Importing Your Inventory#

If you have many rental units to add, or you're migrating from another system, bulk import saves significant time. Import dozens or hundreds of units at once from a spreadsheet.

When to Use Bulk Import#

Bulk import is ideal when:

• Migrating from another rental software
• Starting fresh with many units to add
• Expanding your fleet significantly
• Updating multiple units at once

For adding just a few units, it's usually faster to add them individually.

Before You Start#

What You'll Need#

1. Your unit data in spreadsheet format (CSV)
2. Fleet(s) created to assign units to
3. Location(s) created if you want to assign during import

Supported Fields#

You can import these unit fields:

Step-by-Step Import Process#

Step 1: Access the Import Tool#

1. Go to Account → Account Info in the navbar
2. Click Import
3. Select Units as the import type

Step 2: Download the Template#

Click Download Template to get a pre-formatted CSV file with the correct columns. This template shows:

• Required columns
• Optional columns
• Example data

Tip: Using the template ensures your columns are named correctly.

Step 3: Prepare Your Data#

Open the template in your spreadsheet program (Excel, Google Sheets, Numbers):

1. Delete the example rows (keep the header row)
2. Add your unit data one row per unit
3. Fill required fields — Name and Fleet at minimum
4. Save as CSV when finished

Data Preparation Tips#

Names:

• Make names descriptive and unique
• Include identifying details: 22ft Bennington Pontoon #1
• Avoid special characters that might cause issues

Fleets:

• Use the exact fleet name as it appears in RecSystems
• Create fleets first if they don't exist
• Spelling must match exactly

Capacity and Quantity:

• Use numbers only (no text)
• Capacity = people per unit
• Quantity = how many identical units

Step 4: Upload Your File#

1. Click Upload File or drag your CSV onto the upload area
2. Wait for the file to process
3. The system will analyze your data

Step 5: Review Column Mapping#

RecSystems automatically maps your columns to the correct fields. Review the mapping:

If mapping is incorrect:

• Click the dropdown for any column
• Select the correct RecSystems field
• Or choose Don't import to skip a column

Step 6: Preview the Import#

Before importing, review the preview:

• Total rows — How many units will be imported
• Valid rows — Rows that will import successfully
• Error rows — Rows with issues that need fixing
• Sample data — Preview of what will be created

Handling Errors#

If rows have errors:

1. Click on the error to see details
2. Common issues:
   • Fleet name doesn't match existing fleet
   • Required field is empty
   • Invalid data format
3. Fix issues in your spreadsheet
4. Re-upload the corrected file

Step 7: Import#

When everything looks correct:

1. Click Import
2. Wait for processing (may take a moment for large files)
3. Review the results summary

After Import#

Your units are now in RecSystems, but you may need to:

• Add photos — Upload images for each unit
• Set up pricing — Connect units to timeslots
• Assign locations — Choose pickup/return points
• Publish — Make units visible to customers

Advanced Import Options#

Updating Existing Units#

If you're re-importing to update units:

1. Enable Update existing option
2. Units are matched by name
3. Existing data is updated with new values
4. New units are created for rows that don't match

Import from Other Systems#

If you're migrating from another rental software:

1. Export from old system — Look for CSV export option
2. Review the columns — See what data you have
3. Map to RecSystems fields — Match columns during import
4. Clean up after — Add missing data manually

Common migration sources:

• Checkfront
• Booqable
• Peek Pro
• RMS
• Excel/Google Sheets

Large Imports#

For very large imports (500+ units):

• Import may take several minutes
• You'll receive an email when complete
• Don't close your browser during processing
• Consider importing in batches

Troubleshooting#

Common Issues#

Fleet not found

• Check that the fleet name matches exactly
• Create the fleet first if it doesn't exist
• Watch for extra spaces in names

Invalid capacity

• Must be a number (no text)
• Remove any formatting (commas, etc.)

Duplicate name

• Unit names must be unique
• Add identifiers: #1, #2, etc.

File won't upload

• Ensure it's saved as CSV (not .xlsx or .numbers)
• Check file size isn't too large
• Try re-exporting from your spreadsheet program

Import Failed#

If the entire import fails:

1. Check the error message for details
2. Verify your CSV is formatted correctly
3. Try importing a smaller subset first
4. Contact support if issues persist

After Importing#

Once your units are imported, complete the setup:

Immediate Next Steps#

1. Verify the data — Spot-check several units
2. Add photos — Import doesn't include images
3. Set pricing — Connect to timeslots
4. Assign locations — Where units are available

Before Going Live#

1. Review all units — Check names, descriptions
2. Set up schedules — Hourly, daily, multi-day
3. Configure add-ons — Extras for each fleet
4. Test the booking flow — Make a test reservation

Getting Help#

If you need assistance with importing:

• Check our import troubleshooting guide
• Contact support at [email protected]
• Include your CSV file when reaching out (remove sensitive data)

Related Articles:

• Adding Rental Units
• Understanding Fleets
• Importing Customer Data