If you manage a large property portfolio, configuring tracking defaults one property at a time is impractical. You can now bulk-configure your property tracking defaults using a pre-populated Excel template - download the file, fill in your tracking option values per property, and upload it back. Re-Leased applies the defaults across your portfolio in one go.
This is particularly useful when you're onboarding a large portfolio for the first time, when you've added new tracking categories in your accounting system that need to be applied across all properties, or when you're tidying up tracking data after an account restructure.
Before you start
To use the tracking defaults import, you'll need:
A Connected Accounting integration (Xero, QuickBooks Online, Sage Intacct, NetSuite, or MS Dynamics 365 Business Central)
The Can Import Data permission on your user account
Active properties in Re-Leased
Tracking categories configured in your accounting system and synced to Re-Leased
How to import your property tracking defaults
The import works as a two-step wizard. Step one is where you download the template and upload your completed file. Step two is where you review the validation results and confirm the import.
Go to Settings > Tracking and select the import option.
Click Download template. Re-Leased generates an Excel file pre-populated with your active properties as rows and your active tracking categories as columns.
Open the template. Each cell under a category column contains a dropdown with the valid option names for that category. Select the tracking option you want to apply for each property and category.
Save your completed file and upload it back into the wizard.
Re-Leased validates the file. Any errors are flagged per property and per category before any changes are made.
Once validation passes, review the summary on step two and click Confirm import.
Progress updates in real time while the import runs. Once complete, your tracking defaults are applied across the portfolio.
NOTE: Property matching needs to be enabled in two places:
Make sure property matching is enabled for your account in settings.
On each property's tracking page, choose a property matching option
How the import treats your data
The uploaded sheet is treated as the desired state for your tracking defaults. This means:
Filled cells set the default. Whatever option you've selected for a category becomes the default for that property.
Blank cells clear the default. If a property currently has a default set for a category and you leave that cell blank, the import removes the existing default.
The import is a full replace. Each property's tracking defaults are reset to match exactly what's in the sheet for that row. Anything not in the sheet for a given property is cleared.
If you only want to update a few categories and keep the rest as-is, make sure those existing values are filled in on the sheet before you upload.
Working with large option sets
If your accounting system uses tracking categories with thousands of options - for example, Sage Intacct dimensions with very large value lists - the template can take longer to generate. The wizard shows a notice while the file is being prepared so you know to wait.
The completed template will still contain dropdown validation for every cell, so you don't need to memorise option names or worry about typos.
If validation fails
If the file contains errors, the wizard shows them per property and per category before the import runs. Common issues include:
An option name that doesn't match any active option in the category - check for typos or recently archived options
A property ID that no longer exists or doesn't belong to your account
Manually typed values that aren't in the category dropdown
Fix the errors in your file and upload it again. No changes are made to your tracking defaults until you've passed validation and confirmed the import.
If you need to cancel an in-progress import
You can cancel an import while it's running using the cancel option on step two. Records that have already been processed will keep their new defaults; the rest will be left as they were.
If you refresh or navigate away from the wizard while an import is running, you'll be returned to step two when you come back, with progress still updating.
Important details
The import currently supports tracking defaults for properties only. Tracking defaults for areas and tenancies are managed separately.
Property matching needs to be enabled in your Connected Accounting settings for property tracking defaults to flow through to invoice line items. You can find this under Settings > Manage Integrations & Add-ons.
The import is available to customers using deeper tracking. If you're on the legacy tracking model, you'll need to migrate before the import is available.