If you have a lot of equipment items, don't add them all manually. Instead, consider using our Bulk Upload template to import your essential equipment details.
To Bulk Upload your equipment:
Navigate to the Equipment List
Select the drop-down arrow next to Add equipment
Select Bulk upload equipment
Download our Equipment Template CSV file (spreadsheet)
From there, you just need to input your equipment details into the Equipment Template CSV columns, one equipment item per row.
Once completed, the Equipment Template:
Navigate to the Equipment List
Select the drop-down arrow next to Add equipment
Select Bulk upload equipment
Click Upload
Select your updated Template from your computer
Your equipment should automatically upload to your Equipment List.
Data Migration from your current Asset Management Spreadsheets:
If you already have an asset management system, here's what you can do to transfer your Equipment list into Site App Pro:
Step 1: Download the Template
First, get a blank copy of the Site App Pro Equipment Template. This is the most crucial step, as it provides the correct format, including the exact column headers the system requires.
Step 2: Map Your Columns
Open your existing spreadsheet and the new Site App Pro template side-by-side. For each column in the Site App Pro template (like Name , Category , Make ), find the corresponding column in your own spreadsheet. They might not have the same name, but they will contain the same type of information.
For example:
Your "Asset Description" column might map to the template's
Namecolumn.Your "Purchase Date" column might map to the
Date of Ownershipcolumn.
Step 3: Copy and Paste
Once you have mapped your columns, carefully copy the data from your spreadsheet and paste it into the correct columns in the Site App Pro template.
Pro-Tip: Use "Paste Special > Values" (or a similar option in your spreadsheet software) to avoid carrying over any unwanted formatting from your original sheet.
Step 4: Clean and Format
After pasting the data, you will likely need to do some quick cleanup to match Site App Pro's requirements:
Check Date Formats: Ensure all dates are in these formats:
DD MMM YYYY • 08 Aug 2025MM-DD-YYYY • 08-24-2025
DD-MM-YYYY • 24-08-2025
YYYY-MM-DD • 2025-08-24
DD/MM/YYYY • 24/08/2025
MM/DD/YYYY • 08/24/2025
Check Yes/No Fields: Make sure any "yes/no" type fields are formatted correctly (e.g., as
yesorno).Review for Consistency: Quickly scan the data for any inconsistencies, especially in the
Categorycolumn.
Step 5: Save and Upload
Finally, save the template file as a CSV (Comma-delimited) file. You can now upload this file directly into Site App Pro. It's always a good idea to start with a small batch of 5-10 items to ensure your mapping and formatting are correct before uploading hundreds of items.
Tips & Tricks:
Creating Rock-Solid Equipment Profiles
A profile is only as good as the information it holds. Follow these tips to make each one a reliable single source of truth:
Add a Clear Photo – Use a well-lit, consistent angle so your team can instantly identify the item in the field.
Name It Clearly – Skip vague names. Use specific, searchable titles like “Makita 18V Impact Driver – Asset #07”.
Include All Details – Serial number, purchase date, and warranty info are essential for maintenance, insurance, and asset tracking.
Attach Key Docs – Upload manuals, safety sheets, risk assessments, or compliance certificates so everything’s in one place.
Use QR Codes Wisely – Best for high-use, mobile, or safety-critical items so their status is just a scan away.
File Format
CSV Only: Your file must be in a Comma Separated Values (.csv) format. You can create this using any spreadsheet software like Microsoft Excel, Google Sheets, or Apple Numbers. When saving, make sure to select "CSV (Comma-delimited)" as the file type.
Column Headers
Do Not Change: The column headers in the template are fixed and should not be altered in any way. Do not rename, delete, or reorder any of the columns, as this will cause the upload to fail.
Data Entry
Required Fields: Make sure you have completed all the mandatory fields for each item. In this template, Nameand Category are required for every row.
Date Fields: For any date fields, such as
Date of Ownership,Registration Date,Next Inspections Date,Registration Expiry Date, andSmog Text Expiry Date, you must use these formats:DD MMM YYYY • 08 Aug 2025
MM-DD-YYYY • 08-24-2025
DD-MM-YYYY • 24-08-2025
YYYY-MM-DD • 2025-08-24
DD/MM/YYYY • 24/08/2025
MM/DD/YYYY • 08/24/2025
Boolean (Yes/No) Fields: For fields like
Show as Slider, you can use any of the following to represent "yes" or "no":Yes:
yes,y,true,t,1No:
no,n,false,f,0
Data Consistency: For fields like
Category,Make, andModel, try to be consistent with your naming. For example, use "Heavy Machinery" every time, rather than "Heavy machines" or "heavy machinery."
Tips for a Smooth Upload
Start Small: Instead of uploading 100s of items, start with 5-10 to check for your formatting. If there are errors in formatting, correcting a few is much easier than correcting 100.
Limitations: Site App Pro allows up to 1000 equipment items per bulk upload. If you need to upload more, split your template into multiple uploads.
Check for Errors: Before you upload, double-check your data for any obvious errors, such as typos, incorrect date formats, or missing required information.
Troubleshooting: If your upload fails, the system will typically provide an error message indicating the problem. Carefully review the error message and the corresponding rows in your file to identify and fix the issue.