Desktop - Data Imports
- Darcey Wry
- Dominic Lacroix
Details
Data imports allows you to upload cleaners, clients, locations and supplies to your Swept account through the Settings section of the desktop app. This means you can now upload information in bulk whenever you need to!
Who Has Access to This Feature?
Only admin managers have access to completing imports.
Spreadsheet Set Up
If you have already set up your template and reviewed the formatting information below then you can scroll straight to Instructions for Importing.
Each import type has different fields to fill out. With the different fields there is specific formatting/structure required. Please see below how to set up your file for importing. Click on an import type to be taken to that specific section.
The cleaners import will allow you to bulk add your cleaners to Swept. Download the import file for cleaners here: Cleaners Import File
Formatting
Do not edit or remove any cells in this file except the example given under the headers. The information at the top and the headers of each column needs to be kept. Data should only be entered in the table.
The example given in the file should be removed. If this is kept then Swept will attempt to import it.
Columns with an * are mandatory. If you are missing any mandatory information then the file will not import and Swept will only give the error about mandatory information missing. No other error will be given until all mandatory information is added to the file. Please note that cleaners can have a valid email OR phone number to be imported if you do not have both pieces of information.
The import file must be downloaded or exported as a .CSV file to successfully import the data into Swept. The file templates given above are .XLSX when you save the file you will want to save as a .CSV. For instructions on how to save as a .CSV in Excel and Google Sheets click here.
To ensure phone numbers are in the correct format, type ’+ in front of the country code, followed by the phone number. Your spreadsheet program may have a hard time accepting the + formatting for the phone number. When typing in a phone number into the spreadsheet, an apostrophe ‘ should be placed before the + sign to maintain the proper phone number formatting required for Swept. Example: ‘+15555555555. The format breaks down as such: ‘ (+country code) (phone number). In the example above, the country code for Canada is 1.
The security pin must be four digits. It cannot be longer/shorter and can only include numbers.
The clients import will allow you to bulk add your clients to Swept. Download the import file for clients here: Clients Import File
Formatting
Do not edit or remove any cells in this file except the example given under the headers. The information at the top and the headers of each column needs to be kept. Data should only be entered in the table.
The example given in the file should be removed. If this is kept then Swept will attempt to import it.
Columns with an * are mandatory. If you are missing any mandatory information then the file will not import and Swept will only give the error about mandatory information missing. No other error will be given until all mandatory information is added to the file. Please note that clients can have a valid email OR phone number to be imported if you do not have both pieces of information.
The import file must be downloaded or exported as a .CSV file to successfully import the data into Swept. The file templates given above are .XLSX when you save the file you will want to save as a .CSV. For instructions on how to save as a .CSV in Excel and Google Sheets click here.
To ensure phone numbers are in the correct format, type ’+ in front of the country code, followed by the phone number. Your spreadsheet program may have a hard time accepting the + formatting for the phone number. When typing in a phone number into the spreadsheet, an apostrophe ‘ should be placed before the + sign to maintain the proper phone number formatting required for Swept. Example: ‘+15555555555. The format breaks down as such: ‘ (+country code) (phone number). In the example above, the country code for Canada is 1.
Under the Country header you are required to enter a country abbreviation. This abbreviation needs to be the two letter abbreviation for the country and both letters need to be capitalized. Examples:
CA - Canada
US - United States of America
AU - Australia
GB - United Kingdom
Timezones need to be entered exactly how the first part (before the square brackets []) of the timezone appears in Swept when creating a location. You can find these in the Swept Desktop app by going to Locations and clicking + Location. Scroll down and select your Country and Time zone. How the time zone appears before the square brackets is how you want to write it. Please note that cities with two names have an underscore _ between the names. Examples:
US Eastern Time Zone - America/New_York
US Central Time Zone - America/Chicago
Canada Eastern Time Zone - America/Toronto
United Kingdom - Europe/London
Melbourne Australia - Australia/Melbourne
The locations import will allow you to bulk add your locations to Swept. Download the import file for locations here: Locations Import File
Formatting
Do not edit or remove any cells in this file except the example given under the headers. The information at the top and the headers of each column needs to be kept. Data should only be entered in the table.
The example given in the file should be removed. If this is kept then Swept will attempt to import it.
Columns with an * are mandatory. If you are missing any mandatory information then the file will not import and Swept will only give the error about mandatory information missing. No other error will be given until all mandatory information is added to the file.
The import file must be downloaded or exported as a .CSV file to successfully import the data into Swept. The file templates given above are .XLSX when you save the file you will want to save as a .CSV. For instructions on how to save as a .CSV in Excel and Google Sheets click here.
Under the Country header you are required to enter a country abbreviation. This abbreviation needs to be the two letter abbreviation for the country and both letters need to be capitalized. Examples:
CA - Canada
US - United States of America
AU - Australia
GB - United Kingdom
Timezones need to be entered exactly how the first part (before the square brackets []) of the timezone appears in Swept when creating a location. You can find these in the Swept Desktop app by going to Locations and clicking + Location. Scroll down and select your Country and Time zone. How the time zone appears before the square brackets is how you want to write it. Please note that cities with two names have an underscore _ between the names. Examples:
US Eastern Time Zone - America/New_York
US Central Time Zone - America/Chicago
Canada Eastern Time Zone - America/Toronto
United Kingdom - Europe/London
Melbourne Australia - Australia/Melbourne
You are able to add locations with duplicate names, be aware of any duplicates. If there are multiple of the same locations in the spreadsheet when importing, these will appear in your locations list. If duplicate locations are accidentally added to your Swept account, these can be deleted by following the instructions in the article How to Add and Manage Locationsarchived. Please note if you delete a location it is permanently removed from Swept and cannot be restored.
The supplies import will allow you to bulk add your supplies to Swept. Download the import file for supplies here: Supplies Import File
Formatting
Do not edit or remove any cells in this file except the example given under the headers. The information at the top and the headers of each column needs to be kept. Data should only be entered in the table.
The example given in the file should be removed. If this is kept then Swept will attempt to import it.
Columns with an * are mandatory. If you are missing any mandatory information then the file will not import and Swept will only give the error about mandatory information missing. No other error will be given until all mandatory information is added to the file.
The import file must be downloaded or exported as a .CSV file to successfully import the data into Swept. The file templates given above are .XLSX when you save the file you will want to save as a .CSV. For instructions on how to save as a .CSV in Excel and Google Sheets click here.
Before importing supplies you need to first add the supplier name. Supplier is a required field and must be entered exactly how it was added to Swept. For more information on adding a supplier check out our article Desktop - Add a Supplierarchived
You are able to add supplies with duplicate names so be careful you are not entering duplicates! If you add a duplicate supply you can delete it within the Swept Desktop App. Here is an article on how to manager your supplies Desktop - Add-Edit-Delete Supplies. Please note if you delete a supply it is permanently gone from Swept and cannot be restored.
Different spreadsheet programs have different workflows some of the workflows given may need to be adjusted to the program you are using.
When adding a long number in Excel or Google Sheets it may attempt to shorten the number. If you add an apostrophe ' ahead of the number it will show the full number.
Instructions for Importing
Sign in to the Swept Desktop App at https://app.sweptworks.com/.
Once you sign in you will land on the Dashboard page. Click on the avatar in the upper right hand corner and select Settings.
Scroll down the page to where you see the Data Imports section. Click on the button underneath that reads Import Your Data. * Only admin managers will see this information *
You will be navigated to Data Imports. Click on the type of import you would like to add.
Click on Download <type> Import Template to download the template and fill out the information. Please refer to the formatting section above.
Once you have your import template filled out save it as a .CSV (Comma Separated Values) within your spreadsheet program.
Click on here within Click here to select a file. Browse your computer for your file, select Open.
Click Begin Import to start the import.
If your file has no formatting issues you will see a confirmation message to confirm the import. If there was issues you will see the errors appear. Please note if all mandatory fields are not filled out you will only see the mandatory fields error. If you import a file with all mandatory fields filled out but other issues then additional errors will appear.
Errors
If you import a file with errors the errors below could appear. If mandatory fields are not filled out it will only give the mandatory fields error. If all mandatory fields are filled out you will see multiple errors you can refer to when reviewing your file.
Mandatory Fields
Error: The following mandatory fields are not filled out in the file: Row # is missing column #
What needs updated: Not all mandatory fields have been filled out. The file will not allow an attempt to import your data if not all mandatory information has been entered. Once you fill out the mandatory information you may get additional errors below.
The error will give you a row number and column number. The row number does not include the header information. The example information is row 1 and then it will increase after this. For example Row 2 is the row after the example information. The column number is the number of the column from left to right. For example if you use Excel then row 7 is row G.
Email Format
Error: The following emails are not formatted correctly:
What needs to be updated: The emails that need to be updated will appear in a list below the error. These emails need to be in a proper email format: name@emailprovider.com (other top level domains can be used like .ca etc.)
Phone Number Format
Error: The following phone numbers are not formatted correctly:
What needs to be updated: The phone numbers that need to be updated will appear in a list below the error. These phone numbers need to be in +(country code)(phone number) format.
Duplicate Phone Numbers
Error: The following phone numbers are duplicates in the file:
What needs to be updated: This error message appears when there are duplicate phone numbers in the file. Phone numbers must be unique within Swept.
Duplicate Emails
Error: The following emails are duplicates in the file:
What needs to be updated: This error message appears when there are duplicate emails in the file. Emails must be unique within Swept.
Duplicate Phone Numbers in System
Error: The following phone numbers already exist in the system:
What needs to be updated: This error message appears when there are duplicate phone numbers in the file that are being used currently in Swept. Phone numbers must be unique within Swept. If you are unsure about the duplicate in Swept please reach out to Swept Support at support@sweptworks.com.
Duplicate Emails in System
Error: The following emails already exist in the system:
What needs to be updated: This error message appears when there are duplicate emails in the file that are being used currently in Swept. Emails must be unique within Swept. If you are unsure about the duplicate in Swept please reach out to Swept Support at support@sweptworks.com.
Incorrect Country Format
Error: The following countries are not formatted correctly:
What needs to be updated: This error message will appear if a country code is not a two letter abbreviation that is in upper case format. This error message can also appear if the country code is not recognized by Swept. Here are some examples of country codes we use in Swept:
CA - Canada
US - United States of America
AU - Australia
GB - United Kingdom
Incorrect Timezone Format
Error: The following timezones are not formatted correctly.
What needs to be updated: This error message will appear if Swept does not recognize your timezone format. Timezones need to be entered exactly how the first part (before the square brackets []) of the timezone appears in Swept when creating a location. You can find these in the Swept Desktop app by going to Locations and clicking + Location. Scroll down and select your Country and Time zone. How the time zone appears before the square brackets is how you want to write it. Please note that cities with two names have an underscore _ between the names. Examples:
US Eastern Time Zone - America/New_York
US Central Time Zone - America/Chicago
Canada Eastern Time Zone - America/Toronto
United Kingdom - Europe/London
Melbourne Australia - Australia/Melbourne
Security Pin Not Formatted Correctly
Error: The following security_pins are not formatted correctly:
What needs to be updated: The error will show the security pins that need to be corrected. The security pin must be four digits. It cannot be longer/shorter and can only include numbers.
Non-CSV File
Error: Invalid file selected, only .csv files are allowed!
What needs updated: The import file must be downloaded or exported as a .CSV file to successfully import the data into Swept. The file templates given above are .XLSX when you save the file you will want to use the Save As feature (Download in Google Sheets) to save it as a .CSV file (Comma Separate Values file).
Missing Supplier(s)
Error: The following supplies have a missing supplier:
What needs to be updated: The supplier(s) that are missing from Swept will appear listed. Before importing supplies you need to first add the supplier name. Supplier is a required field and must be entered exactly how it was added to Swept. For more information on adding a supplier check out our article Desktop - Add a Supplierarchived
Supplier Name Doesn’t Match
Error: The following supplies have a missing supplier:
What needs to be updated: The supplier(s) that have issues will appear listed. If your supplier has been added you may have a typo in the file or in Swept. Check the file for the name of the supplier given and correct the name. If the typo is in Swept you should update the Supplier name.
Too Many Locations
Error: Your file has not been uploaded. The number of locations in the file exceeds your subscription limit. Please contact support for upgrade options.
What needs to be updated: This error means your location import has too many locations and exceeds your Swept package limit. If you’d like to increase your limit, please reach out to customer support for more information.
Wrong Template
Error: File format error, check the swept template
What needs to be updated: You may have selected the wrong import type. Make sure to select Import Cleaners, Import Clients, Import Locations or Import Supplies and use the templates given.
Saving a file as .CSV
How to save a file as a .CSV in Excel:
In Excel select File then Save As.
Under Save as type select CSV (comma delimited).
Make any other changes as necessary for example changing the Filename or adding it to a specific place on your computer.
Once changes are made click Save.
Check out a short video here: How to save a CSV in Excel
How to save a file as a .CSV in Google Sheets:
In Google Sheets under File move your mouse to Download. This will give additional options.
Select Comma-separated values (.csv, current sheet).
The file will save to your computer to be used to import in to Swept.
Check out a short video here: How to save a CSV in Google Sheets
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