Settings
Import your data from a spreadsheet or another system
How to move clients, sites, contracts, containers, vehicles, schedules, past jobs and past transfer notes into QWTN, and how to undo an import.
1. Before you start
Only the account owner or an admin can import. Work out which of your files you have, then import them in this order so each file can link to the one before: clients, client sites, containers, vehicles, contracts and rate lines, recurring schedules, historical jobs, historical transfer notes.
2. Reference numbers
Give every client, site and job a reference number in your own system's export (an account number, site code and job number). QWTN uses these to link files together and to recognise a record on a second import. If your old system has no job numbers, add a column numbered 1, 2, 3 and use that.
3. Choose the file and match the columns
Go to Settings, Integrations and data, Import, then choose the type of record. Download the CSV template if you want to see the columns; the "What goes in each column" panel explains each one. Choose your file: CSV, XLSX and XLS all work, and if an Excel file has several sheets you pick the one to import. QWTN guesses the column match from your headings, so change any that are wrong. Name where the file comes from and tick Remember this mapping, and the next file from the same place matches itself.
4. Read the check and fix problems
Every row is marked OK, warning or error, with the reason. Errors are not imported. Download the problem rows, fix them in your spreadsheet and import them again; rows already in are matched, not duplicated. If a status, EWC code or client reference is not recognised, choose what it should become, and the choice applies to every row with that value. Then choose what to do when a row matches a record you already have: skip it, update it, or create another.
5. Run the import
Select Import. A progress bar shows the rows going in, and you can pause. If the connection drops, open the import history, select Resume and choose the same file.
6. How rows are matched
By your reference first, then by name and postcode. Contracts, containers, vehicles, jobs and notes match on their own reference (contract reference, container number, registration, job reference, note reference). A file that repeats an earlier row is skipped, and the first row wins.
7. Contracts and rate lines
Use one row per rate line and repeat the contract columns on each row. Rows with the same contract reference become one contract. Rate lines of a contract that already exists are never changed by an import.
8. Historical jobs and transfer notes
Imported jobs and notes are records of what already happened. They do not send webhooks or notifications. Imported notes arrive as completed notes without QWTN signatures, so keep your originals if you may need to show them.
9. Undoing an import
Every import appears in the import history with its counts. Select Undo to see what would be removed before you confirm. Undo deletes the records the import created and puts back the old values of records it updated. A field you have edited since the import is left as you set it.
10. When undo is refused
Undo is refused if imported records are now used elsewhere, for example a client that has new notes, jobs or invoices. The message says what is using them. Remove or reassign those first, or undo the later import that created them, then try again.
11. Limits
Up to 200,000 rows and 40 MB per file. The file is read in your browser and sent in batches of 500 rows. The import is logged in the audit trail under your name.