# Bulk upload of items into the Inventory

The **Bulk upload tool** in the [**Inventory module**]() is designed for back-end upload of multiple new Inventory items (i.e., not via the LearningSpace user interface).   
The **Excel template,** which can be downloaded from the **Help site (see below),** corresponds well with the parameters in the **Inventory module's Catalog**.


:::warning
The Excel file is case-sensitive.

:::

 ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/646ae850-9571-4c25-b1de-ea122ee06eaf/137658389.gif?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=950c1de64f6cfaeb0bac544eb5041f5f43129977535eecec88bdd899e60597b6&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject)


1. Download the [**Inventory upload template**](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/0e8d6b98-8710-4db6-a329-4e746df60701/Inventory%20upload%20template?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=a99d98bee1e82d1951da93c7a00b1f312170c2b8f71048e89e0f285ada95a2ad&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject).

   
:::warning
   ***IMPORTANT:*** Only use the Excel file downloaded from the LearningSpace Help site.

   :::

   In the Excel file,

   
:::success
   **Obligatory** fields are green

   :::

   
:::tip
   **Strongly recommended** fields are yellow

   :::

   
:::info
   **Optional** fields (depending on the type) are blue.

   :::
2. Fill the individual tabs with the necessary data.

   
:::warning
   ***IMPORTANT:***  Follow the sequence of the tabs:

   
   1. VENDOR
   2. MANUFACTURER
   3. CATALOG
   4. STOCK

   :::

   ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/6d44e4a9-cc36-4119-a7bf-289ae3496150/90309023.gif?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=0711010b6f05d9fc39d5a6e103300cd1c74574dbf682b47144d07367cad30b1f&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject)  
   * In the **Vendor and Manufacturer column** of the *Catalog tab*, only data of Vendors/Manufacturers already added on the *Vendor/Manufacturer tab* can be used!
   * On the *Vendor/Manufacturer tab,* always add **Name, Phone, and Address** to each Vendor/Manufacturer. Otherwise, other associated data will not be uploaded to the system.
   * On the *Stock tab*, an amount can be added only to items **already available on the** *Catalog tab.*  

   
:::success
   For a successful bulk upload of new items, it is **optional**
   * to add a Vendor or a Manufacturer
   * to fill in the Stock tab. Even without amounts added to an item, the system will still accept it. Later on, you can **check in** the necessary amounts via the Inventory module.

   :::
3. Each column on the **Catalog tab** represents one parameter of an item:  

   ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/2319d357-87a9-4750-9824-6c65cb1d5783/90309025.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=81106a5653414fda95e45d2a217b217f505856890527e2b4c4516a6d242df7b1&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject)  
     
   ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/e7a54e7a-0a1e-49d5-a6ee-871f2d8d660a/90309600.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=4170e4443c023d167d7ab8cc80c41c92ef8eaeadd61cd72af6e0912a6614797a&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =386x160")

   
:::warning
   You can **type into some columns (e.g., Name, Vendor) but not others (e.g., Low amount email**). In this latter type of cells, you can select from the dropdown:
   * 0 or 1, meaning "NO" or "YES."
   * *Category, Maintenance period*

   :::

   **Name, Category →**  will be displayed on the [**Details tab**](/doc/details-tab-7Pa5UaN5Cx) ([**Edit properties**](/doc/assets-8bV6Ksy3ZF) window) of the **Inventory** [**Catalog**](/doc/catalog-gk6IwlP6Bi), for each item, after the upload.  
      
   **Description**, **Extra Notes** → displayed on the **Details tab** (Edit properties window) for each item:

     
   ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/81829569-d4bb-4c3b-8c25-93a55358c855/90309597.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=8998468562ff5769bab8d425afd67de581c113cdc63bfb83ecb0a4dcb6b8eb47&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =728x342")  
   **Vendor, Manufacturer →**  displayed on the respective tabs: ***Vendor, Manufacturer*** (Edit properties window)

   The following parameters will be displayed on each item's Settings tab of the Edit Properties window.  

   
   1. **Low Amount** column: Enter the **item amount** at which **Inventory managers** should be notified about running low on it to refill stock.
   2. **Reserved Status Before Event** column: Enter hours (how many **hours** before the event should the item be in Reserved Status)  

      ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/25b53e7a-e9d6-4503-aeac-97e08adaccbf/90309598.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=a376dea8ff3e8fabcedde3aa1973f65dc0bfbe63027018ee05b530cd2b9c959a&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =728x344")
   3. **Overdue Status After Event** column: Enter hours (how many **hours** after the event should the asset be in Overdue Status) (for Assets only)
   4. **Maintenance Reference Date** column: Enter a **date** for the beginning of the [**maintenance**](/doc/how-to-manage-asset-maintenance-8r5L7V1Oda) **cycle** (for Assets only)
   5. **Maintenance period** column: Select the [**frequency of Maintenance**](/doc/how-to-manage-asset-maintenance-8r5L7V1Oda) from the drop-down (DAILY/WEEKLY/MONTHLY) (for Assets only)  
        

      ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/812c69dd-4886-451f-8000-389f4ad09034/90309595.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=fc6fa377a5ab106191770c6eab0fae3398b342173deebc69051bd888713c65fa&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =685x326")

      
:::info
      In case of **multiple PO numbers** (*Purchase Order Numbers*), the PO Numbers should be **separated by a "|" sign** (**"pipe"** - generated with *AltGr+W or Shift+"\\"* ) in the respective column of the Excel sheet.  
      This way, the numbers will be listed in separate rows in the Inventory (Edit Properties window of the item).

      :::

      ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/4053ffdf-85da-4504-9853-af68297bfdf4/90309504.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=5627326a04183f63219aeb22c9e2e5dc4193491c5adc697d5d39a3b17e942601&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject)

        
      **PO number(s)** and **Cost** will be displayed on the [**Cost tab**](/doc/catalog-gk6IwlP6Bi) of the **Edit properties** window for each item:  
        
      ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/b8bb82a6-3290-41db-b62e-13273c6c6de8/90309505.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=cf2e17d1f55bd80ae9a720ed41b133a60a8f4b96d8f166103dc6f3d5480327e5&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =599x318")  
4. The accepted **date format** is the ISO Standard **YYYY/MM/DD format.**
5. If using the Stock tab, **a quantity** must be provided for each selected item (without it, the **location** won't be uploaded!).  
   **An additional quantity** can be uploaded to an **already existing item** in the Inventory.

   
:::warning
   ***IMPORTANT:*** For [**Consumables with an Expiration Date**](), the *expiration date* must be provided.  
   Without it, its quantity will not be uploaded - but the item itself, with a quantity of '0,' will.

   :::

   
:::success
   Items with the **same** [**location**](/doc/locations-Pwt0zZsUc7) (and Consumables with the same *expiration date*) entered in **different rows** will be **aggregated** and displayed in the LearningSpace system **as a single row**.

   :::
6. **Send the completed** Excel file to LearningSpace Support ([**ls-support@elevatehealth.net**](mailto:ls-support@elevatehealth.net)), who will upload it into your LS system.  

   **Step-by-step guide:**

   In case you wish to add your new Lucina simulator to your  LearningSpace system's Inventory with the help of the bulk upload feature, proceed as follows:

   1\. Add the **Vendor** of the simulator, if applicable (and if not yet present), on the ***Vendor tab***

   2\. Add the **Manufacturer** of the simulator, if applicable (and if not yet present), on the ***Manufacturer tab***

   3\. Enter the **parameters** of the item on the ***Catalog tab:***
   * **Name**: 'LUCINA' **Category**: 'ASSET'  (OBLIGATORY)
   * **Description**, **Vendor, and Manufacturer**  (STRONGLY RECOMMENDED)
   * OPTIONAL:
     * Add **Cost** and **Unit**
     * Add how many **hours** the simulator should be in **Reserved Status** before the event and **Overdue Status** after the event.
     * Add [**Maintenance Reference Date**](/doc/how-to-manage-asset-maintenance-8r5L7V1Oda) and [**Maintenance period**](/doc/how-to-manage-asset-maintenance-8r5L7V1Oda)
     * Add **Description** and **Extra notes** (if needed)
     * Add **PO number**

   4\. Provide the **Name, Location, and Quantity** of the item on the ***Stock tab***

   5\. Send the completed Excel file to LearningSpace Support ([**ls-support@elevatehealth.net**](mailto:ls-support@elevatehealth.net)), who will upload it into your LS system.

   
:::warning
   ***IMPORTANT:*** Do not modify the downloaded Excel file by **adding or deleting headers or reorganizing columns** - or the system will not accept it.

   :::

---

**Documents**

- [User Guide](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/user-guide-WPv4VxhtWB)
- [FAQ](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/faq-YoxOQOjvnY)
- [Training Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/training-videos-D2ycsEwqPt)
- [Module Introduction Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/module-introduction-videos-I6OQ6H7SUT)
- [Release Notes](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/release-notes-BcFFMsc0RV)
- [Distance Learning with LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/distance-learning-with-learningspace-eAfwW23Hxg)
- [Preventing Copy-Paste in LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/preventing-copy-paste-in-learningspace-sPD0IIUuk0)
- [Important Technical Notification Regarding Adobe Flash Player](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/important-technical-notification-regarding-adobe-flash-player-eQtMLwLmTJ)
- [iPad support - Technical information](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/ipad-support-technical-information-dLmeFvKofC)
- [TeamViewer Link](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/teamviewer-link-QyKZBMqUT9)
- [YouTube videos about LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/youtube-videos-about-learningspace-TMb3zdc0LC)
- [Customer Aftercare One-Pager](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/customer-aftercare-one-pager-GBWMe1BcfS)
- [Case Studies](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/case-studies-VcAbFqXSz7)