Migrating Your Equipment from an Existing System
If you already have your equipment list in another spreadsheet, there's no need to re-enter everything manually. You can easily migrate your existing data into Safe Food Pro by mapping it to our bulk upload template.
This guide will walk you through the process of transferring your data quickly and accurately.
The 5-Step Migration Process
Follow these steps to move your data from your current spreadsheet into the Safe Food Pro format.
Step 1: Download the Template
This is the most crucial step. First, get a blank copy of the Safe Food Pro bulk upload template. This provides the exact format, including the specific column headers that the system requires.
You can get this by navigating to Equipment > Add equipment (dropdown) > Bulk upload equipment > Download our Equipment Template CSV file.
Step 2: Map Your Columns
Open your existing spreadsheet and the new Safe Food Pro template side-by-side. For each column in the Safe Food Pro template (like Name , Category , Make ), find the corresponding column in your own spreadsheet. They might not have the same name, but they will contain the same type of information.
For example:
- Your "Asset Description" column might map to the template's
Namecolumn. - Your "Last Calibration" column would map to the
Last Calibrated Datecolumn. - Your "Kitchen Location" column could map to a custom property you've created.
Step 3: Copy and Paste
Once you have mapped your columns, carefully copy the data from your spreadsheet and paste it into the correct columns in the Safe Food Pro template.
Pro-Tip: Use "Paste Special > Values" (or a similar option in your spreadsheet software) to avoid carrying over any unwanted formatting, colours, or formulas from your original sheet.
Step 4: Clean and Format
After pasting the data, you will likely need to do some quick cleanup to match Safe Food Pro's requirements. The two most common areas to check are:
- Date Formats: Ensure all dates are in the DD MMM YYYY format (e.g.,
25 Jul 2025). - Yes/No Fields: Make sure any "yes/no" type fields are formatted correctly (e.g., as
yesorno).
Quickly scan your data for any inconsistencies, especially in the Category column, to ensure all similar items are grouped correctly.
Step 5: Save and Upload
Finally, save your completed template as a CSV (Comma delimited) file. You can now upload this file directly into Safe Food Pro using the Bulk upload equipment option.
Start Small: We strongly recommend testing your mapping and formatting with a small batch of 5-10 items first. It's much easier to fix any issues on a small file before you upload hundreds of items.