The initial data import of inventory and contacts for new customers is a complimentary service. All subsequent import requests and jobs are performed at a cost of $80 USD per occurrence. For more information, contact email@example.com.
Flex offers a data import service for a broad variety of scenarios, and we currently have the ability to batch import contact records as well as inventory records. Currently this service is not self-serve, and is performed by the Support team.
If you are coming to Flex Assets from another rental management system, Flex Support may be able to assist you with translating your existing inventory into Flex. Contact firstname.lastname@example.org for more information.
As a new Flex Assets customer, you may want to do a large-scale import of inventory and/or contacts to expedite the setup process.
As an existing Flex Assets customer, you may want to make use of a batch import if you have acquired a large, varied quantity of new inventory at once.
Download the Inventory Import Template
Download the Contacts Import Template
When you open the template, you'll see that there is some example information in the template, which corresponds to the example inventory in your Flex system. You'll also see that there are two tabs, Models and Units.
On the Models tab, you will enter the primary information about your asset inventory. When thinking about how you would like it to be represented in Flex, consider how specific you want to be- do you simply have "Laptops" or, are you tracking individual models from various manufacturers? Do you have "Carts" or do you have carts of various sizes and purposes? You can enter information here as you see fit for your organization's needs.
On the Units tab, you'll correlate the information you put in on the Models tab, with the tangible items they relate to. Be sure to match the descriptive item name from the Models tab exactly! Here you can add information about your real inventory- does it already have labeling, or does your inventory already have asset numbers? Or do you already have existing purchase information you want to add to your Flex system?
When you open the template, you'll see that there is some example information in the template, which corresponds to the example information in your Flex system. You'll also see that there are two tabs, Buildings and Individuals. It's important to note that you can assign assets to both!
On the Buildings tab is where you will add physical locations like campuses, offices, departments, and the like. Individuals can be organized under Facilities as well.
The Individuals tab is where you will add individuals' contact details, and where you can relate them to entries on the Buildings tab- again, be sure to have values in the Building Name field match those on the Buildings tab exactly.
Terms You Should Know
Non Serialized Model - An inventory item that does not require each unit to have a unique barcode. When scanning a non serialized model in or out of your Flex system, you will be prompted to enter a quantity. Many Flex customers make their cables and other small items non serialized.
Serialized Model - An inventory model that has multiple units with individual barcodes associated with it. For example, you might have ten of the same model of computers in your inventory, and each of those computers would have their own unique barcode.
- Model Barcode - The unique identifier (five digits with preceding zeros by default) assigned to every inventory model in Flex. For Non Serialized Models, this number can still represent a physical item like a Cable, but when scanned will instead bring up a quantity prompt. For Serialized Models, this number can be used to reference the model directly.