Data import

PropLink supports bulk import of:

• Sites.
• Units.
• Buildings, floors and spaces.
• Contacts.
• Vendors.
• Companies.
• Freeholders.
• Clients.
• Estates.
• Lease schedules.
• Opening ledger balances.
• Historic bank statement lines (for opening reconciliation).

All imports follow the same pattern.

The import workflow

1. Open Settings → Data import and pick the data type.
2. Download the CSV template for that data type.
3. Fill the template with your data (one row per record).
4. Upload the file.
5. PropLink validates row by row and shows a preview: rows to create, rows to update, rows with errors.
6. Fix errors in your source file and re-upload, or skip them.
7. Confirm to commit.

Imports are atomic: if anything goes wrong mid-import, the whole batch rolls back.

Standard validations

Every import validates:

• Required columns present.
• Column types correct (numbers are numbers, dates are dates).
• References to other records exist (sites referenced in unit imports must exist first).
• Duplicates (matched on email, reference or other unique field).
• Custom field rules (postcode format, VAT number format).

Order of imports

For a clean migration:

1. Estates first.
2. Sites next (referencing estates).
3. Buildings, floors and spaces (referencing sites).
4. Units (referencing sites and floors).
5. Companies.
6. Contacts (referencing units, companies).
7. Vendors.
8. Lease schedules.
9. Opening balances (after the above are complete).

Import history

Every import is logged under Settings → Data import → History:

• The user who ran it.
• The data type.
• The file name and row count.
• The records created, updated and skipped.
• A downloadable copy of the source file.

You can revert recent imports if you spot a mistake within 7 days.

Limits

• Maximum file size: 50 MB.
• Maximum rows per file: 10,000.
• For larger datasets, split into multiple files or contact PropLink support for direct database migration.

CSV templates

Each import has a downloadable CSV template with the right column names and headers. See CSV import templates for the column reference per data type.