Documentation
Import Your Equipment
Bring your existing inventory into Calibration Vault in minutes using CSV import.
Before You Begin
Complete this checklist before starting your import.
Quick Start
Import your equipment in three simple steps.
Download Template
Get our pre-formatted CSV template with all required columns.
Fill Your Data
Paste your equipment data into the template. Check required fields.
Upload & Import
Drag your file into the import area and review the results.
Column Reference
Understand what data each column expects.
Required Fields
These four fields must have values for every row.
| Column | Description | Format | Example |
|---|---|---|---|
| assetId | Your internal identifier for this equipment | 1-100 characters. Letters, numbers, hyphens, and underscores only. | TEMP-001, pressure_gauge_12, LAB3-SCALE-A |
| name | What you call this equipment | 1-100 characters | Digital Thermometer, Pressure Gauge Model X |
| instrumentType | Equipment category | Must match exactly: Temperature, Pressure, Electrical, Weight, Flow, Dimensional, Optical, or Other | Temperature |
| location | Where this equipment is stored or used | 1-200 characters | Building A - Lab 3, Warehouse Rack 12 |
Optional Fields
OptionalShow optional fields
Optional Fields
Include these columns to add more detail to your equipment records.
| Column | Description | Format | Example |
|---|---|---|---|
| manufacturer | Company that made the equipment | Up to 100 characters | Fluke, Mettler Toledo, Omega Engineering |
| model | Manufacturer's model number | Up to 100 characters | 87V, XPE205, HH802U |
| serialNumber | Unique serial from manufacturer | Up to 100 characters | SN-2024-78934, ABC123456 |
| calibrationFrequencyMonths | How often calibration is required | Number between 1 and 120 | 12 (annual), 6 (semi-annual), 3 (quarterly) |
| lastCalibrationDate | When equipment was last calibrated | YYYY-MM-DD | 2024-06-15 |
| nextCalibrationDue | When next calibration is due | YYYY-MM-DD | 2025-06-15 |
| notes | Additional information | Up to 1000 characters | Requires external calibration. Contact ABC Calibration Services. |
Step-by-Step Process
Follow these steps to complete your import.
Navigate to Import
From your dashboard, select Equipment in the main navigation. Click the Import button in the top right corner.
Upload Your File
Drag your CSV or XLSX file into the upload area. Alternatively, click Browse Files to select from your computer. The system validates your file immediately.
Map Your Columns
If your column headers match our template exactly, mapping happens automatically. If not, use the dropdown menus to match your columns to Calibration Vault fields.
Choose Duplicate Handling
Select how the system should handle asset IDs that already exist in your inventory. See the Duplicate Handling section below for guidance.
Preview Your Import
Review the first 10 rows of your import. Check that data appears in the correct columns. Look for formatting issues in dates and instrument types.
Start Import
Click Import Equipment to begin. Large files may take several minutes to process. You can navigate away from this page. The system will notify you when the import completes.
Review Results
After import, you will see a summary showing total rows processed, successfully imported records, skipped duplicates, and rows with errors. Download the error report to see specific issues with failed rows.
Duplicate Handling
Choose the strategy that matches your situation.
When an asset ID in your import matches an existing record, the system ignores that row entirely.
When to use
- You are adding new equipment only
- You want to protect existing data from accidental changes
- You are unsure whether some equipment is already in the system
Example: Your import contains TEMP-001. That asset ID already exists. The system keeps the existing record unchanged and moves to the next row.
Troubleshooting
Common errors and how to fix them.
File Upload Errors
Show solutions
File Upload Errors
"File too large"
Your file exceeds 10MB. Split your import into multiple smaller files. Each file can contain up to approximately 50,000 rows.
"Invalid file format"
Save your file as CSV (UTF-8) or XLSX. If using CSV, ensure your spreadsheet application did not add extra formatting.
"File appears to be empty"
Check that your data starts in row 2 (row 1 should be headers). Remove any empty rows at the top of your file.
Column Mapping Errors
Show solutions
Column Mapping Errors
"Required field not mapped"
Every required field needs a matching column. Check that your headers match the expected names exactly. Common issues include extra spaces and different capitalisation.
"Column mapped twice"
Each Calibration Vault field can only match one column from your file. Check for duplicate column headers in your spreadsheet.
Data Validation Errors
Show solutions
Data Validation Errors
"Invalid instrument type"
The instrumentType column contains a value that does not match the allowed list. Check spelling and capitalisation. Use "Other" for equipment that does not fit standard categories.
"Invalid date format"
YYYY-MM-DD is the recommended format. However, the system also accepts DD/MM/YYYY, DD-MMM-YYYY, and most other common date formats. If you see this error, check for typos or invalid dates like 32nd of a month.
"Asset ID already exists"
This row has an asset ID that matches an existing record. Choose a duplicate handling strategy other than the default, or modify the asset ID in your file.
"Asset ID contains invalid characters"
Remove spaces, full stops, and special characters from asset IDs. Only letters, numbers, hyphens, and underscores are allowed.
"Field exceeds maximum length"
Shorten the text in the indicated field. See the Column Reference for maximum character counts.
"Calibration frequency out of range"
The calibrationFrequencyMonths value must be between 1 and 120. Check for typos or values in years instead of months.
Frequently Asked Questions
Can I import equipment without calibration dates?
Yes. The lastCalibrationDate and nextCalibrationDue fields are optional. You can add this information later through the equipment detail page.
What happens to calibration history when I use Replace?
The Replace option only affects equipment details. Calibration records and certificates linked to the equipment remain intact.
Can I undo an import?
There is no automatic undo. For Replace and Merge imports, the previous data is not retained. We recommend exporting your current inventory before major imports.
How do I add a new instrument type?
Contact your account administrator. Custom instrument types require configuration by our support team.
Can I import calibration certificates?
This import feature handles equipment data only. Upload calibration certificates through the individual equipment record after import.
What if my data is in multiple spreadsheets?
Combine your data into a single file before importing, or import each file separately. The system handles multiple imports without issue.
How long does import take?
Most imports complete within 2 minutes. Files approaching the 10MB limit may take up to 10 minutes. You will receive a notification when the import finishes.
Still need help?
Contact our support team for assistance with complex imports or custom requirements.