How do I bulk import employees and devices using a CSV file?

As an admin in Velory, you can easily import employee and/or device data into Velory by using the CSV import function. 

🧭 In this guide:

• Manage the import function
• Explanation of the template columns
• Update user and device information
• Edit and save your file correctly
• Troubleshooting

Manage the import function

1. Go to your profile in the navigation bar → Settings → Imports & exports.
    
2. Download the template and open it in Microsoft Excel, Google Sheets, Open Office, or another spreadsheet tool.
   
   
    
3. Enter your data in the correct columns. See the below section with explanations of all the columns.
   • If you add both user and device details on the same row, the device will automatically be assigned to that user.
      
   • If a user has multiple devices, add one row per device and repeat the user’s email address on each row.
      
4. Save the file in the correct format to avoid character errors (see section Edit and save your file correctly).
    
5. Upload your file.
   • A green icon means the import was successful.
      
   • A red icon means errors were found. Click the arrow to expand the view and correct the issues before re-uploading.
      
6. When the import is complete, go to Asset Management to review the imported data.
   
    

Explanation of the template columns
 

Update user and device information

If you need to adjust previously imported data:

• Update the original file or download your last uploaded file, edit it, and upload again.
   
• Always use the same email address to update a user.
   
• Always include the device_id to update a device.
   
• Leaving a field blank will not overwrite existing data (e.g., if you leave the address blank, the existing address stays).
   
• To change payor to employee, include both the user’s email and set employee in the payor column.
   
• To update leasing information, the device_id is required.

👉 Note: Where you download imported files:

Edit and save your file correctly

To avoid issues with special characters (e.g. å, ä, ö), save the file in UTF-8 encoding.

• Google Sheets: 
  • Open Google Drive and create a new Google Sheets document.
  • Enter or import your data to the document.
  • Once you save your file, you click on File > Download As > Comma-Separated Values to save the file to your computer.
     
• Microsoft Excel: 
  • Open Excel and create a new Excel document.
  • Enter or import your data to the document.
  • Export your data with File > Save As. Enter any name for the file, then select CSV UTF-8 (Comma delimited) (*.csv) as your desired file format.
  • Click Save.
     
• MacOS Numbers:
  • Open Numbers and create a new Numbers document.
  • Enter or import your data to the document.
  • Export your data with File > Export to > CSV.
     

If characters were imported incorrectly in a previous file, re-upload the file in UTF-8 to fix them.

Troubleshooting 

• Category validation: Must match a valid category. If blank, it defaults to “other”.
   
• Duplicate SN/IMEI: These must be unique. Adjust or remove duplicates.
   
• Multiple rows for the same user: The last row’s user details overwrite earlier rows.
   
• Blank values: Do not overwrite existing data.
   
• Payor validation: For leasing devices, a payor is required. If an employee, the user’s email must be included.
   
• Renewal date: Requires a purchase date to be valid.
   
• Excel encoding issues: If data looks incorrect (e.g., IMEI numbers), open the file in Google Sheets or Numbers instead.