WhoHasGear

MOVING IN

Bring your equipment list with you

You already have this list somewhere — a spreadsheet, or another tool you're paying for. You should not have to retype it. Find where your list lives below, follow the steps, and you'll be scanning labels in about ten minutes.

You do not need to clean anything up first

Title rows, blank rows, a “TOTAL” line at the bottom, section headings like MICROPHONES, weird column names, prices written as $299 ea — we handle all of it and show you exactly what we found before anything is saved. If we guess a column wrong, you fix it with one dropdown.

Google Sheets

The fastest path — no download, no file, no sharing settings.

  1. 1Open your sheet and click the first cell of your list.
  2. 2Press Cmd + A (Mac) or Ctrl + A (Windows) to select everything.
  3. 3Press Cmd + C / Ctrl + C to copy.
  4. 4In WhoHasGear, open Assets → Import spreadsheet and paste into the big box.
  5. 5Check the preview, then click Import.

Prefer a link that stays in sync? See the sharing steps further down — the sheet must be set to "Anyone with the link" before we can read it.

Excel

Copy the cells, or save a CSV if you prefer a file.

  1. 1Select your rows (click the first cell, then Ctrl + Shift + End) and press Ctrl + C. Paste straight into WhoHasGear — this is usually enough.
  2. 2If you’d rather use a file: File → Save As (or Export).
  3. 3Choose CSV UTF-8 (Comma delimited) (*.csv) as the format.
  4. 4Save it, then drag that file onto the import box in WhoHasGear.

Multiple tabs in one workbook? Copy each tab separately — one import per tab. Merged cells should be unmerged first, or the row may come through blank.

Apple Numbers

Numbers files aren’t readable directly, but exporting takes two clicks.

  1. 1Open your spreadsheet in Numbers.
  2. 2Choose File → Export To → CSV… from the menu bar.
  3. 3Under Text Encoding, pick Unicode (UTF-8).
  4. 4Click Next…, save the file, then drop it onto the WhoHasGear import box.

Copying the cells and pasting works too, and skips the export entirely.

Sortly

Sortly exports a full inventory summary as CSV or Excel from the web app.

  1. 1Sign in to Sortly on a computer (exports are easier on desktop than mobile).
  2. 2Open the folder or view containing the items you want — or your top-level inventory for everything.
  3. 3Select your items, then click Export.
  4. 4Choose the CSV / Excel (Inventory Summary) option rather than PDF — the PDF is a picture of your data and can’t be imported.
  5. 5Sortly emails or downloads the file. Drop it onto the WhoHasGear import box.

Sortly’s summary export includes item details, folders, and locations. Photos come through only as links, not files, so item photos need re-adding after the move.

EZOfficeInventory (EZO)

EZO has an export icon on every listing page and report.

  1. 1Sign in and go to the Items or Assets listing page.
  2. 2Click the export icon in the table header, then choose CSV.
  3. 3For a fuller export, go to Reports → Asset Reports → All Active Assets instead and click Export there.
  4. 4If asked, choose Unformatted — that gives clean raw rows. “Formatted” adds grouping rows that make the file harder to read.
  5. 5Drop the downloaded CSV onto the WhoHasGear import box.

To include full location paths, EZO has a setting under Locations called "Show hierarchical location in item listings" — turn it on before exporting if your locations are nested.

Cheqroom

Cheqroom exports through its reports section.

  1. 1Sign in and open Reports.
  2. 2Pick an item report — Items current state or Items per category both work well.
  3. 3Click Actions, then Export.
  4. 4Choose CSV (or Excel), and select all fields if you’re offered the choice.
  5. 5Drop the file onto the WhoHasGear import box.

On Excel for Mac, Cheqroom itself recommends opening the file in Numbers or Google Sheets and re-saving as UTF-8 CSV to avoid mangled accents.

Shelf

Shelf has a straightforward CSV export from the asset index.

  1. 1Sign in and open the Assets index.
  2. 2Tick the assets you want, or click Select all to take everything.
  3. 3Click Export selection.
  4. 4Pick a format — either works for us — and click Download CSV.
  5. 5Drop the file onto the WhoHasGear import box.

Shelf’s QR IDs belong to Shelf, so we generate fresh WhoHasGear labels for every item. You’ll reprint labels after the move.

Asset Panda

Export from the list view or a saved report.

  1. 1Sign in on the web app and open the asset group you want to move.
  2. 2Use the Actions or ⋯ menu on the list view and choose Export.
  3. 3Select Excel or CSV (avoid PDF).
  4. 4Open the downloaded file, then either drop it onto the import box or copy the rows and paste them.

Anything else

Airtable, Notion, Monday, Trello, a Word table, a printed list — there’s always a path.

  1. 1Look for Export, Download, or Share → Export in your tool and choose CSV.
  2. 2No export button? Select the rows on screen, copy them, and paste straight into our import box — clipboard data carries the columns with it.
  3. 3Only have it on paper or in a photo? Type the items into the Type it out tab instead: one per line, like 4x Shure SM58 (mics) $299.
  4. 4Still stuck? Send us the file and we’ll import it for you.

Using a Google Sheets link? Share it first.

A Google Sheet is private by default, so pasting the link gives us nothing to read. Two options — the first takes five seconds and skips sharing entirely.

Easiest: just copy the cells

  1. 1. Click the top-left cell, then press Cmd/Ctrl + A to select everything.
  2. 2. Press Cmd/Ctrl + C.
  3. 3. Paste into the import box in WhoHasGear. Done — no sharing, no download.

Or share the link (so it stays in sync with the sheet)

  1. 1. Open your sheet and click the blue Share button, top right.
  2. 2. Under General access, change Restricted to Anyone with the link.
  3. 3. Leave the role as Viewer — we only ever read it.
  4. 4. Click Copy link, then Done.
  5. 5. Paste that link into the “Read sheet” box in WhoHasGear.

If you'd rather not make it link-viewable, use the copy-paste method above — it works exactly the same and nothing leaves your browser except the rows themselves. You can switch sharing back to Restricted the moment the import is done.

What happens after you paste

1

We read your columns

Whatever they’re called. "Item Name", "Asset #", "Purchase Price", "Folder" — we match dozens of names used by other tools.

2

You see a preview

Every item we found, what category and location it lands in, and the total value. Nothing is saved yet.

3

You fix anything we got wrong

One dropdown per column. Change "Notes" to "Location" and the preview updates instantly.

4

Quantities become real items

"Shure SM58, Qty 4" becomes four separately labeled mics, because you check out one mic — not a quantity.

5

Categories and locations create themselves

No setup screens first. If your sheet says "Mics" and "Stage closet", those exist when the import finishes.

6

Then print your labels

One sheet of ordinary Avery labels and your shelf becomes self-serve.

Stuck? We'll do it for you.

Send us your file — whatever shape it's in, including the messy one with three tabs and a merged header — and we'll import it for you and send back a login. No charge, no sales call.

Send us your fileStart free instead