CSV import

Already have your customers, jobs, or equipment in a spreadsheet? Instead of typing them in one at a time, you can upload a CSV file and FieldLabel will create the records for you. A guided dialog walks you through uploading the file, reviewing a preview with built-in error checking, deciding what to do about records that already exist, and then running the import.

Basic plan

CSV import is available on the Basic plan and above. Compare plans →

What you can import

You can import three kinds of records, each from its own list page:

• Customers — name is required; email, phone, address, contact info, and notes are optional.
• Jobs — job name and a customer name are required; a description is optional.
• Assets (equipment) — a unit number and a customer name are required; model number, serial number, date of manufacture, and description are optional.

Import customers first

Jobs and assets are linked to customers by name. The importer will not create customers on the fly — any job or asset whose customer name doesn’t match an existing customer is flagged as an error and skipped. Import (or create) your customers before importing their jobs and equipment.

Where to start an import

Each import starts from the matching list page inside your organization:

• Customers list → Import CSV (top-right header)
• Jobs list → Import CSV (top-right header)
• Assets list → Import CSV (top-right header, next to Scan QR Label and New Asset)

Note

Any internal team member (admin or member) can open the import dialog and review the preview, but only an admin can run the final import. If a member clicks the import button at the last step, they’ll see an “Admin access required” message.

Downloading a template

Not sure how to format your file? The dialog can hand you a correctly-headed starter file.

1. Open the Import CSV dialog from the Customers, Jobs, or Assets list.
2. In the columns section at the bottom of the upload step, click Download template.
3. A .csv file downloads with the right column headers and one example row you can replace with your own data.

Column names map flexibly on import, so you can also adapt an existing spreadsheet rather than starting from the template (for example, Customer Name, Company, Unit #, and Mfg Date are all recognized).

Custom fields in the asset template

If your organization is on the Pro plan and has custom asset fields defined, the Assets dialog lists each active custom field as an extra column (required ones marked with a red asterisk), and the downloaded template includes those columns. Date-type custom fields must use YYYY-MM-DD format.

Importing a file

The flow is the same for customers, jobs, and assets.

1. On the relevant list page, click Import CSV.
2. (Optional) Click Download template to grab a starter file, then fill it in.
3. Drag your file onto the dashed drop area, or click Select CSV File to browse. The file must end in .csv.
4. Wait while FieldLabel analyzes the file. It then shows a preview with counts of Total rows, Valid, With errors, and Collisions, plus a row-by-row table where each row is tagged New, Exists, or Error.
5. If any records already exist, choose how to handle them (see below).
6. Review any validation errors. Rows with errors are excluded automatically.
7. Click the import button at the bottom (for example, Import 12 Customers).
8. On the result screen, review the Created, Updated, and Skipped counts plus any per-row errors, then click Done.

Handling records that already exist

If FieldLabel finds records that match ones you already have, a panel appears asking how to handle them. You pick one action for the whole batch:

• Skip duplicates — leave the existing records untouched and only create new ones.
• Update existing — update specific fields on the matching records (it does not rename them):
  • Customers: email, phone, address, contact info, and notes
  • Jobs: description
  • Assets: model number, serial number, date of manufacture, description, and custom-field values

Matching is case-insensitive and uses different keys per record type: customers match by name, jobs by customer plus job name, and assets by customer plus unit number.

How errors and validation work

The preview is your safety net — nothing is created until you click the import button.

• Each row is checked before import. Common issues include an invalid email, a value that’s too long, or a Customer not found error when a job or asset references a customer that doesn’t exist yet.
• Rows with errors are shown in red and are automatically excluded from the import — they won’t be created even if you proceed. Fix them in your spreadsheet and re-upload to bring them in.
• The preview table shows the first 50 rows, but every valid row in the file is imported.
• Field length limits apply (for example, names up to 200 characters; notes and descriptions up to 2000). Over-length values become validation errors.

Tip

Got a “Customer not found” error? Double-check that the customer name in your spreadsheet exactly matches the customer’s name in FieldLabel (spelling and spacing — capitalization doesn’t matter). If the customer doesn’t exist yet, import your customers first, then re-upload your jobs or assets.

Related

• Customers
• Jobs
• Assets (equipment)
• Custom asset fields
• Integrations overview