11/11/25 | Format: mm/dd/yy. Leave blank if no due date required. |
G - Start Date (Time) | 08:00 | Format: hh:mm. Leave blank if no start time required. |
H - Start Date (Date) | 05/27/25 | Format: mm/dd/yy. Leave blank if no start date required. |
I - Completed On (Time) | 23:00 | Format: hh:mm. Leave blank if not completed. |
J - Completed On (Date) | 11/11/25 | Format: mm/dd/yy. Leave blank if not completed. |
K - Work Order Status | Open | Acceptable values: Open, On Hold, In Progress, Complete. |
L - Custom Work Order Status | Maintenance Pending | Custom statuses as defined in UpKeep. |
M - Estimate Hours | 3 | Whole number only. The number of hours expected to complete the work order. |
N - Priority | High | Acceptable values: None, Low, Medium, High. |
O - Category | Preventative – Electrical | Categories must match existing categories in UpKeep. |
P - Completed By Email | Email of the person who completed the work order. | |
Q - Assigned By Email | Email of the person who assigned the work order. | |
R - Assigned To Email | Email of the person assigned to complete the work order. | |
S - Additional Assignee Emails | Emails of any additional users who need to be involved in or informed about the work order. | |
T - Requested By Email | Email of the person who requested the work to be done. | |
U - Team Assigned Name | Team 1 | The name of the UpKeep team assigned to this work order. |
V - Asset Name | Red Ford Pickup | Name of the asset associated with this work order. |
W - Location Name | Florida Building A | Name of the location associated with this work order. |
X - Checklist ID | tYiFnoPRYR | ID of the checklist for the work order. Multiple checklist IDs can be comma-separated. |
Y - Part Names | Wrench,Hammer,Socket,Nuts,Bolts | Names of parts used in the work order. Comma-separated with no spaces. |
Z - Part Locations | Warehouse A, Shelf B | Locations of the parts related to the work order. |
AA - Part Quantities | 5,1,3 | Quantities of parts used, matching the order of Part Names. Comma-separated. |
AB - Purchase Order Names | PO123 | Purchase Order names related to the parts used |
AC - File ID | tYiFnoPRYR | File ID associated with the work order. Can add multiple files, comma-separated. |
AD - Requires Signature (YES/NO) | NO | YES if signature is required, NO if not. |
AE - Archived Status (YES/NO) | NO | YES if the work order should be archived, NO if not. |
AF - Additional Cost | 1450 | Any additional cost related to the work order. |
AG - Time (Hours) | 4 | Total time spent on the work order (in hours). |