Import Your Records From Another System or a Spreadsheet

The data import is at Settings → Automations & Data → Data Import. Only an admin can import.

Before You Start

• Under Moving From, choose the system you're leaving, or Another Spreadsheet. The numbered tiles below become that system's steps: which file to export, where to find it, and what it brings in.
• Import in the order the tiles are numbered. Customers come first, because contacts, sites, jobs, quotes and invoices link to them, and a tile says which import it needs first.
• If your records are in a spreadsheet of your own, download each tile's template for the column names Deployr recognises, and write dates day first, like 31/12/2025.

Import a File

1. Choose the Import button on the tile, then choose the file: CSV, Excel or JSON. The file isn't stored anywhere.
2. Match Columns: Deployr matches the file's columns for you. Check each match, and choose Suggest Matches for the Rest for any it couldn't place. Required fields must be matched before you can continue.
3. Match Values: choose what each value in the file becomes in Deployr, such as a job status or an asset type. This step appears only when a column needs it.
4. Check Rows: choose what happens to records already in Deployr and any options the import offers, then choose Check Rows. Deployr works out what saving each row will do: add it as new, update a record, leave it as already on file, or skip it and say why. Rows are listed by their spreadsheet row number, up to 200 at a time, and the buttons above the list pick out each kind.
5. Choose the Import button to save, and keep the window open until it finishes.

Nothing is saved until that last step. Skipped Rows downloads the rows that weren't imported, with the reason for each, so you can fix them and import them again.

Records You Already Have

• Leave Them as They Are changes nothing, but still links them, so later files can refer to them.
• Fill In Their Blanks adds details they're missing and changes nothing already there.
• Update Them From the File replaces their details with the file's. Fields the file doesn't have are left alone.

Importing the same file again finds the records it made last time instead of adding them twice. Job, quote, invoice and purchase order numbers from your old system are kept. Where they use the same prefix as Deployr's own numbers, new ones carry on after the highest imported number, so none is handed out twice.

If an Import Stops or Needs Undoing

• If an import stops part way, everything before the problem is saved. Fix the cause and choose Continue the Import; rows already saved aren't added twice.
• Recent Imports lists your latest imports and what each did. For 14 days, Undo deletes the records an import added, except any someone has changed since or that other records now use. Records it only matched or updated aren't changed back.