Import existing tenants by preparing the required property, unit, lease, and contact details, then reviewing the imported results before relying on them. Verify active balances and lease dates carefully so the new workspace begins from an accurate tenancy record.
The columns and the dry run
The bulk tenant import is for moving an existing portfolio into Aptoria in one pass rather than inviting renters one unit at a time. It is a landlord-only tool: you paste a CSV, validate it, and import, and it creates each tenant's account and lease for you.
For a single new tenant, the ordinary invite flow is simpler. Reach for the bulk import when you are switching over from a spreadsheet or another system and have several tenants to bring across at once.
The columns and the dry run
Three columns are required for every row: email, property_name, and unit_label. Optional columns carry the lease and any money already owed — monthly_rent, start_date, lease_end, security_deposit, opening_balance, and balance_as_of — so a tenant who is mid-lease and behind comes in with the right terms and the unpaid amount already showing. An "Insert sample" button drops in a correctly formatted example you can edit.
Always run the dry run before importing. It validates every row and flags anything that would be skipped or error — a misspelled property name, a bad email, a unit that does not exist — before a single invite goes out. Fix what it flags, re-run until it is clean, then import.
Go to Tenants and choose the bulk import.
Paste your CSV, or insert the sample and edit it to match your data.
Run the dry run and read the row-by-row results.
Correct any flagged rows and re-run until the dry run is clean.
Import. Accounts and leases are created and invites go out.
Imported tenants get an account tied to their unit. Where you supplied an opening balance, the unpaid period shows up immediately, so the agent's rent tracking and reminders reflect reality from day one rather than starting everyone at zero.
From there, each tenant can claim their account and link a bank to pay or turn on autopay. Rent collection, reminders, and late fees then run on the same rules as any tenant you invited by hand.