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Import several machines from a CSV file

Already have your fleet list in Excel or Google Sheets? KALEA can create all the machines at once from a CSV file. A preview shows you the result before anything is created. This feature is reserved for the manager.

  1. Step 1 : Open the import

    In the menu, open “Machines” and click “Import”. If your fleet is still empty, the “Import machines” button is offered directly on the page.

  2. Step 2 : Prepare the file

    Click “Download a template”: you get a file with the columns and two example rows. Only the name column is required. The others are: “Internal code”, “Make”, “Model”, “Serial no.”, “Registration”, “Year”, “Category”, “Type”, “Status”, “Current counter”, “Counter unit”, “Commissioning date”, “Purchase price” and “Purchase date”. The order of the columns is free.

  3. Step 3 : Choose the file

    Click “Choose a file…” or drag the .csv file into the area. KALEA detects the separator on its own (semicolon, comma or tab), so a file saved by a French-language Excel works.

  4. Step 4 : Check the preview

    Nothing is created at this stage. Four tiles sum up the file: “To create”, “To update”, “Skipped” and “With errors”. Each row shows what will happen to it. If some machines already exist in your fleet (same internal code, serial number or registration), choose “Skip them”, “Update them” or “Create anyway” (the last choice does not go through if the internal code already exists). Categories that do not exist yet are announced and will be created.

  5. Step 5 : Start the import

    Click the “Import … machine(s)” button. A progress bar appears: do not close the window before it finishes.

  6. Step 6 : Read the report

    The report shows “Created”, “Updated”, “Skipped” and “With errors”. If there are errors, click “Download the errors (CSV)” (see common errors), then “Finish”.

Good to know

  • Dates are written YYYY-MM-DD or DD/MM/YYYY. The type is “machine” (default) or “vehicle”. With no unit column, a vehicle's meter is in kilometres, a machine's in hours.
  • The “Internal code” is your own reference (for example G-14). It lets you run an import again without creating duplicates.
  • Imported machines have neither a maintenance plan nor a photo: they show “Maintenance plan to be defined”. Then upload a manual for each one (see upload or replace the maintenance manual).
  • The number of rows per file is limited: beyond it, KALEA asks you to split the file. Depending on your plan, some rows may also be refused because the machine limit is reached; if machines go beyond the ones included, the preview states the extra. The details are on the plans page.
  • A mistake in the file? See cancel an import.

A question?

Can't find the answer? In the app, open “Help & support” and write to us: the team replies in the same screen. You can also email support@kalea.pro.