Excel import sheet instructions
With the inventory sheet you can add up to 500 rows of items to Trail at once.
First fill in the selection lists on the helper tabs, then add one row per item on the Items tab. Single items are quicker to add directly in Trail.
In brief
- There are four mandatory fields, marked in blue in the sheet: model, main category, department and item type.
- Everything else is optional. An empty field can be left empty, and information can be added later in Trail. However, Trail recommends filling in as much information about the item as possible in one go. This makes tracking and maintaining the items easier later on.
- The selection lists come from the helper tabs. Categories, locations, departments and item types are first written on their own tabs, after which they are selected from a drop-down menu on the Items tab.
- Always save in .xlsx format
- Send the completed .xlsx file to Trail support at support@trail.fi, and Trail will take care of adding the items.
Structure of the sheet
The file has five tabs. Items are entered on the Items tab, and the four other tabs feed its drop-down menus.
| Tab | What to enter there | Where it appears on the Items tab |
|---|---|---|
| Items | The details of the items you want to import into Trail. | – |
| Categories | The main categories you need and their subcategories. | Main category, Subcategory 1, Subcategory 2 (shown as a drop-down menu) |
| Locations | The locations you need and their sublocations. | Main location, Sublocation 1, Sublocation 2 (shown as a drop-down menu) |
| Departments | The departments you need. | Department (shown as a drop-down menu) |
| Item types | The item types you need: Device, Vehicle, Furniture. | Item type (shown as a drop-down menu) |
On the Items tab, rows 1–10 are headings and instruction texts, and they stay visible when you scroll. Your own data starts on row 11 and ends on row 500 at the latest.
- Rows 5–8 explain in English what each column group and column means.
- Row 9 is the instruction for filling in the column.
- Row 10 is the technical name of the column, which Trail uses to identify the data (e.g.
model,category). Do not change these names. - Rows 11–13 contain example data in the template. Replace them with your own data or clear them.
How to fill in the sheet
- Check what is already in Trail. If a category, location, department or model already exists in the system, write it with exactly the same spelling. Otherwise duplicates will be created in Trail.
- Fill in the Departments tab. Write each department on its own row below the heading and delete the template examples.
- Fill in the Categories tab.
- A category tells what kind of item it is. It groups together item models that belong to the same group.
- A subcategory is a more specific category belonging to the main category.
- One row is one combination: main category, subcategory 1 and subcategory 2.
- Fill in the Locations tab on the same principle: main location, sublocation 1 and sublocation 2.
- Check the Item types tab. Device, Vehicle and Furniture are there by default. If needed, you can add new ones, keeping the basic principles of item types in mind. If necessary, ask Trail support for guidance: support@trail.fi
- Go to the Items tab.
- Fill in the four blue fields on every row: model, main category, department and item type.
- Add the optional information as far as it is known.
- Go through the checklist at the end of these instructions and save the file in .xlsx format.
The columns of the inventory sheet
Mandatory information
These four columns must be filled in on every row.
| Column | Heading in the sheet | Technical name | What to enter | Example |
|---|---|---|---|---|
| A | Manufacturer (not mandatory – fill in if known) | manufacturer |
The manufacturer's name, if known. | Apple, Dell, Volvo |
| B | Model | model |
The manufacturer's official model name. If the model is not known, use a generic name. The same model can belong to only one category. | M18 FBL-0 FUEL, Coffee maker |
| F | Main category | category |
What kind of item it is. A category groups models of the same type together. Use clear, general names. | Computers, Vehicles |
| K | Department | department |
The department that owns the item. The department determines which users can see the item. An item belongs to only one department. | ICT, Audio, North fire station |
| AG | Item type | item type |
Determines which additional information fields the item has. The most common is Device. | Device, Vehicle, Furniture |
Optional information
The columns are grouped in the sheet in the same order as below. Fill in the ones that are known and that are useful to you.
How is the item found in Trail? (columns C–L)
| Column | Heading | Technical name | What to enter |
|---|---|---|---|
| C | Custom identifier | custom identifier |
Trail additional setting. An existing unique identifier found on the item (other than the serial number). |
| D | Tags, individual item | item tags |
Trail additional setting. A nickname that distinguishes this item from other similar ones. |
| E | Tags, item model | model tags |
Trail additional setting. A nickname that users call the item by. Helps in searching for the item in Trail. E.g. "grinder" for an angle grinder. |
| G | Subcategory 1 | subcategory |
A category that specifies the main category. |
| H | Subcategory 2 | second subcategory |
A category that specifies subcategory 1. |
| I | Item description | description |
Additional information shown only on the item on this row. |
| J | Model description | model description |
Additional information shown on all items of the same model. |
| L | Reservable | reservable |
YES = users can reserve the item, NO = they cannot. |
How many identical items are created? (columns M–O)
| Column | Heading | Technical name | What to enter |
|---|---|---|---|
| M | Individual items | amount |
The number of identical items. E.g. the value 10 creates ten identical items. Empty means one item. |
| N | Stock models and consumables, type | quantity type |
Stock model = stock , consumable = consumable . Leave empty for ordinary items. |
| O | Stock models and consumables, quantity | stock |
The quantity of the stock model or consumable. |
If the item has a serial number or a custom identifier, enter each item on its own row with the amount 1.
Where is the item located? (columns P–U)
An item is either in a location (e.g. in a room or on a shelf) or inside another item. Choose only one of the two.
| Column | Heading | Technical name | What to enter |
|---|---|---|---|
| P | Item in this sheet | case row |
The number of the Excel row on which the parent item is in this sheet. |
| Q | Item already in Trail | location item identity |
The Trail ID, custom identifier or serial number of a parent item that already exists in Trail. |
| R | Main location | location name |
The top location level. E.g. a building or a rescue area. |
| S | Sublocation 1 | sublocation1 |
E.g. a floor or a station. |
| T | Sublocation 2 | sublocation2 |
E.g. a room, storage or shelf. |
| U | Location code | location code |
The code of the location, e.g. 1.001. Leave empty if you do not use codes. |
When an item is inside another item, add the parent item on its own row with its locations, and the items it contains on their own rows. The contained items inherit their location from the parent item.
Cost information (columns V–AF)
| Column | Heading | Technical name | What to enter |
|---|---|---|---|
| V | Vendor | vendor |
The vendor of the item. |
| W | Purchase price | purchase price |
Number only, VAT 0%. E.g. 169. |
| X | Purchase date | purchase date |
In the format dd.mm.yyyy. |
| Y | Usage start date | usage start |
In the format dd.mm.yyyy. |
| Z | Cost center | KP |
The cost center ID. |
| AA | Estimated lifespan | lifespan |
In years, number only. E.g. 5. |
| AB | Leasing starts | leasing start |
In the format dd.mm.yyyy. |
| AC | Leasing ends | leasing end |
In the format dd.mm.yyyy. |
| AD | Leasing partner | partner |
The name of the leasing company. |
| AE | Leasing payment | payment |
A single monthly instalment. |
| AF | Leasing price | price |
The total sum of all payments arising from the contract. |
For an owned item fill in columns V–AA, and for a leased item columns AB–AF. Trail uses the purchase date, price and lifespan to estimate when the item should be replaced and what investments will be needed in the future.
Basic information for all items (columns AH–AJ)
| Column | Heading | Technical name | What to enter |
|---|---|---|---|
| AH | Serial number | serial number |
The item's serial number. It must be unique. |
| AI | Condition | condition |
A number 1–5. 1 = poor, 5 = excellent. |
| AJ | Warranty | warranty |
In years, number only. |
Type-specific information (columns AK–AY)
Fill in only the columns of the item type you selected in column AG.
| Item type | Columns | Fields |
|---|---|---|
| Device | AK–AM | Three free-form additional information fields that can be used if your organisation has them in use. |
| Vehicle | AN–AS | The default fields of the Vehicle item type. One free-form additional information field that can be used if your organisation has it in use. |
| Furniture | AT–AY | The default fields of the Furniture item type. |
Example of filled-in rows
Below are two of the template's example rows turned vertically. Empty fields have been left empty on purpose.
| Column | Row 11: a single tool | Row 12: a vehicle |
|---|---|---|
| Manufacturer (A) | Milwaukee | Ford |
| Model (B) | M18 FBL-0 FUEL | Escort |
| Tags, item model (E) | Leaf blower, blower |
|
| Main category (F) | Tools | Vehicles |
| Subcategory 1 (G) | Leaf blowers | Passenger cars |
| Subcategory 2 (H) | Petrol-powered |
|
| Item description (I) |
|
IT's service car |
| Model description (J) | Serviced in Turku |
|
| Department (K) | Maintenance | IT |
| Reservable (L) | YES | YES |
| Individual items (M) | 1 | 1 |
| Main location (R) | Warehouse | Garage |
| Sublocation 1 (S) | Row 4 | Space 1 |
| Sublocation 2 (T) | Shelf 20-02 |
|
| Vendor (V) |
|
Car Center |
| Purchase price (W) | 169 | 1000 |
| Purchase date (X) | 28.02.2025 |
|
| Estimated lifespan (AA) | 10 | 5 |
| Item type (AG) | device | vehicle |
| Serial number (AH) | 1234567890 | X09876321 |
| Condition (AI) |
|
2 |
| Warranty (AJ) | 1 |
|
| Registration number (AN) |
|
ABC-123 |
| Fuel (AO) |
|
Petrol |
| Transmission (AR) |
|
Manual |
Formatting rules
| Data | Correct format | Example | Avoid |
|---|---|---|---|
| Dates | dd.mm.yyyy as text | 20.10.2025 | Excel date formatting, 10/20/2025 |
| Unknown purchase date | The first day of the year | 01.01.2025 | The year alone |
| Prices | Number only, VAT 0% | 169 | 169 €, 169 EUR |
| Lifespan and warranty | In years, number only | 5 | 5 y, 5 years |
| Condition | A number 1–5 | 4 | Good |
| Reservable | YES or NO | YES | Yes, x |
| Quantity type | stock or consumable |
stock | Stock model |
| Names | The same spelling every time | Computers | Mixing "Computers" and "computer" |
Checklist before sending
- Every row has a model, main category, department and item type.
- Serial numbers and custom identifiers are unique.
- The same model is not in two different categories.
- Categories, locations and departments are written the same way as those already in Trail.
- The additional information fields for individual items have not been filled in for stock models and consumables.
- Dates are in the format dd.mm.yyyy and prices are numbers only.
- The file is saved in .xlsx format.
Submitting the sheet to Trail
Send the finished .xlsx file to Trail support at support@trail.fi or to your own Trail contact person, who will import the data into the system. After the import, the item details can be edited and completed directly in Trail.