How to Upload Existing Assets Not Assigned To People When You Join Firstbase

Overview

Welcome to Firstbase! In addition to assets assigned to individual team members, Firstbase enables you to track assets stored at your office or other centralized locations. This guide explains how to complete the “Physical Inventory - Customer Office Assigned” tab in the Firstbase Data Action Sheet, ensuring that your office-held assets are accurately uploaded and managed on the Firstbase platform. For uploading people and their assigned assets in bulk, please see How To Bulk Upload Existing People and their Assigned Assets When Joining Firstbase.

Step-by-Step Guide

1. Receive and Access the Firstbase Data Action Sheet

• After you sign with Firstbase, if you haven’t already received the “Firstbase Data Action Sheet” sheet from your account executive, you’ll receive an email with a link to it. This sheet is essential for providing information about your assets (and people), and it ensures that we have accurate details to support your transition.

2. Access & Fill Out Tabs Within the Sheet

• Open the sheet in your preferred spreadsheet editor (Google Sheets, Excel, etc.).
• Complete Customer Information tab (if not already completed) by providing details regarding support/billing contacts and your ABM & Windows enrollment information. 
• Go to the “Physical Inventory - Customer Office Assigned” tab.
• Complete each required column (detailed below) with as much information as possible. This ensures that all your people and assets are uploaded accurately.

• Serial Number (Ensure accuracy; omit leading “S” unless it’s part of the actual serial number)
• Device Details (varies by brand; the following is a guideline for Apple devices):
  • MPN or Make & Model (e.g., "MQ002LL/A" or "Apple” “MacBook Pro"; model names are preferred)
  • Screen Size (e.g., "16-inch")
  • Processor (e.g., "M3 Pro")
  • CPU (e.g., "8-Core")
  • GPU (e.g., "10-Core"; for latest Apple models only)
  • RAM (e.g., "16GB")
  • Storage (e.g., "1TB SSD")
  • Keyboard Layout (e.g., "US English")
  • Color (e.g., "space gray")
  • Power Plug (Specify if it differs from the country of the worker or office location)
  • Deployed Date (Optional, but helps us track refresh timelines)
  • Status (e.g., "Used," "New," "End of Life," etc.)
  • Current Location

• For the office inventory, provided the related rows of inventory are nonserialized, a quantity column can be added, and we can add X number of these skuIDs to the office name provided. If using this method, be sure to section off the count by condition type. 5 New, 3 Used, and 7 Decommissioned should be on their own unique row with the product info reiterated. If the serial numbers are known, they should be placed each on their own row with matching condition. If the format is difficult to work with from your source data, you can let us organize it. Preferably the serials are at least in a digital format and not a screenshot of the serial numbers.
• For the list of equipment in the office, the “condition” column becomes mandatory. We need to know if the equipment is New or Used.

Important: Missing asset details will default to a generic SKU for that asset, meaning it will appear correctly formatted but won’t be searchable by tags such as RAM or screen size on the Firstbase platform.

3. Check for Accuracy

Double-check each entry to ensure accuracy, as incomplete or incorrect data can affect the upload process.

4. Save and Submit Your Spreadsheet

• Save your file in .xlsx or .csv format.
• Email your completed sheet to your designated contact, such as your account executive, implementation consultant, or customer success manager.

5. Firstbase Reviews Data

Once submitted, our team will review your data to ensure it meets our formatting standards. If any issues are detected, we’ll reach out to assist. Please note, that issues in formatting or missing information will cause delays in processing. If issues in formatting or information arise, we will contact you to resolve.

Here are a few common issues to avoid:

• Missing Product Information: If there are incomplete product descriptions, we may assign a generic SKU based on the available information.

6. Asset Import

Once the data review is complete, Firstbase will import your assets to the platform. You’ll then be able to view, track, and manage all your people and assets directly through Firstbase.

Troubleshooting Common Issues

• File Format Errors: Be sure to save your sheet as .xlsx or .csv.
• Incomplete Information: Each required field should be completed; otherwise, the upload may fail.
• Support and Questions: For help with the spreadsheet or troubleshooting upload issues, please contact your account executive, implementation consultant, or customer success manager.

Need Further Assistance?

If you have any questions about the upload process or need additional support, please reach out to your implementation consultant, account executive, or customer success manager. We’re here to make your onboarding experience smooth and efficient.