Accessing Import/Export Settings
- Click Settings in the sidebar
- Select the Import/Export icon from the settings navigation
Permissions
Import/Export requires specific permissions:| Permission | Access |
|---|---|
| manage_settings_import | Access to import data |
| manage_settings_export | Access to export data |
If you can only see one tab (Import or Export), you have permission for that specific operation only.
Import Data
Supported Import Types
| Data Type | Description |
|---|---|
| Companies | Client company records with ticketing defaults |
| Locations | Company location information |
| Devices | Device inventory records |
| Standards | Standards/compliance check definitions |
| Planner | Planner items and roadmap entries |
| Goals | Strategic goals for companies |
| Company Roles | User-to-company role assignments |
Import Process
1
Select Data Type
Choose the type of data you want to import from the dropdown menu.
2
Upload CSV File
Either drag and drop your CSV file onto the upload area, or click Browse Files to select a file.
3
Choose Import Mode
Select how to handle existing records:
- Create and update records: Creates new records and updates existing ones
- Create new records only: Only adds new records, skips existing
- Update existing records: Only updates existing records, skips new
4
Import Data
Click Import Data to process the file.
Import Modes Explained
| Mode | New Records | Existing Records |
|---|---|---|
| Create and update | Created | Updated |
| Create only | Created | Skipped |
| Update only | Skipped | Updated |
Export Data
Supported Export Types
| Data Type | Description |
|---|---|
| Companies | Company records with all configured fields |
| Locations | Location details linked to companies |
| Devices | Device inventory with specifications |
| Standards | Standards check definitions |
| Compliance | Compliance results and status history |
| Planner | Planner items and roadmap data |
| Goals | Strategic goals and progress |
| Company Roles | User assignments to company roles |
Export Process
1
Select Data Type
Choose what data to export from the dropdown.
2
Select Company Scope
Choose to export:
- All Companies: Export data for all companies
- Specific Company: Select a single company from the dropdown
3
Export Data
Click Export Data to generate and download the CSV file.
Export File Naming
Exported files are automatically named with the format:companies_export_all_20251230.csv
Download Templates
Import templates provide the correct column structure for each data type. Always use templates to ensure your data imports correctly.Available Templates
Companies
Client companies with PSA defaults (board, priority, status)
Locations
Company locations with addresses
Devices
Device inventory records
Standards
Compliance standards definitions
Planner
Roadmap and planner items
Goals
Strategic goals
Company Roles
User-to-company role assignments
Template Structure
Each template includes:- Required columns with asterisks (*)
- Optional columns that can be left empty
- Example row showing expected data format
- Column headers matching expected field names
CSV Format Requirements
General Requirements
| Requirement | Description |
|---|---|
| Encoding | UTF-8 (required for special characters) |
| Delimiter | Comma (,) |
| Headers | First row must contain column headers |
| Line Endings | Windows (CRLF) or Unix (LF) both supported |
Data Formatting
| Data Type | Format | Example |
|---|---|---|
| Dates | YYYY-MM-DD | 2025-12-30 |
| Phone Numbers | Any format | +1 (555) 123-4567 |
| Boolean | true/false or 1/0 | true |
| Empty Values | Leave blank |
Best Practices
Before Importing
Backup First
Backup First
Export existing data before major imports. This allows you to restore if something goes wrong.
Test with Small Batches
Test with Small Batches
Import a few records first to verify formatting. Fix any issues before importing the full dataset.
Clean Your Data
Clean Your Data
Remove duplicates, fix inconsistent formatting, and validate required fields before importing.
Use Templates
Use Templates
Always start with downloaded templates rather than creating CSV files from scratch.
Data Quality
- Consistent formatting: Use the same date and phone formats throughout
- Required fields: Ensure all required columns have values
- Unique identifiers: Avoid duplicate IDs or email addresses
- Valid references: Company IDs and other references must exist in the system
Troubleshooting
Common Import Errors
| Error | Cause | Solution |
|---|---|---|
| Missing required field | Required column is empty | Fill in all required columns |
| Invalid format | Date/number format incorrect | Use YYYY-MM-DD for dates |
| Duplicate record | Record already exists | Use “Update only” mode or remove duplicate |
| File too large | CSV exceeds size limit | Split into smaller files |
| Invalid reference | Company/user ID doesn’t exist | Verify referenced records exist |
| Encoding error | Wrong file encoding | Save as UTF-8 |
File Not Uploading
- Ensure the file extension is
.csv - Check file size is under the limit
- Try saving the file with UTF-8 encoding
- Verify the file isn’t open in another application
Records Not Importing
- Check that required columns have values
- Verify date formats match YYYY-MM-DD
- Ensure referenced IDs (company, user) exist
- Review the import results for specific error messages