TalentHR lets you create new Assets or update existing Assets in bulk by exporting your current Asset data, editing the file, and importing it back into your portal.

Inventory Assets and Memberships use different import structures. The safest way to work with Asset imports is to always start with a fresh export from TalentHR for the Asset type you want to update.

To import Asset data:

1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Settings.

2. Click Import & Export.

3. Select the Assets tab.

4. Select Inventory or Memberships, depending on the type of Assets you want to import.

5. Under Export data, download your current Asset data as an XLSX or CSV file.

6. Open the exported file and make the required changes.

When preparing either an Inventory or Membership file, keep the following in mind:

• Use the exported file as your starting point. Do not create a new spreadsheet from scratch.
• Keep the column headers exactly as exported.
• Keep the guide row beneath the column headers and the final GUIDE ROW column unchanged. The guide row explains the accepted format and values for each field.
• Name is required. Enter the Asset's name as free text.
• To update an existing Asset, keep its UUID unchanged. Do not replace or edit an existing UUID.
• To create a new Asset, add a new row and leave the UUID field blank.
• If a UUID does not match an existing Asset, the row is skipped.
• Do not delete an existing Asset's UUID. A blank UUID tells TalentHR to treat that row as a new Asset.
• Categories must already exist and be active in TalentHR. To use a new category, create it in the portal before importing the file. An invalid Category value is skipped.
• Dates must follow the MM/DD/YYYY format.
• If your exported file contains columns beginning with custom_fields:, follow each column's guide for the accepted format or values.

When preparing an Inventory file:

• Category must match an existing active Inventory category. If the value does not match an existing active category, the Category value is skipped.
• Serial number, Label, and Description accept free-text values and are optional.
• Cost and Cost frequency must be used together. Enter the Cost as a number with up to 2 decimal places.
• Valid Cost frequency values are Per month, Per year, and Once off.
• If either Cost or Cost frequency is missing, the corresponding cost information is skipped.
• Currency must use a supported currency code. Invalid values are skipped.
• Purchase date and Warranty end date must use the MM/DD/YYYY format. If both are provided, the Warranty end date must be later than the Purchase date.
• Valid Status values are Available, In use, In service, Broken, and Retired.
• If Status is left blank for a new Inventory Asset, it defaults to Available. If it is left blank when updating an existing Asset, its current Status is kept.
• To assign an Inventory Asset to an existing employee, enter both their Assignment Email and an Assignment Date. If either value is missing, the other assignment value is skipped.
• Assignment First Name and Assignment Last Name are for reference only. TalentHR automatically populates or updates these fields based on the Assignment Email. Do not enter or edit these values manually.
• If a new Assignment Email is provided while the Asset's Status is Available, TalentHR changes the Status to In use.
• If a new Assignment Email is provided while the Status is In service or Broken, that Status is kept.
• If In use is entered without an Assignment Email, TalentHR changes the Status to Available and removes any existing assignment.
• If you do not want to change an existing Asset's assignee or Status, keep its existing Assignment Email in the file.
• Location, Division, and Department must match existing valid values in your portal.
• If Location, Division, or Department is left blank and an Assignment Email is provided, TalentHR automatically populates the field with the corresponding value from the assigned employee.
• If you provide a different valid Location, Division, or Department in the file, the value entered in the file takes precedence over the assigned employee's value.

When preparing a Memberships file:

• Category must match an existing active Membership category. If the value does not match an existing active category, the Category value is skipped.
• Cost, Cost frequency, and Cost model must be used together. If one of these fields is missing, the other cost-related values are skipped.
• Enter the Cost as a number with up to 2 decimal places.
• Valid Cost frequency values are Per month, Per year, and Once off.
• Valid Cost model values are Per user and Per company.
• Currency must use a supported currency code. Invalid values are skipped.
• Purchase date must use the MM/DD/YYYY format.
• Valid Status values are Available and Retired.
• If Status is left blank for a new Membership, it defaults to Available. If it is left blank when updating an existing Membership, its current Status is kept.
• To assign a Membership to an existing employee, enter both their Assignment Email and an Assignment Date. If either value is missing, the other assignment value is skipped.
• Assignment First Name and Assignment Last Name are for reference only. TalentHR automatically populates or updates these fields based on the Assignment Email. Do not enter or edit these values manually.
• If a Membership is assigned to multiple employees, it can appear on multiple rows in the exported file with the same UUID, with each row corresponding to a different employee assignment. Keep the existing UUID unchanged on these rows.
• If you do not want to change an existing Membership assignment, keep the existing Assignment Email and Assignment Date in the file.

7. Review the file carefully and save your changes.

8. Return to Settings → Import & Export → Assets and select the same Inventory or Memberships tab that you exported the file from.

9. Under Import data, drag and drop your edited file into the upload area, or click browse to select it. TalentHR supports CSV and XLSX files up to 30MB.

10. Click Import.

TalentHR will process the file and create or update the relevant Assets.

If the import contains issues, TalentHR will let you know, and will provide context and instructions. Review the import result before making corrections and importing the revised file again.

To review previous Asset imports:

1. Go to Settings → Import & Export.

2. Select the History tab.

3. From Entity, select Assets - Inventory or Assets - Memberships, depending on the type of import you want to review.

Here, you can review the imported file, who imported it, and when it was added. 

Click on the i icon to review a particular import’s results. This will include any errors, with details about where and what needs to be corrected.

You can also download the imported file, or delete its History record.