Content
- Introduction
- ERP interface
- No ERP interface
- Import with CSV file
- Import process in the Cockpit
- Notes on using the CSV file
- Further support
Introduction
In this article, we explain the core data import. To ensure that every person using the app can see the content intended for them, the following must be defined during implementation:
- What content should be visible for which units or offices?
- Which requests in issue management should be assigned to which unit?
The basis for this is the storage of core data in the Allthings Cockpit. The storage of core data can be done either manually, via a CSV import, or via an ERP interface.
ERP interface
If an ERP interface is implemented as part of your project, we congratulate you: you do not have to manually prepare any data, but only clarify the ERP interface with your implementation specialist.
No ERP interface
If, on the other hand, your core data is maintained manually, we ask you to work very carefully here: Check the data, apply changes directly, and achieve the best possible benefit for your app with regular updates. With a CSV import, you can efficiently upload core data including resident information to the Allthings Cockpit. This facilitates the management of properties, buildings, units, and rental periods.
Import with CSV file
To prepare the import, please use the provided template:
This template helps you to structure the required data correctly.
Import process in the Cockpit
- In the Cockpit, navigate to the Core data area.
- Click on Import data.
- Upload your prepared CSV file.
- Map the columns of your CSV file to the corresponding fields in the core data structure.
- Start the import process.
After a successful import, the new properties, buildings, and units are displayed under Core data. If resident information is included, it is assigned to the corresponding rental periods. Residents with email addresses appear under "All residents" in the Resident management, where you can perform further actions.
Notes on using the CSV file
Mandatory fields
- Property
- Building
- Unit
- Street
- House number
- Postal code
- City
- Country
- Start of rental period
Optional fields
- End of rental period
- Resident information such as name, email address, or phone number
- Registration code (if not specified, one is generated automatically – regardless of whether an email address was provided. The email address only determines whether the code is imported as a personal one-time code or as a generic registration code)
- Type of use ("Rental" or "Ownership"; is automatically set to "Rental" if the field is empty)
- Type (Residential/Commercial) (is automatically set to "Residential" if the field is empty)
- Commercial Tenant Admin, Commercial Tenant Admin registration code (only relevant for units of type "Commercial" – analogous to the resident fields, but for the separate "Commercial Tenant Admin" role)
To assign multiple tenants to a rental period, duplicate the corresponding row and add the relevant information (e.g., different email addresses). The system automatically recognizes that it is the same rental period.
Formatting notes
- Use either a comma (
,) or a semicolon (;) as a separator in the CSV file. - Dates (e.g., for rental periods) must be in the format DD.MM.YYYY or YYYY-MM-DD (e.g., 23.12.2019 or 2019-12-23).
- Avoid formatted cells (e.g., no Excel functions).
- Without entering an email address, no personal one-time registration code is imported (a generic registration code is used instead).
Notes for commercial properties
When importing information for commercial tenants, please note:
- The name of the tenant company must be entered in the Name column.
- The Type (Residential/Commercial) column must be set to "Commercial".
This information is stored in the Cockpit feature Commercial tenants.
Further support
For detailed instructions, we recommend our video tutorial on core data import. If you do not have the required permissions to access the Cockpit feature Core data, please contact your team admin or your Customer Success Manager.