Adding New Gear Via Spreadsheet Upload
Upload and Edit Team Inventory Using a Spreadsheet, Image, or List
Objective
This article explains how to upload gear into the team inventory system using a spreadsheet, image, or list, then review and edit the imported items before finalizing the upload. It also covers how to return later to make updates to inventory as needed.
Key Steps
1. Open the Add Inventory Screen 0:18
- Click the plus (+) sign in the top right hand corner
-
Select Add Inventory.
This opens the Inventory Add/Edit screen, which is used to:
- Add inventory for the first time
- Edit existing inventory
- Add additional inventory later
2. Upload Your Source File 0:39
- Locate the upload area on the Add/Edit screen.
-
Drag and drop your source file into the window.
Accepted source types include:
- Spreadsheet
- Image
- List or other readable inventory source
- In this example, a spreadsheet is uploaded for processing.
3. Wait for the System to Read the File 0:55
- After upload, the system begins reading the spreadsheet or image.
- Allow several minutes if the file is complex or contains multiple tabs.
- You may leave the tab open and continue working in another browser tab while the system processes the file in the background.
4. Review the Imported Items Before Finalizing 1:15
- Once processing is complete, review the imported items.
- Confirm the system recognized the correct number of items to add.
- Use the category tabs at the top to review different item groups.
- Check that item names, quantities, and details look correct before adding them to inventory.
5. Edit Individual Items or Make Bulk Changes 1:43
- If needed, click into any cell to edit a single value.
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To update many items at once, use the chat/agent function to issue a bulk change command.
Example bulk edits include:
- Changing item condition from good to needs replaced
- Updating purchase years
- Changing item IDs
- Applying a new ID scheme
- The agent will apply the requested change across the selected item group.
6. Add the Reviewed Items to Team Inventory 2:56
- After all edits are complete, click the Add [number] items button.
- This finalizes the upload and loads the items into the team’s actual inventory.
- Confirm the items are now available in the inventory system.
7. Verify Items in Inventory and Dashboard 3:09
- Go to the Inventory page to confirm the items appear correctly.
- Return to the Dashboard to verify the items are visible there as well.
- Once added, the gear is ready for checkout to students or other users.
8. Reopen Inventory for Future Edits 3:35
- If changes are needed later, return to the Inventory page.
- Click the pencil/edit icon to reopen the Add/Edit Inventory screen.
- Use the chat/agent again to make updates to item details.
- Example: change all items marked needs replaced back to good condition.
Cautionary Notes
- Do not close the upload tab too early while the system is reading the file; processing may continue in the background, but the tab should remain open until import is complete.
- Review imported data carefully before clicking the final add button to avoid adding incorrect item names, conditions, or IDs.
- Bulk edits affect multiple items at once, so confirm your command is accurate before submitting it.
- If the spreadsheet has multiple tabs or complex formatting, processing may take longer than expected.
Tips for Efficiency
- Use a clean, well-organized spreadsheet to reduce import errors and speed up processing.
- Group similar items together so bulk edits can be applied more easily.
- Use the category tabs to quickly spot-check each item type before finalizing.
- Keep the inventory page handy after upload so you can verify the items immediately.
- Save common ID or condition updates as a standard workflow for faster future edits.