Importing tools from a spreadsheet

If you already keep a list of your software in a spreadsheet, you do not have to re-type it. On the Add software page, follow Got a list already? Import from a spreadsheet (an empty register offers the same link next to Add software). The importer works in three steps: paste or upload, match columns, then preview and import.

Step one is getting the rows in. Either copy the rows from your spreadsheet, including the header row, and paste them into the box, or choose Upload a CSV file. Comma, semicolon and tab-separated files all work. The first row is always read as the column headers. Dates are read day-first, so 09/03/2027 is 9 March 2027; dates already written as 2027-03-09 are read as they are. One import takes up to 500 rows, from a file of up to 5 MB; a larger file is refused, so split it first. If your file has more than 500 rows, only the first 500 are loaded: import those, then run the importer again for the rest.

Step two is matching columns. StackTrackr reads your headers and matches each column to a field: Name, Website / domain, Vendor, Category, Cost, Currency, Billing cycle, Renewal date, Notice period (days), Auto-renew, Seats, Licence type, Business unit, Customer, Product and Notes. Check the matches and change any that are wrong, or set a column to Don't import. A column headed just Product is matched to Name, because many exports call each tool a product; if that column actually holds your own product lines, change it to Product. Name is the one column you must map before you can import, but a few others matter too. A software row also needs a website, so map your Website / domain column; only rows in the five non-software categories (Domains & Certificates, Telecoms, Insurance, Facilities & Leases and Professional Services) can be saved without one. A Category cell must use one of StackTrackr's category names (capitals do not matter), or leave the column unmapped. A Notice period cell can be a number of days (90) or a number with a unit: weeks, months or years, written in full or shortened (12 weeks, 3 months, 3m, 1 year), and wording such as 1 month's notice is fine too. To make sure a converted notice period is never shorter than the real one, a month counts as 31 days and a year as 366, so 3 months becomes 93 days and the cancellation deadline can only fall a little early, never late. Write none for a contract with no notice period. A cell the importer cannot read, such as 90 business days, is not guessed: that row fails with an error, so you can fix the cell and import it again. For Auto-renew, a cell such as yes or no is read as you would expect; a blank or unclear cell leaves the tool on the default, which is auto-renewing.

Below the columns, a preview shows the first rows as they will be saved and tells you how many will be imported. It shows each row's name, vendor, renewal date, cost, notice period in days and whether it auto-renews. The renewal date is written out in words, such as 4 March 2027, so you can see straight away if day and month have been read the wrong way round (the importer reads a date like 04/03/2027 day first). A notice period the importer cannot read is shown in red. Rows with no name are skipped and marked No name - skipped. When it looks right, select Import.

The result screen tells you exactly what happened. Tools that were added are counted. A row whose name matches a tool already in your register, or an earlier row in the same file, is skipped as a duplicate rather than creating a second copy. Imported tools count towards your plan's tool allowance like any other, so if the import would take you past it, the extra rows are skipped with a note of the plan that would fit them and an Upgrade your plan link. Any row that could not be saved, for example because of a value StackTrackr could not read, is listed by row number with the reason (the first 20 are shown), so you can fix it in your sheet and import just those rows again.

Owners and licence keys are not part of an import. Once your tools are in, open each one to assign an owner, add any detail the sheet did not have, and attach contracts or invoices. Reminders follow the renewal date and notice period you imported, so it is worth checking those first.