Import your equipment

Every Rentman trial starts with a sample database of equipment. You can quickly add your own  equipment by importing an equipment file. In this article, we walk you through the steps of getting your equipment list into Rentman.

You can also add a single (or small number) of items in the Equipment module, instead of importing a file.

Before you start

Here's what you need before importing your equipment list:

  • An Excel or .csv file with your equipment information. If you don't have one yet, we have set up a template to easily create one.
  • A logical folder structure in the Equipment module, so you can stay organized and find your equipment faster. You can follow the link to create your folders ahead of time, or let Rentman automatically create the folder paths of your choosing. You choose the right folder path in the Folder column of your file (read the next section).
Available for: Lite Classic Pro


Prepare your equipment file

A lot of Rentman users already keep a list of their equipment. The list that you import in Rentman needs to be an .xlsx (Microsoft Excel, Google Sheets) or .csv file.

  • It's a good idea to have clear headers (titles) in the first row of your file.
  • Some of the columns in your file are necessary for Rentman, whilst others are optional.
  • The folder path of an item should be specified in the Folder column, like this:

You can download our template at the bottom of this article. You can use this for reference, or use it to create an equipment file.

If you use serial numbers, we recommend including serial number columns in your equipment file. Read the section below for more information.

Serial number columns

If you use serial numbers, you can create columns in your equipment file that contain information about a unique serial number. These columns are useful, because each serial number that belongs to the same item may have a different date of purchase, or internal reference.

In your file, your serial number columns could look like this:

Note that multiple serial numbers are always connected to the same item.

Import your equipment file

  1. Go to the Equipment module.
  2. Click on the Columns button Columns.png and choose Import.


  3. Upload your equipment file.


    A preview of your file will be shown in the next screen. Note: only the first 8 rows of your file are previewed.

  4. If your file has column titles (headers) in the first row, select

    Check.png Contains headers.

    This means that the first row of your file
     will not be imported.
  5. For each column, indicate whether it is a serial number column or a normal Equipment column.

    If you don't use serial numbers, then always choose Equipment column.

  6. Match the titles of your columns to the titles in Rentman. This is necessary, because your own columns might have a (slightly) different name.

    In this example, the first column in your file is called Item. It contains the names of your equiment items. However, in Rentman the name of this column is Name (in database).
  7. Click Next step when you've done this for all columns.
  8. Choose what to do with duplicate rows. A duplicate row occurs when a value in a column already exists in the Rentman database. There are three options:


    If you choose Skip duplicate rows or Update items to values in import file, you need to choose which columns in your file should be scanned for duplicates. We call these unique columns.

    If a duplicate value is found, the entire row will be skipped, or updated. This depends on the option that you choose.

    If you choose more than one unique column, a duplicate must occur in both of these columns before the entire row will be skipped or updated.
  9. Select the root folder of your own folder structure.

    The root folder is the folder at the top, and it contains your folder structure.


    Normally, you should simply choose Root folder.
    Warning: If your equipment file doesn't contain a Folder column, all items will be placed in the same root folder. This means that your items will not be organized, and it may be difficult to find equipment. We recommend creating your own folder structure, and specify the correct folder path for your items in the Folder column.
  10. Choose Next step.
  11. Check your data, and choose Import.png.
  12. Refresh your browser page to complete the import.

Frequently asked questions

How do I import my extra input fields?
In your import file, create a new column with the name of your input field. Check your settings in Rentman for the values you should use in that column.

Download our import template

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