How to Import Contractors

Overview

In Simpro Premium, you can manually add contractors to the system through People A screenshot of a schedule icon with a grey calendar icon and an arrow. > Create New Contractor, or save time and reduce data entry error by importing an contractor list.

You may wish to test the import process with one or two contractors before importing an entire list.

Learn to export contractors in How to Export Contractors.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Import Employees

To prepare to import contractors into Simpro Premium, you can download and add data to Simpro Premium's Contractor Import Template for:

Alternatively, you can create your own import list and leave out any fields that do not apply to your contractors.

To import your contractor list successfully into Simpro Premium, the Contractor Company Name and Email fields must be specified for each contractor. If these fields are not specified, the contractor and their information do not upload to Simpro Premium.

Once your import list has been created, you can prepare your list for import with the following steps:

  1. Save your file in your system as a compatible file type: CSV, TXT, or ZIP. Consult your spreadsheet software for file saving instructions if required.
  2. Separate your data using the same or similar headings as the import template.
  3. Add fields to import information for each of your contractor custom fields defined in system setup.
      • To import a file successfully your import file must contain the card name relevant to the type of card you are importing. This can include the Company Name, Customer First and Last Name, Site Names, Supplier Names, Employee Name, Contractor Name and Contact First and Last Name. When Mandatory Fields are On, additional fields are made mandatory.
      • If Mandatory Fields are toggled on under System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults and your import file does not contain the relevant fields, your import will be successful. When a card file that lacks the relevant mandatory fields is accessed it cannot be saved without completing these fields. For a complete list, see Mandatory fields.
  4. Ensure information is accurate, up-to-date and spelled correctly.
  5. Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
  6. Save your file again.

After preparing your contractor list, work through the following steps to import your list into Simpro Premium.

To adjust contractor import settings, go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Contractors.

The import options include:

First Record Is Select Header Record if your list's first row contains column titles, or select Data Record if your list's first row contains specific data.
Update Only Select to update details of existing contractors in Simpro Premium. The first criterion for matching is the contractor ID and if that is not available, the contractor name is considered to update the details of existing contractor database.
Update and Create Select either to update details of existing contractors or create new contractors if the contractor ID and / or name does not match with any of the existing contractors.
Create Only Select to keep the existing contractor database as is and at the same time create new contractors if the contractor ID and / or name does not match with any of the existing contractors.
Always Create New Select to ignore any matching criteria with the existing contractors and always create new contractors in Simpro Premium with new IDs.
If Custom List Value Not Found If any columns in the import file represent drop-down lists in Simpro Premium, for example any custom fields, and your file contains any additional values or 'custom list values' not available in the relevant list, select Create New List Option to add the additional value to the applicable drop-down list. Select Reject and Warn to ignore the field and receive a warning that the field was not created.

To select an import file:

  1. Go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Contractors.
  2. Adjust import settings, then click Choose File / Browse.
  3. Locate your contractor import file and click Open.
  4. Click Next.

After selecting an contractor import file, manually match or review your list columns with the fields available in Simpro Premium. You may have both Simpro Premium and your list open at the same time.

To match import columns:

  1. Select your import file as above.
  2. On the Contractor Import Columns Mapping page, use the drop-down lists for each Column No. to select the matching field in Simpro Premium. The import-file mapping page shows the column headings from your import file under First Row.
  3. To leave a column out of the import entirely, select Ignore.
  4. Click Import Contractors.

Use the Cancel button to cancel the import process before it's complete, if required.

Also, you can allow the import to process in the background while you continue to navigate and perform other tasks in Simpro Premium.

After uploading an import file, the Contractor Import Complete page displays a breakdown of your import, including contractors Added / Updated / Ignored.

If any records in the import file fail to import, you receive an error message. You can then download a list of error messages to check details of the failed records.

After a successful import, it is recommended you manually check contractor card files to ensure data has imported correctly. To do this:

  1. Go to People A screenshot of a schedule icon with a grey calendar icon and an arrow. > Contractors.
  2. Click an imported contractor.
  3. Check Profile > Details for errors and manually amend, if required.

Learn more in How to Manage Contractors.

For additional training, complete an interactive material in the Simpro's Learning Toolbox. Learn more in About Simpro's Learning Toolbox.