Import Excel Data¶

Import existing field visit and monitoring data from an Excel file into FieldOps.

The Excel import workflow allows you to upload a spreadsheet, preview its data, map Excel columns to FieldOps monitoring fields, and process the rows as FieldOps visits and responses.

FieldOps can complete an import even when some rows contain errors. Successfully processed rows are imported, while failed rows are recorded separately so that you can review and correct them.

Before you begin¶

You need:

Permission to import data into FieldOps
An Excel file containing the data you want to import
A FieldOps Programme
A FieldOps Project
Clear column headings in the first row of the Excel file

Depending on your data and monitoring workflow, you may also need existing Monitoring Fields to map to the columns in your spreadsheet.

Tip

Review your spreadsheet before uploading it. Clear column names and consistent data formats make the mapping and import process easier.

Step 1: Prepare your Excel file¶

Before uploading the file, make sure the spreadsheet is structured as a table.

The first row should contain column headings.

For example:

visit_date	site_name	officer_name	households_reached	comments
2026-07-01	Nairobi Site	Jane Doe	45	Visit completed
2026-07-02	Kisumu Site	John Doe	38	Follow-up required

Each row should represent one record that you want FieldOps to process.

Use clear column headings¶

Use column names that clearly describe the data.

For example:

visit_date
site_name
households_reached
beneficiaries_reached
comments

Clear headings make it easier to match Excel columns to the correct FieldOps monitoring fields.

Keep data formats consistent¶

Where possible:

Use the same date format throughout a column
Keep numeric columns numeric
Avoid mixing numbers and descriptive text in the same column
Use consistent values for repeated categories
Remove unnecessary blank rows

Note

FieldOps validates and processes each row during the import. Inconsistent or invalid values may cause individual rows to fail while other valid rows continue processing.

Step 2: Open Excel Imports¶

Sign in to FieldOps and open the Excel import area from the application navigation.

Select the action to create a new import.

Step 3: Select the Programme and Project¶

Select the FieldOps Programme and Project where the imported data belongs.

The selected Programme and Project provide the operational context for records created through the import.

Choose these carefully before continuing.

Warning

Make sure you select the correct Programme and Project before importing the file. Imported records will be associated with the selected FieldOps context.

Step 4: Upload the Excel file¶

Select the Excel file containing the data you want to import.

FieldOps will upload the file and prepare it for validation and preview.

After the file has been uploaded, review the file information before continuing.

Tip

Avoid uploading the same unchanged file more than once. FieldOps may detect duplicate files to help prevent accidental duplicate imports.

Step 5: Preview the data¶

After uploading the file, FieldOps displays a preview of the spreadsheet data.

Use the preview to confirm that:

The correct file was uploaded
The expected columns are present
The first row contains the correct column headings
The data appears under the correct columns

If the file structure is incorrect, return to the spreadsheet, correct it, and upload the corrected file.

Step 6: Map Excel columns¶

The next step is to map columns from the Excel file to FieldOps Monitoring Fields.

For each Excel column that you want to import, select the corresponding FieldOps Monitoring Field.

For example:

Excel column	FieldOps Monitoring Field
`households_reached`	Households Reached
`beneficiaries_reached`	Beneficiaries Reached
`comments`	Visit Comments

FieldOps may suggest existing Monitoring Fields based on the Excel column names.

Review each suggested mapping before starting the import.

Important

Make sure each Excel column is mapped to the correct FieldOps Monitoring Field. The mapping determines where the imported values are stored.

Step 7: Review the column mappings¶

Before executing the import, review all selected mappings.

Confirm that:

The correct Excel columns are mapped
Each column is mapped to the intended Monitoring Field
Required mappings have been completed
Columns you do not want to import are not mapped unnecessarily

Take time to review the mappings carefully before continuing.

Step 8: Execute the import¶

When the mappings are ready, select Execute Import.

FieldOps will begin processing the spreadsheet.

The import runs in the background, so processing time may depend on:

The number of rows in the spreadsheet
The number of mapped columns
The amount of data being processed
Background processing activity

You can monitor the import status from the import session.

Import statuses¶

An import may move through several statuses while it is processed.

These may include:

Pending — the import session has been created
Uploaded — the Excel file has been uploaded
Validating — FieldOps is validating the import
Validated — validation has completed
Processing — rows are being processed
Completed — all rows were processed successfully
Completed with errors — some rows were imported successfully and some rows failed
Failed — the import could not be completed

Note

An import does not necessarily fail completely because one row contains an error. FieldOps can import valid rows while recording failed rows separately.

Step 9: Review the import results¶

After processing is complete, review the import results.

The import session records information such as:

Total rows
Processed rows
Failed rows
Import status

If all rows were processed successfully, the import will be marked as Completed.

If some rows could not be processed, the import may be marked as Completed with errors.

Partial import success¶

FieldOps supports partial import success.

For example, if an Excel file contains 100 rows:

92 rows may import successfully
8 rows may fail validation or processing

The 92 valid rows remain imported.

You do not need to import the entire file again solely because some rows failed.

Instead, review and correct only the failed rows.

Important

Do not re-import the complete original file simply because some rows failed. FieldOps records failed rows separately so that they can be corrected and retried.

What happens to imported data¶

Successfully processed rows are converted into FieldOps operational records.

Depending on the mappings and import configuration, FieldOps may create or update:

Visits
Visit responses
Monitoring field responses

The imported data can then participate in the broader FieldOps workflow, including:

Visit review
Findings
Corrective actions
Operational analytics
BI and reporting

Common problems¶

The Excel file cannot be uploaded¶

Check that:

You selected a supported Excel file
The file is not corrupted
The file contains readable spreadsheet data
You have permission to create imports
Your organization has not reached its import limit

The spreadsheet preview is incorrect¶

Check the original Excel file.

Confirm that:

The first row contains column headings
The data begins under the correct headings
There are no unnecessary rows above the header
The spreadsheet structure is consistent

Correct the file and upload it again if necessary.

An Excel column cannot be mapped¶

Confirm that an appropriate FieldOps Monitoring Field exists.

Review the available Monitoring Fields and select the one that represents the data in the Excel column.

If no suitable field exists, you may need to create the required Monitoring Field before continuing.

The import is still processing¶

Large imports may take longer to process because rows are handled in the background.

Allow the import process to complete and check the import status again.

The import completed with errors¶

A Completed with errors status means that some rows were imported successfully while others failed.

The successfully processed rows remain imported.

Review the failed rows and correct only the records that could not be processed.

What to do next¶

If the import completed successfully, review the imported visits and responses in FieldOps.

If the import completed with errors, continue to the failed rows guide to:

Review the rows that failed
Understand the reported errors
Correct the source data
Retry the corrected rows

Correct failed rows