Import your data

You can bring records in from another system or a spreadsheet. The import matches the file's columns to your fields, checks every row without writing anything, shows you what will happen, and only then imports. An import can be undone.

Steps

1. Open the list you want to fill (for example Contacts or Inventory) and press Import / export. Under Template, download the Excel template to see the columns it expects.
2. Press Import ... from a file. It opens Settings, Tools, Import set to that kind of record.
3. Check What the file holds, pick Where it came from, and pick a Saved mapping if you have one.
4. Press Choose a CSV or Excel file and pick your file. The first line must be the column names.
5. Under Match the columns, check where each column Goes to. Pick Skip this column, or Custom field, named... to keep it as your own field.
6. Choose the options: Keep unmatched columns, Update records already here and Make accounts and categories named in the file.
7. Optional: type a name in Remember this mapping as so the next file from the same place is one click.
8. Press Check ... rows without importing. Each row shows Will be added, Will update, Will be left or Refused, with the reason.
9. Fix the file or press Change the mapping for any refused rows, or go ahead without them.
10. Press Import ... records. When it is done, press Open to see them.

What you can import

• Leads, prospects, contacts and accounts.
• Inventory items, components, tagged units and categories.
• Quotes and orders with their lines, and payments.
• Assets (the fleet), issues and knowledge base articles.

Employees, hours and Dispatch stops are not imported. A person is added by an invite, hours come from the clock, and stops are made from orders.

Quotes and orders

• One row per line item. Rows with the same Booking reference are one booking. The client and event go on its first row.
• The client is found by email, then phone, then name, or made as a contact.
• An item must already be in Inventory, by SKU or name. A price left blank uses the item's own.
• A delivery needs its miles from the warehouse; a client pickup does not.
• If you map Their total, it is only compared with ours, and the check tells you any difference.
• For old, finished orders, tick These are past bookings. See Import past bookings.

Good to know

• Whoever may add a kind of record may import it. Orders also need the right to add quotes.
• A second file from the same place updates rather than doubles, because records remember where they came from.
• Presets for a Goodshuffle project list and inventory export are built in.
• Big files run in steps. If a run stops part way, it says so: press import again to carry on, or undo what went in.
• Undo this import removes what it added into the Trash for 60 days. Records it only updated are kept.
• Importing quotes, orders and payments is on Pro and the license, not on Lite.

If something goes wrong

• Rows are refused. Each one says why. See Import rows are refused.
• "That file has no rows." The first line should be the column names and every line after it a record.
• "You may not add records of any kind, so there is nothing you can import." Your role cannot add records. Ask an admin.