1. Identify the source of truth
Choose one working register and make a dated copy. Agree who will keep it up to date during the move. Remove obvious duplicate rows and distinguish a stock reference from a manufacturer serial number. Keep the original file until the migration is accepted.
2. Separate facts from assumptions
Check which items physically exist, which are out, and which are waiting for repair. Do not turn a blank inspection date into an assumed pass. Collect photos and certificates separately so they can be linked to the right item.
3. Test a representative batch
Start with a few varied items: one available, one requiring checks and one damaged. Keepalto’s current CSV import previews up to 25 rows per batch and puts imported items on hold. Review the preview, correct rejected rows and confirm the saved result before proceeding.
4. Reconcile the active operation
An equipment import does not automatically recreate bookings, customers or document attachments. Record outstanding handovers and due checks, compare totals, and ask a second team member to find and inspect a sample of profiles.
5. Agree the cutover and backup
Choose when the old sheet becomes read-only. Export a copy of the new records and test your team’s return and fault-reporting process. During the current evaluation preview, keep an independent copy: scheduled off-site protection and full commercial onboarding are still being completed.