Whether you're working with dozens or thousands of assets, the Import Wizard in Asset Tracker simplifies the process of adding and updating assets in bulk. It makes large-scale inventory management faster, easier, and less error-prone.
Key benefits:
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Reduced errors – Built-in template validation catches issues early
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Faster workflow – Step-by-step guidance with progress indicators
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Easy error handling – Downloadable error CSV for quick corrections
Topics include:
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You must be assigned to Asset Tracker Administrator or User role.
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You can import up to 5,000 assets per CSV file.
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Adding new assets—required columns and data
Kio:External ID (Asset ID setting—duplicates are not allowed)
Kio:Type (Asset Type setting—must be match the Asset Type name within Asset Tracker).
For more details, see Import Wizard: CSV file field reference.
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Columns—import CSV file
Do not delete the Kio:External ID column — this field is mandatory and maps directly to each asset.
Only include the specific columns you want to add or update. You can delete any unused columns to reduce the risk of unintentionally modifying other settings.
Date format required: YYYY-MM-DD format (e.g., 2025-07-13), adhering to the ISO 8601 standard.
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(Optional) Asset Home location
Smart Location setup must be complete, including campuses, buildings, and departments.
The ID of a location is obtained from its unique Smart Location URL.
To get an ID, go to Smart Location > navigate to the location of the ID you need > from the URL; the ID is located at the end of the URL.
Example Campus ID :...//smart-location/campuses/217540
Example Building ID: .../smart-location/campuses/217540/buildings/215403
Example Department ID: ...//smart-location/settings/departments/details/3dbfe390-90d3-4d51-a3fe-1ebe7f0d0b7c
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Updating the Asset ID with the Import Wizard
To update an asset’s Kio:External ID (Asset ID) using the Import Wizard, enter the new value in the Kio:NewExternalId field. The system will automatically update the asset’s ID to match the new value during import.
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From the left menu, select Asset Management.
Alternately for those assigned to the Administrator role, the Import Wizard can be accessed from the Settings > Assets menu.
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Select Import Wizard.
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To download the import template, select Download CSV template. The file is automatically downloaded to your computer's default download location.
Refer to Import Wizard: CSV file field reference and Important guidelines when using third-party apps to update a CSV file.
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When ready to start the import, select the Select File option > choose the CSV file with the data to be imported > select Open.
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The wizard will validate the file:
All error-free rows are imported.
Any rows with errors are rejected
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If any errors are found > select an error to view additional details.
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To correct the errors and re-import, elect Download error CSV.
Make corrections in the error CSV file and save > select Upload > choose the corrected error CSV file.
Repeat the cycle until all rows are successfully imported. You’ll receive a confirmation message when complete.
Below is a list all the columns (fields) and their definitions.
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Column heading (field name) |
Definition |
|---|---|
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*Kio:External ID |
Required—Unique identifier for the asset
|
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Kio:New External ID |
Optional. Used to update the existing Kio:External ID (Asset ID) of an asset When entering a NewExternalID value, the import process will automatically update the asset's ExternalID to match the value in the NewExternalID. |
|
*Kio:Type |
Required (adding new assets)—Must match the name of an Asset Type in Asset Tracker |
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Kio:Name |
Name of the asset; maximum of 35 characters. Displayed in Asset Tracker as an asset's Name. |
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Kio:Tag ID |
The 12-character MAC address of the Kontakt.io Tag BLE assigned to the asset. |
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Kio:Status |
Read-only system generated value of the current status of the asset; status is not displayed within the Asset Tracker app. System value (one of):
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|
Kio:Virtual Tag ID |
Reserved for future use. This field is not currently applicable and can be left blank. |
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Kio:Staff Role |
Reserved for future use. This field is not currently applicable and can be left blank. |
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Kio:Home Campus ID |
ID of the asset's assigned Home Campus |
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Kio:Home Building ID |
ID of the asset's assigned Home Building |
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Kio:Home Floor ID |
ID of the asset's assigned Home Floor |
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Kio:Home Room ID |
ID of the asset's assigned Home Room |
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Kio:Home Department ID |
ID of the asset's assigned Home Department |
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Kio:Manufacturer |
Manufacturer of the asset |
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Kio:Model |
Model number of the asset |
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Kio:Serial Number |
Serial number of the asset |
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Kio:PM Required |
Indicates if preventive maintenance is required (tracked) Allowed system value: TRUE or FALSE |
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Kio:Next PM Date |
Date of the next scheduled preventive maintenance Dates in the CSV file follow the YYYY-MM-DD format (e.g., 2025-07-13), adhering to the ISO 8601 standard. |
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Kio:Acquisition Date |
Date the asset was acquired Dates in the CSV file follow the YYYY-MM-DD format (e.g., 2025-07-13), adhering to the ISO 8601 standard. |
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Kio:Acquisition Method |
Method of acquisition Allowed system value: RENTAL or PURCHASED |
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Kio:Acquisition Rental Due Date |
Date of the asset's Rental return/due date; Acquisition Method is RENTAL Dates in the CSV file follow the YYYY-MM-DD format (e.g., 2025-07-13), adhering to the ISO 8601 standard. |
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Kio:Acquisition Return Date |
Date the asset was marked as returned; Acquisition Method is RENTAL |
When editing CSV files using third-party applications like Excel or Google Sheets, automatic formatting may misinterpret data (e.g., converting long numeric strings to scientific notation), which can lead to errors during import.
Follow these guidelines to ensure compatibility:
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Open Excel and create a new blank workbook.
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Go to the Data tab.
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Select From Text/CSV in the Get External Data section.
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Locate and import your CSV file.
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For each column, set the data type to Text. By specifying the columns as a text format, Excel preserves the original data format.
Do not select General or any other format.