See the Using the Import Tool article for more information on the Import Tool.

Buttons at the Top Right:

Parse Data: A tool similar to the 'Text to Columns' tool in excel, it is used to take one cell and split the text into separate cells. Good for a full name to be split into First Name and Last Name, or one address split into Address Line 1 and Address Line 2. This tool can be very complicated, please contact Property Matrix support for more help on this.

Edit Columns: A tool used to add columns to the worksheet. Simply click Edit Columns, check the box of whichever column you would like to add, click the arrow, and click submit. You will then have that additional column on that page. This will allow you to add additional phone numbers, emails or whole sections of info like tenants and owners.

Save Data: Used to save data. Always Save before you exit from the Import Data screen.

Companies Page:

*Ownership Percentage: must add to 100%. Add more owners by clicking Edit Columns.

Email Type/Phone type: The Description that will show under the Phone Number once the Number is in the system. The first email/phone type is default set to Primary. You do not have to fill this in. For multiple phone/emails, you can add a description ('Cell', 'Work', etc). If all left blank, the defaults are Primary, Phone Number #2, Phone Number #3, etc.

Buildings Page:

Website Alias: Prefills to be (BuildingName).propertymatrix.com. You can edit the BuildingName part as you wish, and if you leave it you can always edit it later once in the system.

Marketing Info: A description of the building used for marketing purposes. This will be shown on your website as the description of this building.

Lease Profile/Management Profile/Maintenance Profile: They are required fields, so set them to default for now. Before you do the full import, you will want to consult a member of the support staff to help you set up these profiles. You will definitely want to set up the default profile before importing, and you may even have multiple profiles you will need. There may be separate profiles per buildings, and these profiles help to automatically generate certain fields when creating new leases/management fees/maintenance requests. You can also read the articles Adding, Editing and Deleting Management Profiles, Adding, Editing and Deleting Lease Profiles, and Adding, Editing and Deleting Maintenance Profiles to set these up yourself.

Amenities: Adding all of the amenities that your building offers. (There is Amenities on the Units page too, so only include amenities that you want specific to the building) By clicking on this cell, a pop up box will come up and allows you to check off any amenity you wish to include. This is also used for marketing purposes. If you need to add more amenities to the list, go to Settings on the top right and add more (SAVE before you leave the page!)

Images: Adding all the images you would like to be attached to this building. They will also be used for marketing/on your website. (There is Images on the Units page too, so only include images of the building itself, not individual units) By clicking on this cell, a pop up box will appear, click New and you can drag files to upload or search your computer for images.

Attachments: Similar to images, you can drag and drop or search your computer for any attachments you want to add to each building.

Units Page:

Unit Number: Required. Put 1 for Buildings with only 1 unit (Houses, Townhouses, Studios, etc. - this will be hidden)

Description: The marketing description of the unit. This will be used for marketing purposes.

*Amenities/Images/Attachments: Same as for Buildings but specific to each Unit.

Leases Page:

State Date: The Lease start date. This is a required Field.

End Date: The Lease end date. This is required/OR Month to Month (Only one of the two)

Month to Month: If no end date, or if end date is in the past and you want to show that their lease is now month-to-month. Either this field OR End Date is required. (Only one of the two)

Billing Day: The day of the month that you charge rent. Usually the 1st of the month.

Due Day: The day of the month that rent is due by. Usually around the 5th of the month. (The day you accept rent before charging late fees).

*Rent Items/Security Deposit Items: The name of the account. Traditionally Rent is just called Rent, so the Rent Item would be Rent. If you have multiple items, such as Parking Fees or Pet Fees that are collected monthly, you can add another Rent Item column and for the Rent Item it would be either Parking Fee or Pet Fee. The same for Security Deposit items, just put Security Deposit, or if you have Pet Deposits or other types of security deposits, put Pet Deposit as the Security Deposit Item.

*Rent Amount/Security Deposit Amount: The actual $ value of Rent/Security Deposit.

Online Access: Can only check if they have a valid email address. This gives them the ability to access the tenant portal.

Accounts and Balances Page:

*This page comes preloaded with 24 accounts. These are the default accounts for Property Matrix, however many people have their own chart of accounts, so you can just copy and paste those in here and replace whichever accounts you would like.

Number: The number you would like tied to the account. No numbers come prefilled, and you can choose any number you would like.

Account Type: There is a drop down of 20 Account types, and this type will decide which of the 5 Categories it falls into (Asset/Liability/Equity/Income/Expense).

*Parent Account: If you have subaccounts, you need to choose the proper Parent Account for it to fall under.

*Link Account to: If you want an Account to only show up under one Company, then you would Link the Account to that given company.