Importing from Excel or CSV

If you've been tracking your collection in a spreadsheet, you don't have to start from scratch. RailScanPro's import tool reads Excel (.xlsx) and CSV files and maps your columns to the right fields.

Before You Import

Download the Template

The easiest approach is to download the RailScanPro import template, paste your data into it, and upload it back.

1. Go to Asset Management → Import → Download Template
2. Open in Excel or Google Sheets
3. Your data goes in the rows — one row per item

The template columns: category, manufacturer, model_number, road_name, road_number, scale, era, condition, quantity, purchase_price, purchase_date, notes, location.

None are required except scale and category.

Using Your Own Spreadsheet Format

You don't have to use the template. During import, you'll map your columns to RailScanPro fields using a drag-and-drop interface. Any column you don't map is ignored.

Running the Import

1. Go to Asset Management → Import
2. Drag-and-drop your .xlsx or .csv file, or click Browse
3. The column mapper appears — match your columns to RailScanPro fields
4. Click Preview — see the first 5 rows as they'll be imported
5. Click Import to load all rows

Imports of up to 2,000 items typically complete in under 30 seconds. Larger imports (2,000–10,000 items) run as a background job and you'll get an email when done.

Import Validation

The importer checks for:

• Missing scale — rows without a scale are flagged; you can set a default for the batch
• Duplicate road numbers — flagged as warnings (not errors) since duplicates are valid, e.g., multiple units of the same locomotive
• Invalid field values — e.g., unrecognized manufacturer names are imported as-entered; you can clean up later

After Import

Once imported:

1. Go to Asset Management → All Items to verify your data
2. Use the Bulk Edit tool to correct any field across many items at once
3. Add photos using Bulk Photo Upload — see Bulk Photo Upload

Importing JMRI Roster Files

If you use JMRI for DCC control, you can import your JMRI roster.xml directly:

1. Go to Asset Management → Import → JMRI Roster
2. Select your roster.xml file
3. JMRI address and decoder information is imported alongside the locomotive record

Next Steps

• Organizing Your Collections — tidy up your imported data
• Custom Fields — add fields that weren't in the template
• Export Your Data — back up your inventory