You can use a csv/excel file to import the Property and Area details into the system which is a very time efficient way of loading multiple properties.
There are 2 ways to access the Import Properties option.
- The fastest is to click the + add button on the top black menu and then select New Property. Select the company it will be loaded against and then click Import Properties. Selecting the correct company is important because the sheet you download in the next step will be pre-filled with options from that company's settings.
- Alternatively, you may also access the import option from the Properties page.
Downloading a blank spreadsheet to fill in
There is a link to download blank import sheet on the import page.
Completing the Properties Import Sheet
The blank import sheet will be set up for the first property, add extra space for areas by copying cell 5A down as many lines as required. Copy the details from lines 1-5 and paste below to add more properties as required for the import.
- Column B - Property Title - the name for the property
- Column C - Property Manager - must be the email address of a user who is a Property Manager
- Column D - Property Type - must match a Property Type for the company, see Settings menu
- Column E & F - Purchase information - optional details which can be imported
- Column H & I - Total sizes - optional, numbers only, unit of measurement is controlled in Company Settings.
- Columns J - Q - address details for the property, some fields may remain blank.
- Column R - Construction - optional notes about the construction of the building
- Column S - Property Owner - Trust Accounting users leave blank as the Owners Ledger is added after properties import/data entry is complete. For Xero users, adding a name here will connect to an existing or create a new contact. This field can be left blank.
- Column T - Property Usage Type - choose from Commercial, Residential or Mixed use.
- Column U & V - Bedrooms and Bathrooms - optional in import, only relevant to Residential or Mixed-use properties, leave blank for Commercial properties.
All types of property can have multiple areas. The import sheet only has one area line when you download, this line can be copied down to create as many entries as required.
- Column A - Line Type - each property has 1 Property line, followed by as many Area lines as needed.
- Column B - Area Title - each area needs a name. When setting up Residential properties it is recommended to use the street address as the area name bor best results in other areas. For commercial properties, the areas are usually shop, office or suite numbers, or could be 'level 1' or other name. The area names used here will appear on the Tenancy Schedule report.
- Column C - Area Type - must match to one of the Area Types for the Company. Area Types are managed in the Settings Menu.
- Column D - Area Size - numbers only, all measurable areas must have a size entered if unknown enter 1. Unit of measurement is controlled in Manage Companies on the Settings menu.
- Column E - Annual Market Rent - optional, numbers only.
- Column F - Carpark Quantity - leave blank for non-carpark areas.
Carpark areas are set up a little differently to measurable areas. There are 2 main ways to load the carpark spaces.
The Line 5 Example shows how to get multiple entries with 1 line, this is the best way to set up carparks if each space needs to be allocated separately:
- Column B - the name for each entry, the system will add the number to each entry for you (eg Carpark 1, Carpark 2, Carpark 3 and so on)
- Column C - Area Type - must match to an Area Type from the settings menu. The Area Type option needs to be set up with the Carpark group selected. See Area Types for more information.
- Column D - is left blank for Carpark area types.
- Column E - Annual Market rent per parking space, each entry will pick this up.
- Column F - Carpark Quantity - this is how many separate carpark entries will be loaded for this property. Each entry will appear separately on the list, and all appear on the Tenancy Schedule report.
The Line 6 Example shows how to enter a group of carparks as a single entry, the Tenancy Schedule will be more concise than the multiple entries option above. Proceed as above except:
- Column B - the title as it will appear on the Tenancy Schedule. Some other examples might be 'Carparks 1-10 and 19-23' or 'Parking on the East Wall'.
- Column E - is the total rent of all the carparks for this entry.
- Column F - Carpark Quantity - would be 1 for this type of entry.
When you are ready to import your property/properties, select Browse and locate your import sheet. The system will display the import details and highlight any errors.
- The Property Manager needs to be the email address of the Property Manager user. You would edit the import sheet to resolve this error. Another error which can occur in this field is that the user is not a 'Property Manager' which can be edited in the Users area of the Settings menu to resolve.
- The Property Type is not valid, this means there is no matching entry in the Settings for that company. Either add an option or edit the import sheet.
- The Area Types, like Property Types, need to match the settings for the company you are importing properties for. Either change the sheet to match or update the settings.
These are the most common errors found on importing properties. All errors will have an explanation.
Completing the Import
Once all errors have been resolved, the option to Import the properties will be available. Click Import to complete the process.