7.06 Import owners and tenants

In Vera you can upload your contacts and companies linked to a building via a csv file. In this import you can already link them to a unit + input communication preferences. 

1. Go to buildings
2. Open the building 
3. Navigate to the card « Contacts and companies »  
   1. Click on the blue button « Import contacts and companies »
   2. A new modal with open up with instructions
   3. Please download the file to import your contacts and companies
   4. Fill in the file 
   5. Upload the completed file

Columns :

• First name
  1. First name of the contact
• Family name
  1. Family name of the contact
  2. If you fill in a first and family name it means that you are creating a contact
• Company name
  1. Name of the company
  2. If you fill in a company name it means that you are creating a company
• VAT number
  1. If you fill in a company name you can also fill in the VAT number
  2. Optional
• Email 1
  1. Please fill in a primary e-mail
  2. Use the correct e-mail format, if the e-mail is not valid we will fail the import
• Email 2
  1. Please fill in a secondary e-mail
  2. Use the correct e-mail format, if the e-mail is not valid we will fail the import
• Telephone number
  1. Please fill in a telephone number
  2. If the telephone number is not valid, we will fail the import
• Mobile
  1. Please fill in a mobile phone number
  2. If the mobile phone number is not valid, we will fail the import
• Gender
  1. Man
  2. Woman
  3. Unknown
     • Please use the following values as a unique key
       • Man => MAN
       • Woman => WOM
       • Unknown => UNK

• Language
  1. Dutch
  2. French
  3. English
     • Please use the following values as a unique key
       • Dutch => DUT
       • French => FRE
       • English => ENG
• Address
  1. Please fill in an address 
• Postal code
  1. Please fill in a postal code, Vera will automatically link the city if none is filled in
  2. Please fill in a valid postal code
• City
  • Please fill in a valid city
• IBAN
  1. Please fill in a valid IBAN
• BIC
  1. Please fill in a valid BIC, linked to the IBAN
• Unit
  1. Please fill in a unit
  2. If the inputted unit can’t be found we will fail the import 
• Role
  1. Owner
  2. Tenant
     • Please use the following values as a unique key
       • Owner => OWN
       • Tenant => TEN 
• Start owner
  1. Please enter a valid date
  2. 01/01/2024
• End owner
  1. Please enter a valid date
  2. 01/01/2024
• Start use
  1. Please enter a valid date
  2. 01/01/2024 
• End use
  1. Please enter a valid date
  2. 01/01/2024 
• Trustee
  1. Yes
  2. No
     • Please use the following values as a unique key
       • Yes => YES
       • No => NO
• Communication preference for communication
• Communication preference for meetings
• Communication preference for meetings
• Communication preference for settlements
• Communication preference for reminders 
  1. Email
  2. Letter
  3. Signed letter
     • Please us the following values as a unique key
       • Email => EMA
       • Letter => LET
       • Signed letter => SLE

Please keep the following information in mind while creating your import for contacts and companies. 

We will avoid importing double contacts and companies by checking the following information :

• First name
• Family name
• Address
• Email 
  1. If one of the above is not recognised, we will create a new contact, if not we will update the existing contact. 

For companies we check the VAT number, if the VAT number is not recognised we will create a new company. If the VAT number is recognised we will update the existing company with the inputted information.