Introduction

This video provides an overview of GearLog's import tools, which allow for quick and efficient large-scale changes to data as an alternative to directly typing information into the user interface. You can access these importers through the Tools menu.

Available Importers

While this guide focuses on the Import Gear tool for adding new equipment, all importers function similarly. Other available tools include:

• Import Inspections: Add inspection records for existing equipment (useful for offline inspections).
• Import Users: Add multiple user accounts at once.
• Import Qualifications: Bulk import qualification records for users who have completed training.
• Bulk Updater: Make mass changes to equipment, such as updating serial numbers.
• Bulk Delete Tool: Used with caution for deleting large numbers of records (permission-restricted).

Using the Import Gear Tool

There are two ways to use this tool:

• Using the GearLog Template: Download the pre-mapped template, fill in the rows, and upload. All column headings will map automatically.
• Using Your Own File: Create and upload your own file and then manually map its fields to the GearLog platform.

File Format and Process

The required file format is CSV (Comma Separated Variable). Spreadsheets must be saved in this format before uploading.

Column Mapping

GearLog attempts to map your column headings to the platform fields automatically. If the mapping is incorrect, you can fix it manually. Examples include:

• "What sort of gear" → Category
• "Supplier" → Manufacturer
• "The name of the gear" → Description
• "Assessment" → Status
• "When it's next due for a check" → Next inspection date

Once established, these mappings are saved for future imports.

Value Mapping and Validation

After columns are mapped, you map the specific values within the file for Status, Category, and Manufacturers. The platform uses "fuzzy matching" to assist and saves these choices for next time. The platform then validates the data against the same security and logic checks used for manual entry.

Execution Options

Before finalizing, you can choose to:

• Automatically generate serial numbers for items missing them.
• Include a message in the equipment record noting the import details.

Finalizing the Import

Clicking Execute Import begins the process. You can navigate away from the page; the process will continue in the background, and you will receive an email confirmation upon completion.