How To Bulk Upload Existing People and their Assigned Assets When Joining Firstbase

Overview

Welcome to Firstbase! To get your people and their assigned assets up and running smoothly, we’ll need some initial information. This guide explains how to fill out and submit the bulk upload spreadsheet, so we can seamlessly add your people and their assets to the Firstbase platform. For equipment that will be assigned to an office, not a person that you wish to upload in bulk, please see How to Upload Existing Assets Not Assigned To People When You Join 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. Fill Out the Data Sheet

• Open the sheet in your preferred spreadsheet editor (Google Sheets, Excel, etc.).
• Complete Customer Information tab by providing details regarding support/billing contacts and your ABM & Windows enrollment information. 
• Go to the “Bulk Employee / Deployed Inventory Upload Template” tab for equipment assigned to people.
• Complete each required column (detailed below) with as much information as possible. This ensures that all your people and assets are uploaded accurately.

For People:

• First Name and Last Name (in separate columns)
• Work Email
  • and if available Personal Email is highly recommended in addition to Work Email as this will enable smoother offboarding experiences should the event occur.
• Country of Residence at minimum, full address is ideal, but a minimum of country is required (not necessarily the country of any associated office location but the country where the person actually resides)
• Send Email Invites? Indicate "Yes" or "No" depending on whether you'd like invites sent to each team member immediately after adding them to Firstbase.
  • Sending emails is optional; however, Firstbase advises against sending them (select “No” in the Send Email Invites? column) unless employees have already been informed about your organization’s partnership with Firstbase and know to expect an invitation to the platform.
• We require at minimum: {first name, last name, work email, & country of residence}

For Assets Assigned to People:

• Assign the Asset to a Person: Each asset must be listed on the same row as the assigned team member so it can be tracked accordingly.
  • For instances where the team member has multiple assets that need to be assigned to them, please add multiple rows containing their name, 1 row per asset.
• 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 Model (e.g., "MQ002LL/A" or "MacBook Pro"; model names are preferred)
  • Screen Size (e.g., "16-inch")
  • Processor (e.g., "M3 Pro")
  • Generation (if applicable, e.g., “Gen 3”)
  • 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 Language (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)
  • Condition (e.g., "Used," "New," "End of Life," etc.)

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, (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:

• Formatting Errors: Avoid extra spaces, commas, or other formatting symbols. Phone numbers should contain only digits (e.g., format as "1234567890" instead of "(123) 456-7890").
• Address Details: Ensure each part of the address (e.g., city, state, country) is in separate columns and leave cells blank rather than using placeholders like “0” or “#N/A.”
• Table Merging: Keep people and assets in a single, structured table. Merging multiple tables without clear matching data can cause delays.
• Missing Product Information: If there are incomplete product descriptions, we may assign a generic SKU based on the available information.
• Special Characters in Emails: Avoid special characters in email addresses if possible, as some may cause errors during the upload.

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.