As an admin in Velory, you can easily import employee and/or device data into Velory by using the CSV import function.
This article includes the following topics:
- How to manage the import function
- Explanation of the template columns
- Edit and save your information correctly
- Troubleshooting errors
How to manage the import function
- Go to your profile in the navigation bar and click on Settings, then click on Imports.
- Download template and edit it using Microsoft Excel, Google Sheets, Open Office or another spreadsheet application.
- See the explanations of the different columns for more information. If you enter both employee and device info on the same row, the device will be assigned to the employee on import.
- If an employee has more than one product, you add one device per row, the email address of the user should be added to each of those rows.
- When you have filled in the template with correct information it is important to save the file with the correct encoding format so that special characters are imported correctly. Read more under the heading Editing and saving your informaiton correctly.
- Choose your saved file and Upload it. When you see the green icon you know the import is finalized and successful.
- If you see a red icon, the information is added incorrectly. Click on the arrow to the left to expand the view to see what you need to correct before you upload the file again.
- When the import is complete you can go to Asset Management to view the imported data.
- If you need to make updates to the imported data, read this article for further information.
Explanation of the template columns
| Column | Type | Description | Example | Required |
| user_role | user | Decides the role of the user. Possible options: admin, purchase_manager or employee. If left blank it will by default add the user as an employee, the user role can be changed later. | employee | |
| first_name | user | The first name of the user. | John | When adding a user this field is required. |
| last_name | user | The last name of the user. | Doe | When adding a user this field is required. |
| user | The email of the user. This is used as the user identifier, so future imports with the same value will update the user rather than create new users. | john@ex.com | When adding a user this field is required. | |
| date_of_birth | user | The date of birth of the user, specified using the YYYY-MM-DD format. | 1980-01-17 | |
| phone_number | user | The phone number of the user. | 123456789 | |
| address | user | The street address of the user. | 1 Home Street | |
| postal_code | user | The postal code of the user’s address. | 12345 | |
| city | user | The city of the user’s address. | Stockholm | |
| country | user | The country code of the user’s address, specified using the ISO-3166-2 format | SE (the country code for Sweden) | |
| start-date | user | The start date of the user. If left blank it will be the date when the import was originally made. | 2022-03-07 | |
| location_id | user | Found in the URL of the location when you go in to edit location view in settings. | 51855cc1-70b5-46a2-a401-8182764527af | |
| team_name | user | The team's name where the user of this row should be added. The team must be created prior to importing. | Team 1 | |
| employee_number | user | The employee number of the user. | 1234 | |
| cost_centre | user | The cost centre of the user. | Accounting | |
| job_title | user | The job title of the user. | Accountant | |
| budget_id | user | Found in the URL of the budget view in Asset management. If a default budget is set for your company and this field is left blank all employees will be assigned to the default budget. | 59fabfbd-a8be-4897-bbf2-96b04c70630a | |
| send_invitation | user | It will send an onboarding email to the newly added user. Possible options: yes or blank. | yes | |
| last_employment_date | user | The last day of employment if user is leaving, specified using the YYYY-MM-DD format. | 2024-07-20 | |
| skip_offboarding_email | user | No offboarding email will be sent to the leaving user. Possible options: yes or blank. | yes | |
| device_id | device | Found in the URL of the hardware view in Asset management. Required when updating an existing device or lease data. Must be empty when adding a new device. | cf6f1a2f-d409-46d7-a1a0-5bdf7027ee4b | |
| device_name | device | The name of the device. | MacBook 13” 256GB Silver | When adding a device this field is required. |
| device_image_url | device | The URL of the device image. Must be in .png, .jpg, .jpeg or .gif format. | ||
| category | device | The category of the device. This is used in association with budgets and can be blank or one of the listed valid categories. | computers | |
| serial_number | device | The serial number of the device. This is used as a device identifier, so future imports with the same value will update the device rather than create new devices. | 123456789 | |
| imei | device | The IMEI of the device. This is used as a device identifier, so future imports with the same value will update the device rather than create new devices. | 987654321 | |
| payment_interval | device | The type of payment option, Possible options: one-off or leasing. If left blank it will by default add the device as one-off. | leasing | |
| leasing_provider | device | The name of the leasing provider for this device. Can be blank or one of the listed valid leasing providers. | DLL | |
| leasing_contract_number | device | The contract number for this device. | ABC123 | |
| contract_type | device | The number of leasing months for this device. We only accept: 12, 24, 36, 48, 60 months. | 36 | When adding a device with payment_interval: leasing this field is required. |
| leasing_start_date | device | The leasing start date, specified using YYYY-MM-DD format. It should be aligned with the purchased_at and expires_at. | 2022-01-10 | When adding a device with payment_interval: leasing this field is required. |
| monthly_cost/cost | device | The price per month for the leased device. | 500 | |
| purchased_at | device | The date when the device was purchased, specified using the YYYY-MM-DD format. | 2022-01-01 | When adding a device this field is required. |
| renewal_date | device | The date when the device should be renewed/upgraded for the user. Specified using the YYYY-MM-DD format. | 2025-01-10 | When adding a device this field is required. |
| payor | device | The payor value of the device. This value can be company for devices which are paid by the company, employee for devices which are paid by the employee, or left blank which will use your company’s default payor settings. | company |
When adding a device this field is required if the company uses budgets. If budgets are not used, then this is not required and it will by default set the company as payor. |
| distributor_name | device | The name of the distributor from where the device was purchased from. | Dustin | |
| distributor_order_id | device | The Order ID from the distributor for this device. | 123 | |
| notes | device | The notes which will be visible to both employees and admins. | This computer was in storage. | |
| manager_notes | device | The notes which will be visible only to admins. | This computer will be sold for X amount of SEK. | |
| available_for_buyout* | device | It will decide if the device is available for buyout or not. Possible options: yes or no. | yes | |
| buyout_price* | device | Decides the buyout price for a device. The value is added with numbers, no currency added. | 5000 |
* Available for buyout and Buyout price functionality are currently in betaversion, available for selected companies only. If you don't see these features, they will be released to all companies soon.
Edit and save your information correctly
It is important to import data with the correct encoding format so that special characters are imported correctly. Depending on your spreadsheet application, follow below instructions:
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.
Note, if you have already imported information that now has misinterpreted characters, you can upload a new file in the correct format following the above instructions, to fix the character errors.
Troubleshooting errors
- Validates category value - must be filled with one of the valid categories. If you leave the category column blank, it will default to "other". It needs to be written exactly as it is in the list.
- Validates SN/IMEI value uniqueness - SN/IMEI should be unique within the company. If there are several devices with the same SN/IMEI, the correct device should keep the SN/IMEI and the duplicate devices should be updated to different values or removed.
- Multiple rows - if there are multiple rows with the same email (e.g. if an employee has several devices) but different values for other user info fields, it will be the last row’s values that are used.
- Blank values - will not overwrite information added if values are left blank. E.g. if you have an existing user with address information, and you import them without address information in the CSV, the existing address information will remain, it will not be removed.
- Validates payor for leasing contract information - when leasing contract information is added payor is required. If payor is set to be an employee then the email address for that user needs to be added on the same row
- If renewal_date is added on a device, a purchase date needs to be added as well for the import to be valid.