How to use the Scaler Spreadsheet (bulk upload)

This article covers the rules that apply every time you use the spreadsheet. Getting them wrong causes upload failures, data loss, or duplicate records. For a full sheet-by-sheet walkthrough with video tutorials, see Scaler Spreadsheet Tutorials.

The spreadsheet overwrites your data. When you upload, Scaler treats the file as the source of truth. Added cells are included in the platform. Edited cells are updated. Deleted rows are deleted from Scaler. Only include data you intend to keep. Only edit what you intend to change.

Asset Details always exports and controls which assets are processed. Regardless of your custom selection, Asset Details is always included. Scaler will only process data for assets present in Asset Details in the same upload. If an asset appears in Asset Details, all its data across every other sheet is in scope for that upload.

Removing an asset from Asset Details does not delete it from Scaler. If you remove an asset's row from Asset Details, Scaler won't process that asset in this upload — it remains untouched in the platform. But if rows for that asset still exist in other sheets (Floor Areas, Meters, etc.), the upload will fail. You'll have to manually remove every orphaned row before it will go through. Be selective at download time instead. To permanently delete an asset: go to the asset in the platform → Asset Characteristics → Delete Asset.

Never edit system-generated IDs. SCALER ASSET ID, METER ID, METER VERSION ID, CONSUMPTION ID — never edit these for existing records. Changing them causes Scaler to lose the match and create a duplicate instead of updating the original. Row 9 marks these columns Don't Change.

Asset identification requires an exact three-field match. Every row in every sheet links to an asset via SCALER ASSET ID, CLIENT ASSET ID, and ASSET NAME. All three must match exactly — same capitalisation, same spacing. Always copy-paste them from an existing row. Never type them manually.

Download fresh — edit — upload in one session. Don't download a file and leave it for later. If someone else changes data in the platform in the meantime, your upload will overwrite their work.

Use Excel — not Google Sheets. Dropdown validation, date handling, and conditional formatting only work correctly in Microsoft Excel (desktop or OneDrive). Google Sheets silently breaks validation. Do not use Google Sheets, LibreOffice, or Numbers.

Dropdown fields must match exactly. Values must exactly match one of the available options — including capitalisation and spacing. Copy-pasting from external sources strips the dropdown validation and is a leading cause of upload failures. Always use the Excel dropdown to select. Never type or paste into a dropdown cell.

Don't touch the hidden sheets. The LISTS, METADATA-hidden, LISTS-hidden, and EXCLUDE tabs power dropdown validation across the entire file. Don't edit, rename, or delete them.

For video walkthroughs of each sheet and field-by-field guidance, see Scaler Spreadsheet Tutorials.