Setting up your fleet
Import your equipment list or photograph a nameplate
You don't have to type every unit. Ref LeakLog turns the spreadsheet you already keep, or a photo of a nameplate or an equipment schedule, into draft equipment rows. You check each one, answer the questions only you can answer, and confirm. Nothing is saved before that.
Upload a spreadsheet
- A CSV or Excel (.xlsx) file: your asset register, a maintenance schedule, or the Appliance File sheet of the free refrigerant tracking spreadsheet.
- Up to 500 units per import. Columns are matched from the header row; you can change any match, and columns it doesn't recognise are ignored, never guessed.
- Charges given in kg or oz are converted to lb, with a note on the row.
Photograph a nameplate
- The nameplate on the unit, or a page of the building's equipment schedule: a photo (on a phone you can take it on the spot) or a PDF page.
- The reader drafts the unit tag, serial and model numbers, refrigerant and charge, and the location and installation date when they are printed. It is told to put a manufacture date in the row's notes rather than use it as the installation date; check dates like every other value.
- A schedule page with several units becomes several rows. Each value the reader drafted is marked “read from the image” until you edit it.
Then you check every row
Both routes land in the same review table. Three answers come from you, not from a photo: the equipment category, which sets the 10, 20 or 30 percent leak-rate threshold (40 CFR § 84.106(c)(2)); how the full charge was determined (the four methods in the § 84.102 definition); and the customer site. A spreadsheet can carry the category and the method if it has columns for them, and you can fill a blank answer for every row at once.
A site has to exist in your account before a row can name it, so if your sheet lists customers (the free template's Owner / Operator column does), add them as sites first, or leave that column unmatched when you match the columns and set each unit's site later. A unit whose full charge comes from an established range (method 4) needs its range and how it was determined on record (§ 84.106(l)(1)(iv)), so it is added on its own form after the import.
When you confirm, every row is checked again on the server and the units are saved together or not at all. Each one gets its own appliance record and QR tag. A comfort-cooling unit that § 84.106 could otherwise reach has one more question, asked on the equipment list and on its own page: what kind of system it is, because § 84.106 does not apply to the residential and light-commercial air-conditioning and heat-pump subsector (§ 84.106(a)(3)(ii)). Until it is answered, the unit is treated as covered.
Service history is never bulk-imported
The import brings in the equipment list, not the log. Every refrigerant addition, leak rate, repair and verification test is recorded one event at a time by the person who did the work, and the leak rate is calculated from those events. Bring the list; log the events.
Who can use it
Every plan includes it, and so does the 14-day free trial. On a team account, the account owner runs the import, from Equipment → Import a list. The photo is read to draft the rows and is not stored in your account.
Questions
Can I import my equipment spreadsheet into Ref LeakLog?
Yes. Upload a CSV or Excel (.xlsx) file — your asset register, a maintenance schedule, or the Appliance File sheet of our free template — up to 500 units at a time. Columns are matched from the header row and you can change any match. Every unit becomes a draft row you check before anything is saved.
Can Ref LeakLog read a nameplate photo?
Yes. Photograph the nameplate on the unit, or a page of the building's equipment schedule (a photo or a PDF page), and the reader drafts the unit's tag, serial and model numbers, refrigerant and charge, plus the location and installation date when they are printed. Each value it read is marked in the review table until you edit it, and nothing is saved until you confirm the row.
What does the import not fill in for me?
The photo reader never fills in the equipment category (which sets the 10, 20 or 30 percent leak-rate threshold), how the full charge was determined, or the customer site: you answer those in the review table. A spreadsheet can carry the category and the method if it has columns for them. Service history is never bulk-imported — each refrigerant addition, repair and verification test is logged as its own event.
Is the photo saved to my account?
No. It is read to draft the rows and is not stored in your account; only the rows you confirm are saved.
Which plans include import?
Every plan, and the 14-day free trial. On a team account, the account owner runs the import.
Ref LeakLog is an independent product and is not affiliated with, approved by, or endorsed by the U.S. Environmental Protection Agency.