Introduction
Thank you for choosing SleekTech for your property management needs. Proper preparation of your existing data will ensure a smooth transition and accurate import into our software. Follow the instructions below to get your data ready.
Downloading Templates
You can download three Excel templates here: Owners, Properties, and Suppliers.
- Owners: Use this sheet for your list of owners, including contact details, bank details, etc: Owner Sheet Download
- Properties: This sheet is for your list of properties, tenancies, and expiry dates for property certificates: Property Sheet Download
- Suppliers: Use this sheet for your list of suppliers, such as contractors, lenders, utility providers, etc: Supplier Sheet Download
Frequently Asked Questions (FAQ)
Which fields are mandatory?
Only fields with red column headers are mandatory. The rest are optional. However, migrating to new software is a good opportunity to gather as much accurate data as possible for a smooth start. Everything can be amended within the software later.
How to fill in the owner in the property list?
Fill in the Owner column in the property list with the same spelling as the Company column in the Owners list. SleekTech will create a new owner for each unique owner name, so if it's spelled differently, a new owner will be created.
How to fill in address?
Insert the address under the Address column, the postcode separately under the Postcode column, and the city and region in their respective columns. If it's a flat, add the flat number separately under the Flat column and not together with the address.
Example: Address Details
| Address | Postcode | City | Region | Flat |
|---|---|---|---|---|
| 123 Main Street | 12345 | Newtown | RegionA | |
| 456 Oak Avenue | 67890 | Oldtown | RegionB | |
| 123 Main Street | 12345 | Newtown | RegionA | Flat A |
| 123 Main Street | 12345 | Newtown | RegionA | Flat B |
How to fill in flats within buildings?
Only add lines for each unit that can be let. Do not fill in a line for the building. Insert the same address for all flats/units in the same building. Each unit should have a unique value in the Flat column (e.g., Flat A, Flat B). SleekTech will automatically create a building if there are multiple lines with the same address and add all the units.
Example: Flats Within Buildings
| Address | Postcode | City | Region | Flat |
|---|---|---|---|---|
| 456 Elm Street | 67890 | Oldtown | RegionB | Flat 1 |
| 456 Elm Street | 67890 | Oldtown | RegionB | Flat 2 |
| 456 Elm Street | 67890 | Oldtown | RegionB | Flat 3 |
How to fill in property and tenancy codes?
If you have property and/or tenancy codes in your existing system, it might be useful to fill them in so they get imported into SleekTech. These codes are not mandatory and can be left empty. In that case, SleekTech will automatically generate property and tenancy codes. Note that property codes remain the same for any property, while a property can have multiple tenancies, each with a different tenancy code.
Example: Property and Tenancy Codes
| Property Address | Property Code | Tenancy Code |
|---|---|---|
| 123 Main Street | PR01 | TN01 |
| 123 Main Street | PR01 | TN02 |
| 456 Elm Street | PR02 | TN03 |
| 789 Pine Street | PR03 | TN04 |
How to fill in tenancies with more than one tenant?
Insert a new line for each tenant within a tenancy. Only fill in property details on the first tenant line. On the next line, only insert tenant details, skipping all the other property and tenancy details. For tenancies with multiple tenants, use tenancy codes to indicate they are the same. Add numbers in ascending order under the Tenancy Code column and use the same code for all lines for tenants within the same tenancy.
Example: Tenancies with Multiple Tenants
| Property Address | Property Details | Tenant Name | Tenant Mobile | Tenant Email | Tenancy Code |
|---|---|---|---|---|---|
| 789 Pine Street | Details | Tenant A | 123-456-7890 | tenantA@example.com | TN04 |
| Tenant B | 987-654-3210 | tenantB@example.com | TN04 | ||
| 456 Elm Street | Details | Tenant C | 555-555-5555 | tenantC@example.com | TN03 |
| Tenant D | 666-666-6666 | tenantD@example.com | TN03 |
How to fill in the next rent due date?
Decide on a cut-off date from which SleekTech will start creating rent charges. For example, if the cut-off date is June 1, 2024, and rent is due every 10th of the month, the next due date will be 10/06/2024. This field is required so SleekTech knows when to start charging rent. Do not confuse the start date and end date with the next rent due date; the former are the original contract dates and do not affect how rent is charged.
Example: Rent Due Date
| Property Address | Start Date | End Date | Next Rent Due Date |
|---|---|---|---|
| 123 Main Street | 01/06/2023 | 31/05/2024 | 01/06/2024 |
| 456 Elm Street | 01/01/2023 | 31/12/2023 | 01/06/2024 |
| 789 Pine Street | 15/03/2022 | 14/03/2023 | 15/06/2024 |
How to deal with outstanding balance of tenants?
Once you decide on a cut-off date, you might have tenants in credit or debit as of that date. Fill in the Tenant Balance column with all balances due as of the next rent charge date in SleekTech. SleekTech will create a one-off charge for tenants in debit with the description "Balance BF as at [date]" (this will be generated automatically, do not fill in). This charge can be covered with future payments.
For tenants with a credit balance, SleekTech will create a credit entry with the description "Credit BF as at [date]" (this will be generated automatically, do not fill in). This credit can be used to cover future rent charges.
Example: Tenant Balances
| Tenant Name | Tenant Balance | Description |
|---|---|---|
| Tenant A | 100 | Balance BF as at (auto-generated) |
| Tenant B | -50 | Credit BF as at (auto-generated) |
| Tenant C | 200 | Balance BF as at (auto-generated) |
| Tenant D | -100 | Credit BF as at (auto-generated) |
What happens to past tenant charges and payments?
We will not import previous transactions to ensure all account transactions from the cut-off date onward can be accurately reconciled within SleekTech.
We recommend exporting a rent statement for each tenancy from your previous system and attaching it to the respective tenancy page in SleekTech under the Documents section. This way, you have the data at hand if needed for legal purposes. You can easily generate a rent statement from SleekTech for all data from the cut-off date onward.
How to insert certificate expiry dates?
Fill in the expiry dates for your property certificates. SleekTech will create empty certificates for all units and buildings based on the default rules (click here for default rules). If there is an expiry date in the sheet, SleekTech will also fill in the expiry date of the created certificate. Please note that you will have to upload the actual documents to SleekTech, but this can be done gradually once started. You will see your progress on the dashboard until all required certificates are uploaded.
Example: Certificate Expiry Dates
| Property Address | EPC Expiry | NIC Expiry | Gas Safety Expiry |
|---|---|---|---|
| 123 Main Street | 01/06/2025 | 01/06/2024 | 01/06/2024 |
| 456 Elm Street | 15/07/2024 | 01/06/2025 | 15/06/2024 |
Need more help with preparing your data?
We are here to assist you every step of the way and guide you in getting your data ready for import. While we handle the data import process, if you need additional help extracting data from your existing software or filling out the Excel sheet, we recommend contacting GoDigit. They specialize in data preparation and can provide professional assistance for a fee.
Next Steps
Once you have filled out the necessary information, please send the completed spreadsheet back to us. We will then proceed with the import process.
Contact Us
If you have any questions or need assistance during this process, please feel free to reach out. Our team is here to support you and ensure a successful transition to SleekTech.
By following these instructions and utilizing the FAQ section, you'll be well-prepared for a seamless data import into SleekTech. Thank you for your cooperation and attention to detail. We look forward to helping you manage your properties more efficiently!