The Data Import tool lets you quickly upload spreadsheet data (locations, vendors, assets, parts, procedures, and *PMs) 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 having to enter data manually one item at a time. This article helps with best practices, common errors to watch out for, and the how-to guide.
Recommended Import Order
This import order is highly suggested to respect dependencies and avoid common errors.
Locations
Vendors
Assets
Parts / Inventory
Procedures
*PMs (Preventive Maintenance) coming soon!
File types & templates
We strongly recommend using the Master Import spreadsheet that is provided in the import tool. You can download it, fill it, then upload it back into the tool.
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 that you can use if you have no data on file yet and want to bulk-add.
Best practices & tips
Use consistent and clean naming conventions (e.g.,
AHU-1notAHU 1sometimes), especially for assets and locations.Use semicolons for multi-value columns (e.g.,
Pump;Valve;Strainer).Enter Parent location or assets first or higher up on the spreadsheet. If not, the importer won't recognize the parent exists then you can't add a sub location.
For large datasets: import in smaller batches first (e.g., 100–500 rows) so you can make adjustments quickly and resolve mapping errors.
Common Errors & Troubleshooting
Date format errors - ensure
YYYY-MM-DDformate anywhere a date is entered. (Common for Purchase Date, Warranty Expiry.)Duplicate names - assets must be unique across the whole database; locations must be unique within an entity.
Step-by-step: Using the Data Import tool
Entities can't be imported. They must be created before using the Import Data 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 the template for the module import—or download the combined Master Import spreadsheet.
Prepare your file using the template rules stated in each column. Pay attention to 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 or edits. Review and correct any column mappings. 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.
Connect with the Click Maint Support team if you have any questions- [email protected]