Quick summary
The Data Import tool lets you quickly upload spreadsheet data (locations, vendors, assets, parts, procedures, PMs, work orders, etc.) into Click Maint. The tool is easy to use but uses AI to help guide you along the way and make suggestions. This tool takes the place of havoing to entrer data manually one item at a time. This article helps with must- dos, suggestions, and best practices for your begin.
Recommended Import Order
This order respects dependencies and avoids common reference errors.
Locations
Vendors
Assets
Parts / Inventory
Procedures
Work Orders
PMs (Preventive Maintenance)
File types & templates
The importer accepts CSV, TSV, TXT, XLS/XLSX, and XML, though Excel and CSV are most common. The tool also offers a built-in template with Click Maint column names.
We strongly recommend using the Master Import spreadsheet (or the template downloaded from the Data Import page) because it documents required fields, allowed formats, and examples for each module (Locations, Assets, Parts, etc.). See the sample template rows and column help in the master sheet.
Best practices & tips
Clean and normalize names before importing (consistent vendor names, categories, and asset types). The importer will create many reference items automatically if they’re present in the spreadsheet, but a clean input reduces cleanup work later.
Import vendors early so assets/parts can reference them.
Use semicolons for multi-value columns (e.g.,
Pump;Valve;Strainer).Import small batches while you’re testing mapping rules and column matches.
Keep consistent naming conventions (e.g.,
AHU-1notAHU 1sometimes), especially for assets and locations.If you need to import work order history or PMS and the option isn’t available, ask your Implementation Specialist — these features have special visibility and prerequisites.
Common Errors & Troubleshooting
Date format errors — ensure
YYYY-MM-DD. (Common for Purchase Date, Warranty Expiry.)Duplicate names — assets must be unique across DB; locations must be unique within an entity.
Missing vendor errors — if an asset/part row references a vendor that doesn’t yet exist, the importer will fail or flag that row. Import vendors first or remove vendor references.
Boolean value mistakes — use
TRUE/FALSE(notYes/Noor1/0).Multi-value parsing — remember
;for lists (e.g., multiple parts, asset types, vendors).Work orders & history — work order history import is complex and may be restricted to onboarding role; if you don’t see it in your import UI, ask your Implementation Specialist.
“URL label one” asset flag — training notes mention an issue where the required field “URL label one” is often flagged during asset imports; our product team investigated this and followed up. If you see this flag, please contact support with the import report.
Step-by-step: Using the Data Import tool
Admin user select Admin Settings from the main menu.
Click on the Import Data Tool tab.
Select the module you want to import (Locations, Vendors, Assets, Parts, Procedures, PMS, Work Orders, etc.).
(Optional) Download template for that module — or download the combined Master Import spreadsheet used by implementation. This gives you the exact column names and notes.
Prepare your file using the template rules above (dates, semicolons, TRUE/FALSE, unique names).
Upload your file (CSV/XLSX/TXT/TSV/XML). The importer will present a preview.
Let the AI/column matcher run. The importer shows suggested field matches (star icon for AI-matched columns). Review and correct any column mappings. You can ignore columns the tool can’t map. The tool also offers bulk-fix options (for example, to remap an entity name in the sheet to an existing entity).
Confirm and run the import. The tool runs validations and creates records.
Review results & errors. The import gives a success / error report. Fix any flagged rows (duplicate names, bad date format, missing vendor references, etc.) and re-import.
For large datasets: import in smaller batches first (e.g., 100–500 rows) so you can iterate quickly and resolve mapping errors.
Connect withthe Click Maint Support team if you have any questions- [email protected]