If you have lots of information to enter about an activity, you might want to upload a CSV or Excel file to add your data all at once. For example, import the actual amount of electricity your organization purchased from utility providers for multiple locations instead of adding each location’s amount separately.
Here’s how to import your activity data into Climate Smart.
On this page:
Prepare spreadsheet
Before you start an import, prepare a spreadsheet with the data you want to upload into Climate Smart. You have two options to make a spreadsheet: download a template or format your own.
Download template to edit
Downloading a template to sort your data is highly recommended. These templates give you the editable columns you need, reducing the chance of missing information or failed uploads.
Get the template for your activity and calculation method when you start a new import.
You can also create your own spreadsheet to sort your data, just make sure it’s formatted correctly and saved as a CSV or Excel file.
Format spreadsheet
Here are some tips when formatting spreadsheets.
Technical requirements
- Spreadsheet must be in a supported format (.csv, .xlxs)
- Spreadsheet must be 1 GB or less in size
Column headers
The headers you need to have in your spreadsheet depend on the activity and calculation method you chose. Download the template for your activity and calculation method to find out which headers to include.
Note: Headers with an asterisk (*) are mandatory. Missing a mandatory column will result in an error and you’ll have to start the process of importing data all over again.
Format data
To prevent errors, here’s how to format some common information in you’ll need in your spreadsheet. Download the template for directions on how to format the data you need for your chosen activity and calculation method.
Row data |
Description |
✓ Do this |
X Don’t do this |
Locations |
Name of the location the activity data relates to. You can enter data for multiple locations in one spreadsheet, but only one per row. Names are case sensitive and must match how they appear in your inventory. |
If a location is named Calgary Head Office in your inventory, enter Calgary Head Office in your spreadsheet. |
If a location is named Calgary Head Office in your inventory, don’t enter calgary head office or Calgary Office in your spreadsheet. |
Start/End Dates |
The start and end dates of the activity you’re measuring. This usually matches the start and/end of your inventory period. Dates must be in YYYY-MM-DD format. |
2023-02-17 |
02-17-2023 |
Numbers (costs, distances, etc.) |
Write all numbers as digits instead of spelling them out. |
100, 15.5 |
One hundred |
Area |
The size of your office, warehouse, or other building that your organization owns, controls, or operates. Size must be measured in square meters or square feet. |
Only enter the numeric value in this field, for example: 952. |
Don’t enter the unit of measurement in this field (for example, 952 sq. meters). |
Cost | The cost of the activity. | 100, 10.5 | One hundred |
Cost is estimate | Tell us if you’re estimating the cost of this activity. |
If you’re estimating the cost of this activity, enter Yes. If you have the actual amount this activity cost, enter No. |
Y, N, X |
Currency |
Indicate if your cost was in CAD (Canadian Dollars) or USD (United States Dollars). |
CAD, USD |
CDN, $ |
Description |
Add details about the activity. |
Any format is accepted in this field. |
Not applicable |
Notes |
Enter any information that might help you or your Climate Smart Advisor (if applicable) understand your data in the future. |
Any format is accepted in this field. |
Not applicable |
Upload spreadsheet
To upload a spreadsheet:
- If you’re in your inventory, choose an activity and calculation method, then click IMPORT DATA.
If you’re on the Import inventory data page, click IMPORT ACTIVITY DATA. - On the following pages, select your inventory, activity, and calculation method from the drop-down lists. Click NEXT to move to the next step.
- Click DOWNLOAD TEMPLATE for a spreadsheet we’ve designed to sort your data. Learn how to format your spreadsheet.
- When your spreadsheet is ready, click UPLOAD FILE.
- In the window that opens, drop or select the file with your data.
- Select the row with your column headers and click Continue, or Skip and use alphabets as headers to manually choose your columns.
- The columns in your spreadsheet are automatically matched with the columns required to import data. Review the list to make sure your columns are matched correctly.
If a header was excluded (found at the bottom of the list), you can add it back and select its corresponding column from the drop-down list. When you have all required columns, click Continue. - Review and finalize the data. Fix any errors and then click Import record.
- Click Submit and wait for an email from us to find out if you successfully imported data or if you need to try again.
View results of import
Once your upload is finished, you’ll get an email from us letting you know if you imported data successfully or if you need to try again. You can review the file you uploaded under Recent imports on the Import inventory data page.
Complete import
If your import was successful, your upload status will change to Complete. You’ll find a new entry for the activity in your inventory. Download the file under Upload History to review a list of Successful Uploads.
Incomplete import
If your import was incomplete, you’ll receive an email letting you know. This means that some or all of your data couldn’t be imported. Your upload status will also change to Incomplete. To find and fix errors:
- In the top navigation, click Toolbox and select Import Data.
- On the Import Inventory Data page, under Upload history, find the relevant import with an Incomplete status. The most recent import is listed first by default.
- In this row, click DOWNLOAD.
- Open the downloaded file.
- Click the Errors tab. On this sheet, review each line of data and the reason it could not be imported.
- Learn how to fix common errors. Create a new spreadsheet with the corrected data from the Errors tab and upload it.
Note: In your downloaded file, the Successful Uploads tab lists data that was imported. This information has been added to your inventory and you do not need to upload it again.
Fix common errors
Here are common errors and their solutions when importing activity data:
Error |
Solution |
Unmatched required fields. |
Make sure your spreadsheet has all required columns. Check if any headers were excluded and need to be added back manually. |
Missing values. |
Enter values in all required columns. |
Location name doesn't match your records. Check spelling and try again. |
Make sure you’re importing activity data for a location you already added to your inventory, and that the names are written the same way. Location names are case sensitive. Learn how to import new locations. |
Location doesn’t have that activity. |
You can only import data for activities you already added to your inventory. Learn how to add new activities to your inventory. |
Your date needs to be entered in this format: YYYY-MM-DD |
All dates must be in YYYY-MM-DD format (for example, 2023-01-23) before submitting your file. Make sure your spreadsheet software isn’t automatically reformatting your dates. |
Dates must be within your inventory start and end dates. |
Your activity dates must be within the start and end dates you entered for your inventory. For example, if your inventory period is January 1 to December 31, 2024:
|
Contact our Customer Success team if you need more help.
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