Firearm register
Prepare serial numbers, make, model and calibre, with optional licence, location and maintenance fields.
Download firearms CSVFireTrack register preparation
FireTrack import templates.
Download blank CSV templates for firearms, personnel and vehicles. Check the fields before moving an existing spreadsheet into FireTrack Pro, then review a small file in the import preview.
Choose your blank template
Each download contains the exact header row used by the workspace importer. Add your rows beneath it and keep the column names as written. These files contain no register records.
Personnel register
Prepare employee numbers and names, with optional contact, competency, authorisation and driving-licence fields.
Download personnel CSVVehicle register
Prepare registrations, make and model, with optional VIN, capacity, odometer, service and expiry fields.
Download vehicles CSVFrom spreadsheet to reviewed import
- Choose one register. Keep firearms, personnel and vehicles in separate files. Copy the relevant values into the template columns. For XLSX input, put the intended register on the first worksheet.
- Check the file. Use 1–200 non-empty data rows and a CSV or XLSX file up to 2 MB. Keep identifiers as text to preserve leading zeroes. Use valid YYYY-MM-DD dates, and check the required fields and numeric defaults below.
- Preview in the register. Open Import records in the relevant FireTrack register and select your file. Correct any validation message, check the total record count and review the first 10 rows shown. Check the rest of your spreadsheet before saving a larger batch.
- Save deliberately. Import records is a separate action for an authorised workspace. The public demo disables saving. Review the saved register in your workspace after an import succeeds, then complete the operational checks for issue or sign-out.
Firearm register: column reference
| Column name | Import requirement | What to enter |
|---|---|---|
serialNumber | Required | Enter 1–160 characters after surrounding spaces are removed. |
make | Required | Enter 1–160 characters after surrounding spaces are removed. |
model | Required | Enter 1–160 characters after surrounding spaces are removed. |
calibre | Required | Enter 1–160 characters after surrounding spaces are removed. |
licenceNumber | Optional | Up to 160 characters, or leave blank. |
licenceExpiresAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
location | Optional | Up to 160 characters, or leave blank. |
maintenanceDueAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
notes | Optional | Up to 2,000 characters, or leave blank. |
Personnel register: column reference
| Column name | Import requirement | What to enter |
|---|---|---|
employeeNumber | Required | Enter 1–160 characters after surrounding spaces are removed. |
name | Required | Enter 1–160 characters after surrounding spaces are removed. |
email | Optional | A valid email address up to 254 characters, or leave blank. |
phone | Optional | Up to 60 characters, or leave blank. |
roleLabel | Optional | Up to 160 characters, or leave blank. |
competencyNumber | Optional | Up to 160 characters, or leave blank. |
competencyExpiresAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
licenceNumber | Optional | Up to 160 characters, or leave blank. |
licenceExpiresAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
drivingLicenceNumber | Optional | Up to 160 characters, or leave blank. |
drivingLicenceExpiresAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
drivingLicenceClass | Optional | Up to 160 characters, or leave blank. |
notes | Optional | Up to 2,000 characters, or leave blank. |
Vehicle register: column reference
| Column name | Import requirement | What to enter |
|---|---|---|
registration | Required | Enter 1–160 characters after surrounding spaces are removed. |
vin | Optional | Up to 160 characters, or leave blank. |
make | Required | Enter 1–160 characters after surrounding spaces are removed. |
model | Required | Enter 1–160 characters after surrounding spaces are removed. |
seats | Optional | A whole number from 1 to 100. A blank cell imports as 5. |
odometer | Optional | A whole number from 0 to 10,000,000. A blank cell imports as 0; check the actual reading before saving. |
serviceDueAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
nextServiceOdometer | Optional | A whole number from 0 to 10,000,000, or leave blank. |
roadLicenceExpiresAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
insuranceExpiresAt | Optional | A valid calendar date in YYYY-MM-DD format, or leave blank. |
notes | Optional | Up to 2,000 characters, or leave blank. |
Before you import
Which files and record counts can FireTrack import?
The register importer accepts CSV or XLSX files up to 2 MB (2,097,152 bytes), reads the first worksheet and accepts 1–200 non-empty data rows per import. The column-header row is separate. Downloaded templates contain only the headers, so add at least one data row before previewing a file.
What happens to duplicate identifiers and invalid dates?
The preview validation rejects repeated serialNumber, employeeNumber or registration values within the selected file, ignoring letter case and surrounding spaces. Dates must be real calendar dates written as YYYY-MM-DD. A preview validates the file; it does not confirm that every identifier is new to the organisation's saved register.
Does previewing an import save records?
Selecting a file validates it and shows the record count with a preview of the first 10 rows. Saving is a separate Import records action in an authorised workspace. The public read-only demo allows previewing, with saving disabled. Use made-up records when evaluating the public demo.
Does an optional import field mean it can be skipped operationally?
Optional describes whether the register import accepts a blank cell. Firearm issue separately checks recorded licence, personnel competency and authorisation, availability and maintenance state. Vehicle sign-out separately checks the driver, mileage and recorded service or document expiry conditions. Review those requirements before relying on an imported register for a handover.
Plan your register handover
Agree which records to bring across, who reviews them and which operational checks the team needs to complete. Bring the column reference to your FireTrack demonstration.