As part of the setup process, we are able to help with importing your data onto Gnomen. We will require your data in CSV format in order to start the process of the migration. If you are moving from a previous software, they should be able to provide you with an export.
Please let us know when you’re ready to give us your data and we can provide a secure link where you can upload your files to. For security reasons, please DO NOT send us your data via email.
Once we have the data files, we’ll go through this with you in order to scope and decipher what can be imported. As you can appreciate, we want to ensure that the data import goes as smoothly as possible so we will require some guidance and input from your side.
Prepare your data
Prior to providing us the data files, please ensure the following:
Please go through your data files and remove any data that you do not wish to have imported onto the system (i.e any archived applicants, withdrawn properties etc)
Remove any special formatting on any of the sheets
Each property needs to be linked to the Landlord/Vendor ID. If you’re not able to provide this, we can import properties and link this to just one landlord/vendor record. Once the data has been imported you’ll then be able to edit the property and link them to the correct landlord/vendor record.
For example, Mr John Appleseed’s Landlord ID is 1 within the landlord/vendor datasheet:
For any properties that he owes, his ID will need to be assigned to that particular record. I.e John owns 2 properties, so you list his ID against the 2 properties he owes:
What we can import onto the system
The list below will detail the basic set of data that we are able to import onto the system.
Landlords/Vendor details
Basic information such as name, corresponding address and contact details. Bank information and default fees. Please also ensure that you specify each record as either a Landlord or a vendor or both.
Property details
Address information, compositions, descriptions, price & fees, occupant details. Each property record will need to be linked to the landlord ID, as explained above. The properties cannot be linked with the landlord name as we will not be able to identify the owner by name, this needs to be linked with the unique IDs specified in the landlord sheet.
Applicant details
Basic information such as name, corresponding address, contact details and search requirements. Specify each record as either a Let or sale applicant or both
Tenants and sub-tenant details
Basic information such as name, corresponding address and contact details
Media files and communication logs
Images and communication logs can only be imported if the files are provided in the correct format.
Property images
The URL of each image/file so we can download this or provide us all the files. If you provide us with the files, each file will need to be uniquely named
Set the order of each photo per image
Title each file
Associate each file record to the correct property IDs used in the property file
Let’s use property ID 1 as an example:
Here is how the list of property images for that property should be listed:
Communications log
The file will need the following:
Specify the type of communication (i.e note, email, call)
The data will need to be in a clean format (i.e remove any special characters and extra paragraph spacing)
Date of when the communication was logged (in the format of 00-00-0000)
Which negotiator logged the communication
Each log record to be linked to the ID of the relevant client/property
Let’s take applicant ID 1 as an example:
Here is how you would list the communications associated with applicant ID 1:
What cannot be imported
Here is a list of data that we will not be able to import onto the system.
Property features/bullet points
Certificate files
Accounts (any transaction histories cannot be imported)
Tenancies will need to be recreated within the system and opening balances will need to be set.
Sales in progress will need to be recreated within the system
Datasheet example
Here is the data format sheet that we use to import data into Gnomen with example data:
The closer the data is to the following table format, the quicker and smoother the import will be.
Clean up process
After the data has been imported, we recommended that there is a cleanup process on your end which includes:
Checking property compositions and features (bullet points). Use your recent export as a reference for your bullet points
Set the latitude and longitude coordinates
Copy the property description for portals (Step 6 Publish tab)
Check your property images
Add any certificates
🎓 Here is an article on how to prepare your properties that will help with making sure your properties are ready to be marketed to the portals and your website
Any questions, we're here to help! Jump on a chat with us!