Getting Started with Report Builder

  • Updated

For those in the Asia-Pacific and Europe regions, you'll recognize the terms "Tenancy Schedule" and "Tenancies." Meanwhile, our North American customers will be more familiar with "Rent Roll" and "Leases." To understand the regional terminology distinctions in detail, please visit our Glossary of Regional Terminology.

 

The Report Builder is Re-Leased's newest reporting tool. It provides greater flexibility in the data you can include and setting the report layout you prefer. 

This guide will help you understand and generate the Rent Roll / Tenancy Schedule report. Ideal for gaining insights on properties and leases/tenancies, this report includes information on occupancy, financials, lease terms, rent reviews, outgoings, and rent. By following the steps outlined below, you will be able to fine-tune your Rent Roll/Tenancy Schedule reports to meet your specific needs, ensuring you have comprehensive data readily available.

 

Getting started

When you first access the Tenancy Schedule Report, you'll encounter an empty state. This is your canvas to create a report that fits your needs.

  1. To begin, navigate to the Tenancy Schedule Report section from the Report Builder section
  2. You'll see a message indicating that there are no results to display. From here you can:
    • Run the report with our default filters
    • Specify which filters and columns you want to use for the report

 

Filtering the Report

Narrow down your data to get the insights you need. To refine the filters click the Filters button or the Select my filters button.

  1. Use the Filters panel to set criteria:
    • Reports for: Select the company for report generation
    • Property Manager: Narrow down by specifying a Property Manager
    • Property Groups to include: Report only on properties within a specified property group
    • Property to include: Incorporate specific properties in your report
    • Types of properties to include: Focus your report on selected property types
    • Owner to include: Opt for one or more owners' properties to report on
    • Tags to include: Use tags to refine your search parameters
    • Area statuses to include: Choose the report on vacant, occupied, or non-lettable types of areas
    • Tenancy statutes to include: Choose the different tenancy statuses
    • Types of areas to include:  Focus your report on selected area types
  2. Click "Apply filters and run" to update the report with only the relevant data.

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Customize your report

Personalize your report by choosing which columns to display:

  1. Click the Columns button to view available data fields
  2. Click the Select columns tab
  3. The columns are grouped by Property, Tenancy, and Area. You can expand or collapse these sections, or use the search field to help find the data you are interested in
  4. Select the checkbox next to the column names to include in your report
  5. In the Arrange columns tab, you can drag and drop the column names to reorder them
  6. When you're done, click Apply Changes
  7. Run the report

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Display Settings

The display settings allow you to configure how you want data to be grouped, displayed or ordered.

  • Sort properties by:
    • Property name
    • Property address
    • Company name
  • Sort leases/tenancies by:
    • Lease/Tenancy name
    • Area floor (ascending)
    • Area floor (descending)
    • Area suite
  • Set the unit of measure
    • m2, ft2, ha, ac
  • Hide area or area and tenancy rows. This removes the line details for area and tenancy under each property, giving you a higher-level report
  • Flatten the report data into a single list. This repeats data in each column, helpful for further sorting and analysis in a spreadsheet
  • Exclude non-measurable areas from the 'rent per area' totals like car parks

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Summary Metrics

The summary metrics provide an overview of the reporting data and can provide a KPI type dashboard of key information. These metrics can also be configured.

  1. Click the Summary metrics button to open the config panel
  2. Some metrics have been selected automatically
  3. Select or de-select the checkboxes next to the metrics you wish to include or exclude in the summary
  4. Drag and drop metrics to reorder them as desired
  5. When you're done, click "Update layout". Then re-run the report.

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Download your report

You can export the report as an excel file or a PDF. Find these options under the Download button.

Note that PDF has a natural limitation on how many columns it can display. Excel is best for many columns. PDF is best for fewer columns.

 

 

Save a custom report

Saving your customized report means you do not have to re-create it every time you need to run an updated report. This can save you time and effort.

To save for future use:

  1. Click the Save button and select Save as a new report
  2. Give your report a name and add a description for easy access later on
  3. The saved templates can be accessed from the Report Builder page under the Saved Reports

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'Favorite' a report

In addition to saving your custom reports, you can also favorite a report for quick access next time.

Your favorited reports will appear in a Favorites section on the report menu and the first three reports will appear in the Reporting menu dropdown.

  1. While on the General reports screen or the Report Builder screen,
  2. Hover over the report you want to favorite. A star icon will appear at the end of the row.
  3. Click the star to favourite the report.
  4. The report will now appear in your main Re-Leased navigation under the Reporting menu and the Favourites section 
  5. To unfavourite it, click the star icon again 
  6. Drag and drop favourite reports to reorder them as desired, the top three reports will appear in the Reporting dropdown menu

 

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