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Preparing to Import Item Inventory (Classic Items)

Use this article series to prepare your data before importing Item Inventory in Classic Items. Proper preparation helps avoid errors, ensures correct mapping, and smooths the import process.

Read this introduction to importing item inventory, including preparing the spreadsheet for import.

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

  • Inventory > Import
     

What more do I need to use this feature?

  • Admin permission to manage Inventory.
     

Which Checkfront version supports this feature - Classic Items, Classic Products, or both?

  • Your account must have access to classic items (Inventory > Items), a key feature of our Classic Items version of Checkfront. 
  • This feature is not yet supported with classic products (Inventory > Products), a key feature of our Classic Products version of Checkfront. 

 

Item Inventory Import Overview

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If you have many inventory items, manually entering them one at a time can be time-consuming. Instead, you can create a .csv file (Excel, Numbers, or equivalent) and import it into Checkfront.

This spreadsheet will include your item data (such as SKUs, names, prices, and quantities), custom fields, if any, and other important attributes.

 

Preparing your spreadsheet for import

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Spreadsheet of items with columns for SKU, ID, name, price, quantity, details, summary, category, allocation, type, weight, bookings, and default availability showing tours, rentals, accommodations, and packages with pricing and booking data.

Follow these steps to prepare data cleanly:

  • Create columns for each field you want to import. Common fields include:

  •  
    • Name
    • SKU
    • Price
    • Quantity
    • Details / Description
    • Summary
    • Category
    • Allocation
    • Type
    • Weight
    • Default Availability
    • Custom fields or parameters specific to your setup

  • Label your columns clearly

  •  
    • The CSV column names don’t have to match Checkfront’s field names, but you need to know which column maps to which field during import.
    • Keep naming consistent and descriptive (e.g., “Item Price USD”, “Rental Duration”, “Available Units”).

  • Ensure required fields are populated

  •  
    • At minimum: Name, Category, Price, Quantity (or availability)
    • If you have custom fields essential to your processes, include values there too.

  • Use consistent formatting

  •  
    • Date fields (if any) should use a format acceptable in CSV (e.g., YYYY-MM-DD)
    • Unless required, numbers and currency formats should avoid special characters (commas, dollar signs).

  • Review custom columns

  •  
    • If you have created custom parameters for your items, ensure that you include those columns.
    • Be aware that during mapping, you’ll need to align those CSV columns with your custom fields in Checkfront.

  • Check small sample first

  •  
    • Before uploading a big file, try importing a few sample rows to confirm correct field mapping and formatting.

 

Common Issues & How to Avoid Them

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Issue Cause How to Avoid
Missing required field
 		 Column left blank or omitted Ensure all required fields have data; double-check your sheet headers
Date format not recognized Nonstandard date format Use consistent formats like YYYY-MM-DD or as your locale requires
Incorrect mapping Confusing or mislabeled column names Keep headings clear; preview mapping during import
Unexpected custom data Custom fields missing or mis-typed Include custom parameter columns and test sample import

 

 

Getting started with importing item inventory

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  1. Export or prepare a .csv file with your items and inventory data.
  2. Include key columns—such as Item ID / Name, Quantity, Price, Category—and any custom fields.
  3. Clean up the file: remove formulas, blank rows, extra formatting; ensure it’s UTF-8 encoded.
  4. In Checkfront, navigate to Inventory → Import (Classic Items mode).
  5. Upload your .csv and map your columns to the Checkfront fields.
  6. Run the import and review the results to ensure items were added or updated correctly.
  7. Check a few items on your booking page to confirm quantities, pricing, and display.

 

Next Steps

Once you’re comfortable with the basics above, check out these deeper-dive articles:

Each article walks you step-by-step through that specific feature.

You can learn how to import Item Inventory with the following article in this series.

 

 

Importing Item Inventory to Checkfront >

 

 

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