Import Tenants & Units From Excel Spreadsheet

Today we released some updates to SimpleRent to allow you to import both tenants and units/properties by copying & pasting from an Excel spreadsheet, or any tab-delimited data source or file.

To get started, hover over the Tenants toolbar icon or the Units toolbar icon:

And choose Import From Spreadsheet..

The Import from Spreadsheet screen appears:

First make sure the data in your spreadsheet matches the columns required for import (in this case for Units, it's Nickname or Unit #, Address, City, State, Zip) and also make sure the column data is in the correct order.

Then select the data to import by highlighting and copying in Excel:

Step 1: Paste your data into the textbox:

Click the "Format Data" button to format and correct the data.  If your data is correctly ordered and tab-delimited in Excel (or Libre Office, or Notepad, etc.), your data will be organized into columns on screen:

Step 2:

Next, select the owner you want the data to be imported into (if applicable) and then click the Import Units button:

A new unit (or tenant, if you're importing tenants) will be created for each row you have pasted in from your spreadsheet.  If record creation fails for any particular record, you will see the erroneous record counts.  If you're trying to import more units than your current SimpleRent plan allows for (i.e. your current unit count + the number you're importing), a warning message will appear and you'll have to trim the number of records to fit into your plan.

Note: new units will be imported into the Vacant Units tab (since they aren't assigned to any tenants yet), and newly imported tenants will be created under the Prospective Tenants & Applicants tab (since these are new people entries and aren't active tenants yet).

 

Editing Properties in SimpleRent

Edit Property

To modify or view more information about a Property, click the button

The Edit Property page appears.

The Edit Property page allows you to see all of the information pertinent to a particular property, as well make changes to this information.  The information pertaining to a property is organized across a number of tabs:

General tab

The General tab contains basic fields about the property’s name, address, location, type, group, owner, etc. as well as some rudimentary data about its number of bedrooms & bathrooms and size. Other fields include typical market rent, deposit, availability notes, and application fee – these are descriptive/information in nature and are not used as lease defaults or in any rent roll calculations.

Leases tab

There are a number of different ways to add a lease to property in SimpleRent, but no matter what method you choose, Lease records will always show for any given property on this tab.  The leases tab shows current (open, expired or not expired) leases on top, and closed/former leases on the bottom:

On this tab you can add a New Lease or open Lease Settings for a particular lease (see the Lease Settings section for more information about editing leases).

Property Files tab

Here you can upload files specific to this property.  Typical files might include property floor plan PDFs, promotional brochures about this unit, mortgage information, invoices for repairs & maintenance, and the like.  Click the Upload File button to show the Select File panel:

Click the Browse… button and choose a file on your computer or device.  Give the file a description (required) and then click the Upload button to start the upload process.  Large files may take some time to upload to SimpleRent.

Files are displayed here and can be downloaded, edited or deleted:

Notes & Comments tab

On this tab you can add just about any free text comment or note that you’d like.  This is a handy area to add reminders, commentary, or messags to other users on your account about the property.

Click the Add Comment button and enter your message/note into the Comment text box.  Click Save when you are finished.  Your entry appears in the list where it can be subsequently edited or deleted.

Photos tab

You can upload property photos on this tab – each will be shown in the list in thumbnail form:

Clicking the thumbnail will show the image in a larger format.

The Properties Page in SimpleRent

Properties Page

The Properties page shows you a complete listing of your property portfolio, either for the current owner, or for all owners, if selected.  Click the Properties toolbar item

and the Properties page appears:

 

The Properties page shows your properties across three tabs that represent status – Leased, Vacant, or Archived.  Leased properties have one or more active or expired lease attached to it, while vacant properties currently have no lease (but might have one or more former/closed leases).  Archived properties are ones that have been manually archived by you – properties you may have recently sold, for example.

When you add a new Property, it appears on the Vacant tab first, as it does not have any leases attached to it.

You can filter the Properties page by any relevant piece of information displayed on this screen. For example, by typing into the “Search Any Field” box, you can filter properties by address, nickname/unit #, type, property group, or lease information (tenant name, start/end dates, etc) – in this way you can quickly find properties in a large list:

You can also use the City and Property Groups drop down filters to filter properties for a particular city and/or group:

 

Clicking a single row on the Properties page:

will open a Details panel on the right side of the screen:


This panel shows detailed information about the specific property, including information about any leases on the property, total balance outstanding, amount due this month, amount paid/collected, and the same for last month.

This panel also shows supplementary information that has been attached to the property, including links to any files, thumbnails of photos, and notes/comments you have added.

Finally, the Details panel contains handy shortcut buttons to the Rent Roll and Payment History screens, specific to each lease on the property. Also displayed is a Settings button to jump to the Edit Lease Settings page, and a way to send each tenant on the lease an email message.

Adding Properties in SimpleRent

Adding a New Property

To add a new property record, hover over the Properties toolbar item

and choose the  “Add New Property” menu item.

The “Add New Property” screen appears:

Alternatively, you can also click (rather than hover over) the Properties toolbar and this takes you to the Properties screen, where you can click the “Add New Property” on that screen:

In the “Add New Property” screen, enter a nickname/unit number and/or an address for the property.  Property records can represent single family homes, individual units of a duplex/triplex, an apartment/condo/suite, etc.

Tip: if you own or manage individual units/apartments that belong to a common building, you can add Property Groups to group these into building names and keep them organized.  For example, you’d add three properties called 102 Maple, 204 Maple, and 309 Maple, and a property group called Maple Building, and each property would be linked to that building via the property group.  If this doesn’t represent your situation (i.e. you mostly deal with single family homes or detached dwellings), you don’t need ‘buildings’ and don’t need to worry about property groups.

For a new Property record, a nickname or an address is required to save the record.

You can of course add as much information as you’d like – you can choose to Quick Save (save right away with the information you have added initially) or Save & Enter More Details, which saves the property record and takes you to the “Edit Property” page for it, where you can add even more details about the property, including leases, property files/uploads, notes/comments, and photos.

See the “Edit Property” section for more information about this page.