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 People In SimpleRent

Edit Person

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

General tab

The General tab contains basic fields to store the person’s name, phone and email contact information, as well as some optional fields to store identification details – date of birth, drivers license, SSN (or SIN in Canada), etc.  You can use these fields as you see fit; be sure to follow your jurisdiction’s laws regarding the collection of personally identfiying information.

Leases tab

There are a number of different ways to link a person to a lease in SimpleRent, but no matter what method you choose, Lease records will always show for any given person 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).

Person Files tab

Here you can upload files specific to this person.  This is a good place to store tenant-specific information like scans of drivers licenses, signed copies of the application and lease agreement paperwork, etc.

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 person.

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.

Residence History tab

Keep track of an applicant’s residence history including contact information for references here.  You can create an entry for a particular date range, address, and contact reference.

Employment History tab

Add a person’s employment details here – you can create as many entries as you need and store From-To dates, employer name, and a reference/contact for the job & time period.

Occupants tab

Often, people will have spouses, partners, family members, or roommates that may or may not be on the lease as a signing tenant.  You should add every person that signs the lease in the system as a tenant (with an entry on the lease record), but for eveyone else you can just document them here as ‘occupants’. Add their name, relationship to this person/tenant, phone/contact info, and any comments you have.

Vehicles tab

Keep track of each vehicle your tenant owns/operates – fields include make, model, year, and plate number.

Pets tab

Store information about any pets this person might own or be responsible for.  Fields include type of animal, name, breed, tag or license #, and a brief description.

Adding People in SimpleRent

Adding a New Person

To add a new person record, hover over the People toolbar item

and choose the  “Add New Person” menu item.



The “Add New Person” screen appears:

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

In the “Add New Person” screen, enter at least a First and Last name for the person, and click ‘Quick Save’, which saves the person immediately, or click ‘Save & Enter More Details’ which saves the person and takes you to the ‘Edit Person’ page where you can enter much more information, including leases, files, notes & comments residence & employer history, and more:

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

The People Page In SimpleRent

People Page

The People page shows you a comprehensive listing of every person (including tenants, former tenants, and prospective tenants, or applicants) on your account, either for the current owner, or for all owners, if selected.  Click the People toolbar item


and the People page appears:

The People page is organized by a person’s leasing status – people can be Active (being party to a one or more leases), Inactive/Applicant (tenants who are not linked to a property by a lease), or Former (tenants who are part of a lease that is now closed).  Note that tenants on expired leases appear still appear the Active tab.

When you add a new Person, he/she will appear on the Inactive/Applicant tab first, as the person record does not have any leases attached to it yet.

You can filter the People page by any relevant piece of information displayed on this screen. For example, by typing into the “Search Any Field” box, you can filter people by first/last name, contact details, or lease dates – in this way you can quickly find a person in a large list:

The People list can be sorted by clicking any of the column headers.

Clicking a single row on the People page:

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

This panel shows detailed information about the specific person, including information about any leases the person is linked to, 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 person, including links to any files, notes, residence history, employer history, occupants (other people living with the tenant but not necessarily written into the lease), vehicle record, and pet details.

Finally, the Details panel contains handy shortcut buttons to the Collect Payment, Rent Roll and Payment History screens, specific to each lease the tenant is a part of. 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.