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How Do I Import Data from an Excel Spreadsheet?

Import users, locations, checklists, supplies, and related setup data into Clean Smarts from the Excel upload template.

Use the Clean Smarts import template when you need to bring setup data into the web portal without entering every user, location, checklist, or supply item by hand. You'll upload the workbook, let Clean Smarts analyze it, review the mapped rows, and then record only the items you accept.

Applies to: Account administrators with access to Company Settings and account-management tools.

Before You Start

  • Download the current Upload Template from Company Settings > Import Data. You can also open the current template here: Clean Smarts upload template.
  • Use an Excel workbook file: .xlsx, .xls, or .xlsm. CSV, PDF, and image files won't upload.
  • Plan time to review the import before recording it. Uploading and analyzing the workbook does not finish the import by itself.
  • Decide whether you're importing all setup data at once or splitting it into smaller batches. Smaller workbooks are easier to review and fix.
  • If you include temporary passwords or PINs in the workbook, treat the file like sensitive account data and remove it from shared drives when you're done.

Fill Out the Upload Template

Open the template in Excel or another spreadsheet app that can save Excel workbook files. Replace the sample rows with your own data, but keep the sheet names and header rows in place.

The current template includes these sheets:

  • Users - Employees, managers, admins, or customers. Keep First Name, Last Name, and Email Address filled in for each user row. Use Initial Access values such as cleaner, manager, admin, or customer.
  • Checklists - One checklist per row. Put the checklist name in Description, then add each task across the Task 1, Task 2, Task 3, and later task columns.
  • Supplies - Company supply catalog items. Fill in Description for each item, then add details like brand, SKU, unit, cost, currency, and vendor when you have them.
  • Locations - Location hierarchy, service locations, schedules, assigned users, checklists, and job details. The instructions at the top of this sheet matter: fill only the location-name column that matches the depth of the row, and leave parent columns blank on child rows.

For best results:

  • Keep one type of data on the matching sheet.
  • Do not delete, rename, or move the header rows. The Users, Checklists, and Supplies headers are on row 2, with data starting on row 3. The Locations headers are on row 5, with data starting on row 7.
  • Avoid merged cells, hidden header rows, and decorative layouts.
  • Use the same user names, checklist names, vendor names, and location names you expect Clean Smarts to match during review.
  • Use Y or Yes for yes/no location fields, such as Check-In/Service Location? and day-of-week columns.
  • Save the finished workbook as .xlsx, .xls, or .xlsm.

Upload and Analyze the Workbook

  1. Click your profile in the bottom-left corner and choose Company Settings. You can also press Ctrl+K or Cmd+K and search for Import Data.
  2. Open Import Data.
  3. Click New Import.
  4. Click Upload Template if you still need a fresh copy of the workbook.
  5. Under Workbook, choose your completed Excel file.
  6. Click Upload and Analyze.

Clean Smarts uploads the file and starts analyzing the workbook. While analysis is running, you'll see the import status and progress. When it finishes, the import changes to Ready for review and shows totals for Entities, Accepted, Warnings, and Errors.

Review the Mapped Rows

The review step is where you decide what should actually be recorded.

  1. Open the import run from the list on the left if it is not already selected.
  2. In Review, use All, Needs review, or the object-type filters to focus the list.
  3. Check each row's Object, Source, and Status. The Source column shows the sheet and row number from your workbook.
  4. Click a row to view its mapped details.
  5. If a row needs a small correction, click the edit icon, update the fields, and click Re-evaluate.
  6. Click Accept for valid rows you want to import.
  7. Click the reject icon for rows you want to hold back.
  8. Click Save review.

Rows with blocking errors need to be fixed before they can be recorded. Rows you reject stay attached to the import run, but Clean Smarts does not record them.

Download the Report

Click Download report after analysis or review. The report is useful when you want to:

  • Share warnings or errors with someone cleaning up the spreadsheet.
  • Compare the mapped rows with the original workbook.
  • Keep a record of what was accepted, rejected, skipped, or blocked.

If the report shows repeated issues, it is often faster to fix the workbook and start a new import than to edit many rows one by one.

Record the Accepted Items

When the review looks right, click Record accepted items. Clean Smarts saves your accepted, valid rows and leaves rejected or blocked rows out of the import.

After the import finishes, the Results section shows:

  • Created - New items added to Clean Smarts.
  • Skipped - Rows Clean Smarts did not create, often because they matched existing data or were not eligible to be recorded.
  • Still blocked - Rows that still had errors after the import.

Some imported rows may link to the new Clean Smarts record after they are created. For example, a created user, location, checklist, supply, vendor, or work order can open from the review list when Clean Smarts has a destination record for it.

Tips and Troubleshooting

The workbook won't upload. Confirm the file is saved as .xlsx, .xls, or .xlsm. Re-save the file from Excel if another spreadsheet app created a file that looks like Excel but has the wrong file type.

Rows are missing or mapped incorrectly. Check that the template sheet names and header rows are still in place. Avoid merged cells and make sure data starts below the header row, not inside the instruction rows.

A user row has an error. Make sure First Name, Last Name, and Email Address are filled in. Use a clear Initial Access value such as cleaner, manager, admin, or customer.

A checklist or supply row has an error. Make sure the Description field is filled in. That is the main name Clean Smarts uses for those rows.

Assigned users or checklists are not matching. Use names that already appear elsewhere in the workbook or in Clean Smarts. For example, if a location row assigns Maria Garcia, the user row or existing user profile should use that same name.

You uploaded the wrong file. Delete the import run if it is not currently recording data, then start a new import with the correct workbook.