Import location data

If you’re adding multiple locations to your inventory, you might want to upload a CSV or Excel file to enter your data all at once.

Here’s how to import new locations into Climate Smart.

On this page:

• Prepare spreadsheet
• Upload spreadsheet
• View results of import
• Fix common errors

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 unsuccessful uploads.

Get the template for locations data 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

Your spreadsheet should include columns with the following headers:

• Location*
• Employees at this location*
• Street address
• City
• Province/state/region/etc.*
• Country*
• Postal code
• Area (sq metres)

Headers with an asterisk (*) are required. Missing mandatory columns will result in an error message and you’ll have to start the process of importing data all over again. Other data is optional but helpful to measure your emissions more accurately.

Row data

To prevent errors, here’s how to format some of the information in your spreadsheet.

Header	Description	✓ Do this	X Don’t do this
Location*	The location the shipment or delivery relates to. Location names must match your inventory. These names are case sensitive.	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.
Employees at this location*	The number of employees or team members who work at this location. If your location doesn't have employees, enter 0.  Enter numbers as digits.	100, 10.5	One hundred
Street address	The location’s address, including unit number (if applicable).	1930-9 Ave SW	-
City	The city your shop, warehouse, or other building is located in.	Calgary	Don't abbreviate city names.
Province/state/region/etc.*	The province, state, or region your location is in.	Ontario, ON	-
Country*	The country your location is in.	Canada, USA	-
Postal code	Your location’s postal or zip code.	Enter the entire code, for example: T2P 3C5 90210	If your ZIP code begins with a 0, make sure it hasn’t been removed by Excel.
Area (sq metres)	The size of your location measured in square metres. Only enter the number in this column (not the unit of measurement).	1250	1250 sq. meters

Upload spreadsheet

To upload a spreadsheet:

1. On the Import inventory data page, click IMPORT NEW LOCATIONS.
2. Select an inventory from the drop-down list and click NEXT.
3. If you need one (we recommend it!), click DOWNLOAD TEMPLATE for a spreadsheet we’ve designed to sort your data. Learn how to format your spreadsheet.
4. When your spreadsheet is ready, click UPLOAD FILE.
5. In the window that opens, drop or select the file with your data.
6. Select the row with your column headers and click Continue, or Skip and use alphabets as headers to manually choose your columns.
7. Our software automatically matches the columns in your spreadsheet 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.
8. Review and finalize the data. Fix any errors and then click Import record.
9. Click Submit and wait for an email from us to find out if you successfully imported data or if you need to try again.

Watch a video to see how this process works.

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 your new locations 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:

1. In the top navigation, click Toolbox and select Import Data.
2. 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.
3. In this row, click DOWNLOAD.
4. Open the downloaded file.
5. Click the Errors tab. On this sheet, review each line of data and the reason it could not be imported.
6. 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 location 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 data in all required columns.
Location name taken. Try another.	Every location name must be unique. This includes capitalization. Enter a name that’s spelled differently and try again.
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 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: March 2, 2024 is a valid date July 3, 2023 is not a valid date
Inventory name doesn't match your records. Check spelling and try again.	Make sure your inventory name is written the same way, including capitalization.

Contact our Customer Success team if you need more help.