Bulk Import & Export of Assets

ActivoHQ lets you move your entire asset register in and out of the system using Excel (.xlsx) or CSV files. Every asset field is supported, so you can onboard an existing register in minutes or take a full backup whenever you need one.

You'll find both actions on the Assets page (/assets), in the top-right toolbar.

Exporting assets

1. Open Assets.
2. Click Export and choose Export to Excel or Export to CSV.
3. Your browser downloads a file named assets-<date>.xlsx (or .csv) containing every asset for the active company.

The export includes all fields. Linked records — Category, Location, Cost Center, Custodian, Depreciation Book and Assigned Employee — are written by their code (not their internal ID), so the same file can be re-imported into ActivoHQ or another workspace.

Importing assets

Click Import on the Assets page to open the three-step importer (/assets/import).

Step 1 — Upload a file

Choose an .xlsx or .csv file. The first row must contain column headers. You can click Download template to get a ready-made header row.

Step 2 — Map your columns

ActivoHQ shows each of its fields next to a dropdown where you pick the matching column from your file. Columns whose names match are mapped automatically; adjust any that don't.

Fields marked with a red asterisk (*) are required:

• Asset Code — the unique key used to match existing assets
• Name
• Category (must match an existing category code)
• Acquisition Date
• Acquisition Cost

Linked records are referenced by code/name:

If a referenced code isn't found, that single field is left blank and the row continues — the issue is listed in the results so you can fix it.

Step 3 — Review and import

Click Import. ActivoHQ processes every row:

• Existing asset (same Asset Code) → its fields are updated.
• New Asset Code → a new asset is created.

This "upsert by Asset Code" behaviour means you can safely re-run the same file to apply corrections.

Before you import, ActivoHQ shows a summary of how many rows are new versus updates, alongside your plan's asset limit and how many assets are already in use.

When the import finishes you'll see how many assets were created and updated, plus a per-row list of any problems (missing required value, unknown category, etc.).

Plan asset cap

New assets count against your subscription's asset limit; updates to existing assets do not.

If a file would add more new assets than your plan allows, ActivoHQ blocks the whole import (nothing is created or updated) and shows an Upgrade plan prompt with the exact numbers — for example, "This file adds 600 new assets, but your plan allows only 25 more." Click Upgrade plan to move to a larger tier, then re-run the same file.

This is intentional: bulk imports are all-or-nothing, so you never end up with a partially-loaded register. A file that only updates existing assets is always allowed, even at a full cap.

Notes & limits

• Dates use YYYY-MM-DD (the format produced by Export). Other common formats are also accepted.
• Enums (Depreciation Method, Status, Availability) are matched by name; unrecognised values keep the asset's current value.
• The importer works on the active company — switch companies in the top bar before importing if needed.