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How to Use the Scaler Spreadsheet (Bulk Upload Guide)

How to Use the Scaler Spreadsheet (Bulk Upload Guide)

A step-by-step guide to downloading, editing, and uploading the Scaler Spreadsheet for bulk data updates across assets, meters, and consumption.

Last updated on December 2, 2025

Using the Scaler Spreadsheet for Bulk Data Uploads

The Scaler Spreadsheet is the authoritative tool for bulk data entry and updates. It contains all relevant fields across assets, meters, consumption, certifications, and roadmaps.

When uploaded, it becomes the source of truth.

Quick Summary — What You Must Know Before Using the Spreadsheet

These rules determine whether your upload succeeds and whether your existing data stays intact.

Critical Principles

  • If you delete data in the spreadsheet, and upload it → that data WILL be deleted from Scaler.
  • Do NOT create or edit Scaler asset ID — Scaler generates these automatically.
  • To update an existing asset, copy the exact values for:
    • Scaler asset ID
    • Client asset ID
    • Asset name
  • Required fields must be filled when adding a new row.
  • Conditional required fields (√C) appear based on other inputs.
  • Decimal limits:
    • Floor area fields → max 4 decimals
    • Financial fields → max 6 decimals

Consumption

  • Do NOT edit Consumption ID for existing rows.
  • When adding consumption, copy the exact Meter ID plus Scaler asset ID and Asset name.
  • When making a consumption adjustment, leave Consumption ID empty.

Roadmap Measures

  • Do NOT edit Scaler measure ID for existing rows.

1. Before You Begin

Use Excel — not Google Sheets

Only use Microsoft Excel (desktop or OneDrive). Web-based editors break validation and formats.

The spreadsheet overwrites data

The upload completely replaces values in any field you edit. Deleted values = deleted in Scaler.

Work only with the fields and assets you need

  • Only select and download the assets you will edit, Scaler processes only rows where Scaler asset ID is present.
  • Only download the fields you will edit

2. Downloading the Spreadsheet

You can customise the spreadsheet export so it includes only the fields you want to work with.

How to download

  1. Go to Data Collection Portal → Asset List
  1. Select one or more assets
  1. Click Download
  1. Choose:
      • Sheets
      • Specific fields within each sheet
  1. Download your customised spreadsheet

This keeps the file small and reduces the chance of accidental overwrites.

Notion image
Notion image

3. Uploading the Spreadsheet

  1. Go to Data Collection Portal → Upload
  1. Select your edited spreadsheet
  1. After processing, you will see a confirmation message (e.g., “8 assets edited”)
  1. If the upload fails, Scaler will display a detailed error message
      2. Notion image

4. Key Rules for Entering Data

These rules apply across all spreadsheet sheets.

4.1 Asset IDs & Identifiers

  • Do NOT create your own Scaler asset ID
  • For existing assets, always use the exact:
    • Scaler asset ID
    • Client asset ID
    • Asset name

Changing these will cause the row to be treated as a new asset.

4.2 Required & Conditionally Required Fields

  • Required fields must always be populated
  • Conditionally required (√C) fields depend on what you enter elsewhere
    • Missing conditional fields may not block upload
    • But they create Missing Data alerts and may block calculations

4.3 Dates

Excel validates dates using your Excel locale.

To avoid errors:

  • Recommended format: YYYY-MM-DD
  • Or ensure your regional settings match the dates you paste

Check your Excel “Language (Location)” via:

Right click → Format Cells → Date → Language (Location)

Copy/pasting international dates (e.g., US vs EU formats) is a common failure point.

4.4 Numbers & Decimals

  • Be consistent with decimal separators
  • Maximum allowed:
    • 4 decimals for floor areas
    • 6 decimals for financial fields
  • Remove formulas and hyperlinks
  • Stay within the expected numeric ranges

4.5 Dropdowns

Many fields require controlled values such as:

  • Source
  • Monitoring method
  • Energy network
  • Purchased by

Texts must match the dropdown exactly.

Copy/paste often removes validation — leading to upload failure.

5. Working with Meters and Consumption

5.1 Meter IDs

  • Do NOT edit Meter ID or Meter version ID for existing meters
  • Leave these blank when creating new meters
  • Scaler generates them automatically

5.2 Adding consumption

Each new consumption row must include:

  • Meter ID
  • Scaler asset ID
  • Client asset ID
  • Asset name

Then enter:

  • Start date
  • End date
  • Consumption
  • Unit
  • Any associated costs

6. Meter Versioning (Automatic & Spreadsheet Support)

Scaler automatically creates new meter versions when key attributes change.

Triggers for a new version:

  • Source
  • Covered area
  • Monitoring method
  • Purchased by

6.1 In the spreadsheet — to create a new version

  1. Add a Meter version end date to the existing row
  1. Create a new row with the same Meter ID
  1. Leave the Meter version ID blank
  1. Add a Meter version start date
  1. Update at least one versioning field (Source, Covered area, Monitoring method, Purchased by)

6.2 Correct an existing version

  • Update the same row
  • Do not add version start/end dates

6.3 Add a brand new meter

  • Start a new row
  • Leave Meter ID and Meter version ID blank
  • Fill all required fields

7. First-Time Setup Workflow

Before you begin:

You can view the full change log for the Scaler spreadsheet template — including version numbers, all modifications in each release, and notes on whether older templates remain compatible — in the Metadata & Info sheet of the downloaded spreadsheet.

  1. Download:
      • Metadata & info sheet
      • Descriptions & guidance sheet
  1. Prioritise completion of:
      • Asset details
      • Floor areas
      • Reporting details
  1. Upload small batches
  1. Fix errors directly in your spreadsheet
  1. Re-upload until all validation passes

8. Troubleshooting Upload Failures

Common causes:

  • Invalid dropdown values
  • Incorrect dates
  • Too many decimals
  • Hyperlinks or formulas
  • Modified field names or sheet names
  • Deleted required values
  • Wrong decimal/thousand separators
  • Misspelled Energy network or Supplier fields
  • Editing Scaler-generated IDs

Tip:

Download a fresh spreadsheet with the same fields to compare.

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