How do I import equipment into the Equipment Manager?

Roles Admin, Job/User Editor, Job Editor, and User can be permitted to access this feature. 

Equipment Manager offers a simple way to add equipment to your organization, whether you’re adding a single asset or importing hundreds (or even thousands) at once. Below we outline the process for:

• Adding a Single Piece of Equipment
  • Creating a New Site
  • Creating a New Customer
• Adding Equipment in Bulk

Adding a Single Piece of Equipment

1. Select the Add Equipment button. This opens the equipment adding/importing options.

2. Choose Add a single piece of equipment, then click Next to open the manual entry screen.

3. Fill out the form. 

• Site (Required): Location of the equipment. You can create new sites and/or customers from this field.
• Customer Name (Required): The customer associated with the selected site. New customers can be created through the Create New Site option in the Site dropdown.
• Unit Name: Technician-facing name for the asset. Must be unique within a given site.
• Make: Manufacturer associated with the asset. If the make is not listed, select Not in this list/Other to create a custom make.
• Model: Model number associated with the asset.
• Serial: Serial number associated with the asset.
• Keywords: Keywords to help identify or group the asset later. 

Once all fields are complete, press Create and enrich to submit and finalize the equipment entry. The new asset will appear immediately in the Equipment Manager data table, but visibility in XOi Mobile may take a few minutes.

 

Creating a New Site

1.  From the Site dropdown, click Create new site. 

2. This will open a form where you’ll enter:

• Customer Name(Required): Select from the dropdown of existing customers. You may create a new customer from this field.
• Site Name (Required): A unique name to identify the site in both Equipment Manager and XOi Mobile (called “Location” in Mobile). These fields need to match for the technician to have an existing equipment record show in a dataplate step. 

• Site Details – Add a more detailed address for the site.

3. Select Create site to create the site and be taken back to the Manually add a unit form. 
    

Creating a New Customer

When adding a new site a new customer can be also be created. 

1. In the Customer Name dropdown of the Create New Site form select Create new customer. 

2. This will open a form where you’ll enter a unique Customer Name. 

3. Select Create New Customer and finish filling out the Create New Site form. 

 

Adding Equipment in Bulk

Equipment Manager makes it easy to add multiple pieces of equipment at once using a CSV spreadsheet upload. Here’s how to complete the process step by step: 

1. Select the Add Equipment button. This opens the equipment adding/importing options.

2. Choose Add multiple pieces of equipment (CSV upload), then click Next to open the bulk upload screen.  

3. On the bulk upload screen, you can:

• Upload your file(CSV, XLS, XLSX or XLSM):  Drag and drop the file, or click Click to upload to browse and select it.

• Download the CSV template: Use this sample file to see the correct format and structure.
  
   

  

The file must be:

• CSV, XLS, XLSX or XLSM format
• Have header row with the required fields: Customer Name, Site Name, and Unit Name
• 50 columns or less
• Less than 5 MB in size
• Maximum of 10,000 rows
• One keyword is required in order to proceed
   

4. When your file is ready, click Next to move to the next step, where you’ll map your CSV columns.
    

   

You will see your uploaded columns from your file and the XOi columns they will map to. Check for accuracy. 

• Unit Name(Required)
• Site Name(Required): You may create new sites if needed. Each site must have a unique name to identify the site in both Equipment Manager and XOi Mobile (called “Location” in Mobile). These fields need to match for the technician to have an existing equipment record show in a dataplate step.
• Customer Name(Required): You can create new customers if needed. If doing this, it needs to be a unique name.
• Make
• Model #
• Serial #
• Site Address (Street, City, State, Zip)

For each one, open the dropdown and choose the matching column from your file. You can also use the search bar in each dropdown to find the right column faster.

5. When finished, click Next.

5. Depending on the values placed in your file you may be asked to standardize them. For example Cali should be CA. 

   
    

   Review the standard values, making changes if needed and select Next when ready. 

6. The final screen will show a preview of the first 5 rows from your file so you can confirm your mappings look correct.

If something looks wrong, click Back to adjust your mappings. If everything looks good, click Finish to finish the import. A confirmation message will appear in the bottom-right corner.

*Mis-mapped equipment records cannot be deleted so be careful on this step. 

All equipment added, whether manually or via CSV template, will appear immediately in the Equipment Manager table. However, it may take up to a few minutes for the equipment to display in XOi Mobile.

Why You Might See Duplicate Equipment

As organizations adopt Equipment Manager, some may notice duplicate equipment already in their system.

This isn’t caused by Equipment Manager itself.

These duplicates often stem from earlier data capture processes — for example:

• OCR errors (like reading “O” instead of “0”)
• Slight differences in job locations (e.g., “221 Hart St.” vs. “221 Hart Street”)