If you already manage your PPE and other equipment using an Excel, Sheets or Numbers spreadsheet, we can bulk upload your records straight into your Papertrail account to get you ready to go faster.

You'll need to download our template spreadsheet (link below) and copy your data across into the correct columns within it. 

Then email it across to us and we'll take care of the rest.

Please read the couple of points below before filling in the spreadsheet:


To assist us in getting your data into your account quickly and cleanly, please ensure that you have set up a folder structure within your account and you know which records are going to go in which folder.

On the spreadsheet, it needs to be clear which folders each record should belong to. You can specify this using sub-headings within the sheet or by using multiple tabs.


Each record needs to have as a minimum:

  • Name (e.g. harness)
  • Frequency (how often you want to be reminded to inspect each record)
  • State (we'll assume this is 'checked - good' if left blank)
  • Folder location - see above

You can add as much optional information to your records as you like at this stage, such as unique identifier, purchase date, manufacturer, date of first use etc.

It is also possible to set a specific date that an inspection is next due when uploading from a spreadsheet.

Custom states and frequencies

If you would like to add a state or a frequency that is not offered as standard within Papertrail (for example, a state 'in stores', or a frequency option to inspect records on the second Tuesday of each month), just let us know and we can set this up on your account.

Ready to get started?

Please contact us using the information at the base of this article if you would like your records uploading. We'll review your spreadsheet and let you know when it's suitable to upload.

See related articles:

Still can't find the answer you need? We'd love to help!
Contact our Customer Support Team via the chat button in the lower right corner of the screen, on +44 (0)1248 791270 or at support@papertrail.io

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