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When you embark on your Service Geeni Journey, you'll be provided with a Data Import Template used to bulk-import data into Service Geeni. It contains multiple sheets (tabs), each representing a different area of the system (customers, sites, equipment, contracts, etc.).

Users don't have to fill out every sheet, only the ones that they'll use.

This guide will show you how to fill out the core sections to get you up and running on your onboarding process.

Key Rules

1. Sheet Structure (Critical)

Every sheet has the same structure:
- Row 1: Field name (used by the import tool).
- Row 2: Field description, format, and rules.
- Row 3 onwards: Customer data.

Try not to delete or rename fields in Rows 1 and 2
Column A must remain blank on every sheet.
Avoid merging cells, as this can interfere with the import.
Avoid leaving blank rows between data. The import tool reads data until it hits the first empty row and stops importing at that point.

For example:

Users may submit 1,000 records.

Only the rows before the first blank row are imported.

Colour coding rows is a better way to divide up the entries.

2. Mandatory Fields

Mandatory fields are highlighted (pink in Excel).
These fields must be populated for the import to be successful.
Some fields become conditionally mandatory:
- Example: Selecting a frequency may require a related frequency value even if it is not marked mandatory.

3. Data Types

Each column specifies a data type in Row 2, such as:

Integer: Numbers only.
Text: Free text (sometimes with character limits, e.g. 100 characters).
Decimal: Allows for decimal places.
List: Users must use the dropdown values provided.

If a column is marked as List, users must select a valid dropdown option.

4. Extra Columns (Allowed, with One Exception)

Users can add extra columns anywhere in a sheet, such as a reference guide.
The import tool will ignore unknown columns.

Exception: Equipment Sheet

The Equipment sheet supports custom specification fields:

Any column added after the Custom Field >> section is treated as an equipment specification.
- Column header = spec name.
- Cell value = spec value

This allows importing attributes such as mast height, engine capacity or pressure, etc.

Adding extra columns before the Custom Field >> section is ignored.

Data Dependency Order (Recommended)

Although sheets don’t auto populate each other, there is a logical fill order:

Reference data (VAT, payment terms, codes).
Customer Accounts
Customer Sites (uses account numbers, not names).
Equipment
Contracts and schedules (if applicable)

Field names in Excel may not exactly match current UI labels.

Cost Code = Charge Code

Many fields expect IDs or numbers, not names. Example:

“Customer Account” often means Account Number, not Account Name.

Best-Practice Summary

Do not rename columns.
Do not delete header rows.
Always start data on row 3.
Never leave blank rows between records.
Mandatory (pink) fields must be filled.
Use dropdowns for list fields.
Account numbers are not account names.
Equipment specs must go after custom field columns.
Only complete sheets you intend to use.

Core Sheets Required to Get Started

To begin onboarding, the system typically requires:

Customer Accounts
Customer Sites
Equipment
Supporting reference data (e.g. VAT codes, payment terms)

Other sheets (contacts, service contracts, schedules) can be imported later.

Customer Accounts

Within Customer Accounts, there are six mandatory columns:

Account Number: Must match the account number in your accounts package, and must be unique on every customer account.
Account Name: This is the name of the customer account, such as Fork Trucks Global LTD
Branch: This is the name of the branch that the account is associated with
Country: Please use the full description, for example, "United Kingdom"
VAT: The VAT code associated with this customer account,
Currency Code: The Currency your business operates in, such as GBP or USD

Locations:

The Customer record fields are found within Customer & Site Records:

Create a new record or edit an existing one to open the details window.

Customer Sites

Customer Sites has five mandatory columns to populate:

Customer Account: This is the same as the Account Number entered in the Customer Account tab.
SiteID: The Site ID is a unique indicator for the site itself.
Site Name: Different to the Site ID, a name is a descriptor for the site, such as Warehouse 1.
Address 1: This is the main address of the site, e.g. Sherwood House.
Postcode

Customer Sites Locations:

The Customer Sites fields can be found within a Customer Record:

Click on the plus (+) icon next to the customer account.
Under Site. ID, click the ID number to open the Site Details.

Here, you'll find the fields.

Equipment

In the Equipment tab, there are three mandatory columns:

Equipment ID: A unique number to identify the equipment item, typically numeric.
Branch: Which branch holds ownership of the equipment item.
CustomerSite: Where the item is held, e.g. Truck 0598 is kept at Warehouse 1 (Site ID).