Import existing data

Use the Assistant in Analyze mode to validate and import Contacts, Listings, Lettings, Viewings, Offers, Payments, Appointments, and Reminders. Imports create new records in the current branch; they do not merge with or update existing ones. Switch to the intended branch before starting. References to contacts and listings must match records in that branch, and user emails must belong to active users with a permission for that branch or to a Director.

Before importing any files, ask the Assistant to guide you through preparing your data for import.

Import in this order

1. Import Contacts first so that later records can refer to owners, applicants, lawyers, and agents.
2. Import Listings next.
3. Import Lettings, Viewings, and Offers after their property and contact records exist.
4. Import Payments after the source listing, letting, or work order exists. Appointments and Reminders can be handled separately once the relevant users exist.

Prepare your files

Prepare one resource type per CSV, TSV, XLS, or XLSX file, no larger than 25 MB. Excel files must have exactly one worksheet. Use a heading row and no more than 300 records per file; split larger datasets into batches with repeated headings.

Replace formulas with their values and keep phone numbers and postcodes as text to preserve leading zeros. Ask the Assistant for the accepted column names and values before preparing the final copy. Remove unsupported columns from the import copy and resolve any required-field issues during validation.

Headings ignore case, and spaces or hyphens count as underscores. Enter dates as YYYY-MM-DD, as DD/MM/YYYY (MM/DD/YYYY for United States organizations), or as Excel date cells. Date-times use YYYY-MM-DDTHH:MM in the branch’s time zone. Use true/false, yes/no, or 1/0 for toggles, | to separate list values, and plain numbers without currency symbols or thousands separators.

Contact, listing, and letting imports can include your organization’s custom fields. Ask the Assistant for each field’s column name. Required custom fields must have a value, dropdown values must match one of the field’s options, and listing fields apply only to the sales or rentals they are set to display for.

Validate and import a file

1. Start a new Assistant conversation, turn on Analyze, and attach the spreadsheet.
2. Ask the Assistant to validate the entire file.
3. If validation fails, download the error report, correct the source spreadsheet, and start a new Analyze conversation with the corrected file.
4. Review the filename, resource type, row count, relationships, defaults, and generated values. Missing contact emails may receive placeholders; provide real addresses when contacts must be linked by email later.
5. Ask the Assistant to import the validated file. Review the approval, select Approve, then Start, and wait for the completed count.
6. Open a sample of the created records and compare them with the source. Check users, parties, property references, prices, periods, statuses, and dates.

A validation stays usable for up to 6 hours, or until the Analyze files expire if that is sooner. If it expires before you approve the import, validate again.

Duplicates and repeat imports

Contact emails must be new to the branch and listing private references new to the organization, including archived records, so a repeated email or reference prevents validation. A blank listing reference is generated for you. Rows that exactly repeat another row in the file also prevent validation.

Other resources are not compared with existing records, so importing the same viewings, offers, lettings, payments, appointments, or reminders twice creates duplicates. Do not rerun a successful import as a way to update its records; check the previous result before submitting again.

A batch is imported as a whole: if validation or creation fails, its new records are not committed. Separate successful batches remain saved.

After importing

• Offers begin as Pending; accept the agreed offer in the app afterwards. Each offer needs a start date: the date a sales offer was received, or the start of a rental offer’s period, which can also have an end date.
• Listings begin as Draft unless the file gives another status. Upload photos separately, complete any remaining setup, and review each property before making it Active.
• Alerts can be set up by listing and letting imports. See Alerts.

Importing does not require Active listings, so you can bring in past viewings and offers for properties that are not yet live.