Import Inventory via Excel

The Excel based inventory import is designed for one time or structured bulk imports. It is especially useful if you already manage your inventory outside of equipme and want to migrate that data into the platform.

Typical use cases include:

• Migrating from spreadsheets or another tool
• Importing a larger number of existing assets at once
• Structuring inventory before rolling out self service or service assignments

The import does not replace daily inventory management. Once the data is imported, ongoing changes should happen directly in equipme.

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Where to find the import

You can start the import here:

Assets → Inventory → Import

From there, you choose the source and upload your Excel file.

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Choosing the right import source

When starting the import, you can choose between two sources:

Inventory

Use this option if you want to import existing assets such as devices, subscriptions, or contracts that already exist in your organization.

This is the most common choice when migrating data into equipme.

From active portfolio

Use this option if you want to import services from your active service portfolio. This is only relevant if those services are actively offered to employees via the marketplace.

For a classic inventory migration, you will usually select Inventory.

Working with the Excel template

Before uploading your own file, always download the example file.

The example file shows:

• All available fields
• The expected structure
• Supported data types

If you use the example file as a template, equipme will automatically assign matching fields during the mapping step. This saves time and avoids errors.

The import flow

The inventory import follows four structured steps. Understanding this flow helps you stay oriented and know what to expect at each stage.

1. Source

In the first step, you choose the source of your import and upload your Excel file.

Here you:

• Select Inventory or From active portfolio
• Download the example file if needed
• Upload your completed XLSX file

At this stage, no data is imported yet. You are only preparing the dataset.

2. Data mapping

In this step, you assign the columns from your Excel file to the target attributes in equipme.

This includes:

• Reviewing automatic assignments
• Fixing missing or incorrect mappings
• Resolving validation errors
• Editing values inline if needed

This is the most important step for data quality.

3. Editing and selection

Before importing, you can review the prepared records.

Here you can:

• Exclude rows that should not be imported
• Correct remaining data issues
• Validate assignments and values

This step gives you full control over what actually enters your inventory.

4. Preview and import

The final step shows a preview of the inventory items that will be created.

Once confirmed:

• The data is imported into equipme
• Inventory items are created
• The import process is completed

After this step, inventory management continues directly inside equipme.