Asset file import

Kiho's file import allows you to bulk-create assets and update existing asset information from a CSV or Excel file. This guide walks you through the import process step by step.

Importing requires the Assets: Import assets permission in the user role.

Step 1: Prepare the file

Prepare the file to be imported in CSV or Excel format (.csv, .xls, .xlsx). The file must contain one row per asset.

Supported fields

Field	Required (new)	Notes
Name	Yes	Asset name. A unique name is recommended.
Asset type	Yes	The asset type name must match the asset type created in Kiho exactly. If the type is not found, the import will fail for that row.
Registration number	No	Can be used as a unique field for updates.
Short name	No	Short identifier, e.g., internal code.
Serial number	No	Can be used as a unique field.
Make	No
Model	No
Year of manufacture	No
Fuel type	No	The value must match Kiho's options (e.g., Diesel, Gasoline, Electric).
Default team	No	The team name must match a team created in Kiho. See exceptions below.
Department	No	The department name must match a department created in Kiho.
Office	No
Mileage	No	Numerical value (km or h depending on the asset's unit).
Condition classification	No
Next inspection	No	Date.
Emission values	No
Asset ID	No	Kiho's internal identifier. Used as a unique field for updates.

Important notes on preparing the file:

The data content in the file must be in the exact same format as in Kiho (e.g., names of asset types and teams).
Asset types, teams, and departments must be created in Kiho in advance before the import.
If the file contains a header row, select it during the import.

Step 2: Open the import tool

Go to Asset list
Open the table actions (⋮) in the top right corner
Select Import from file
Upload the prepared file

Step 3: Select the import type

Select whether you want to add new assets or update existing ones

Import type	Intended use
Addition	Creates new assets in Kiho. The file may only contain assets that are not yet in Kiho.
Update	Updates the details of existing assets. The file may only contain assets that are already in Kiho.

Note: The file must not contain a mix of new and existing assets. If the data contains both, split the file into two parts: one for new assets and another for assets to be updated.

Step 4: Select the unique field (for updates)

When updating existing assets, select the unique identifier field that Kiho uses to identify the correct asset:

Asset ID – the safest method, Kiho's internal identifier
Registration number – practical for vehicles
Serial number – practical for machinery and equipment

Step 5: Map fields

Map the columns in the file to Kiho's fields. For each column in the file, select the corresponding Kiho field from the dropdown menu.

If the file contains columns you do not want to import, leave them unmapped.
If the file contains a header row, check "Contains header row"

Step 6: Test the import

Before the actual import, run a test from the bottom of the page. The test checks the data and displays any errors without saving the information.

Review the test results carefully:

How many rows were recognized successfully
Are there invalid rows, and what is wrong with them

Step 7: Complete the import

Once the test is successful, perform the actual import. After the import, check the asset list to confirm that the details were updated correctly.

Exceptions and limitations

Mixed data (new + existing)

The import tool does not support data containing a mix of new and existing assets. If the file contains both:

First export the current asset list from Kiho to Excel
Separate the new assets into their own file
First import the new assets (Addition)
Then import the assets to be updated (Update)

Updating the default team

When updating an asset's default team via import, only the default team is updated. Other team memberships for the asset remain unchanged.

If you want to update all teams for an asset, it must be done manually on the asset card or by ensuring that the import data contains all the desired team details.

Asset type-specific fields

Asset type-specific custom fields (company-defined fields that appear only for a specific asset type) can only be imported from a file if all assets in the file have that field. Otherwise, the custom fields must be filled in manually from the asset card.

Tags and external identifiers

Asset tags (iButton, NFC, QR) and external identifiers (such as Mapon, Fennoa) cannot be imported via file import. These must be added manually from the asset card.

Values not found in Kiho

If the file references an asset type, team, or department that does not exist in Kiho:

That specific row will fail to import
Other rows may still succeed
Create the missing asset types, teams, and departments in Kiho in advance

Duplicate warnings

Kiho warns you if an imported asset has the same name, registration number, short name, or serial number as an existing asset. The import will still proceed, but review the warnings carefully.

Large datasets

With very large numbers of assets, the import may take longer. If the import appears to have stalled:

Wait a moment before refreshing the page
If necessary, split the data into smaller parts

Best practices

Create assets types, teams, and departments in Kiho before importing
Always run a test import before the actual import
Back up the current asset list by exporting it to Excel before running an update import
Separate new and updated assets into their own files
Ensure that the values in the file match Kiho's values exactly (capitalization, spaces)