How to Bulk Upload your Kitchen Equipment

If you're getting started with a long list of equipment, adding each item one by one can be time-consuming. The bulk upload feature allows you to import your entire equipment list from a spreadsheet, saving you a significant amount of setup time.

The Bulk Upload Process

The process involves downloading our template, filling it with your equipment details, and uploading it back into Safe Food Pro.

From the Admin Console, navigate to the Equipment List.
Click the dropdown arrow next to the Add equipment button.
Select Bulk upload equipment.
Download our Equipment Template CSV file.
Open the CSV file in any spreadsheet software (like Microsoft Excel or Google Sheets) and enter your equipment details, with one item per row.
Once you've added your items, return to the bulk upload screen in Safe Food Pro, click Upload, and select your completed CSV file.

Your equipment will then be imported directly into your list.

Tips for a Smooth Upload

To ensure your upload is successful, it's crucial to follow the template's formatting rules.

File Format

Your file must be saved in a Comma Separated Values (.csv ) format. When saving your spreadsheet, make sure to select "CSV (Comma-delimited)" as the file type.

Column Headers

The column headers in the template are fixed and must not be changed. Do not rename, delete, or reorder any columns, as this will cause the upload to fail.

Data Entry Rules

Required Fields: You must complete the Name and Category fields for every item. For example, a Name could be "Main Kitchen Walk-in Freezer" and its Category could be "Refrigeration".
Date Fields: All dates (like Calibration Due Date or Purchase Date ) must use the format DD MMM YYYY (e.g., 01 Jan 2025 ).
Yes/No Fields: For any fields requiring a "yes" or "no" answer, you can use yes , y , true , t , 1 for YES, or no , n , false , f , 0 for NO.
Data Consistency: Be consistent with your naming, especially in the Category column. Using "Refrigeration" every time is better than mixing "Refrigeration" and "Fridges".

Troubleshooting and Pro-Tips

Start Small: Before uploading hundreds of items, start by uploading a test file with just 5-10 items. This makes it much easier to find and fix any formatting errors.
Upload Limit: You can upload up to 1000 equipment items at a time. If you have more, please split your list into multiple CSV files.
Check for Errors: If an upload fails, the system will provide an error message indicating the problem row or column. Carefully review the error and your file to fix the issue.