Many sources. One clean record for every property.
Yardi, MRI and your other accounting and third-party systems each hold part of the picture, and they don’t always agree — with each other, or even with themselves. Portfolio Setup brings each property’s data together into one final record, read the same way for every property and clear about who set every value, so occupancy and every roll-up above it add up.
A system of record isn’t the same as a consistent record.
Your accounting system stays the book of record for the contract, the rent and the charges. But data keyed by different people, at different properties, over different years doesn’t come out the same — inside one database, and even less across two. One property’s floors arrive as F1, another’s as Floor 1 or 0001. One counts its parking garage in leasable area; the one next door doesn’t. Each is a small thing, and each one moves occupancy at the asset, then again at the portfolio.
- Floors, mapped once. Each property maps the floor names its system sends to one list of floors. Insights suggests the obvious ones (0001 is floor 1, Basement is −1, Parking isn’t a floor) and leaves the judgement calls, like whether Ground is 0 or 1, to you. Every unit with that name moves at once, and the next import keeps it.
- GLA, decided by you. Which units count in GLA is kept in Insights by your Portfolio Setup administrator, because it changes occupancy. Decide once, and every screen, report and roll-up counts the same units.
- Units found, however they’re written. A file that writes 0101 still finds unit 101.
- Many sources, one record. A property can take some values from Yardi, some from another third-party system and some from your team. Each says who set it, and when a source disagrees with a value you keep, it waits under Import differences instead of overwriting it.
| Name as sent | Units | Floor |
|---|---|---|
| 0001 | 12 | 1 · suggested |
| Basement | 3 | −1 · suggested |
| GROUND | 4 | 0 or 1? You choose |
| Parking | 210 | Not on a floor |
| ANT | 2 | Not on a floor |
One set of records under every report and plan.
Every other screen in Insights reads the same portfolios, assets, units, leases and teams. Portfolio Setup is where they’re kept — brought in from your accounting and third-party systems, corrected with a reason, and never quietly overwritten.
Portfolios, groups and assets
Portfolios, Asset Groups and Assets each list your records; open one for its details, units, leases, people and history. An asset an import adds joins the reporting period you’re on, ready to report on.
Imports, as you export them
Yardi’s Property Listing, Unit Listing, Lease Listing and Tenancy Schedule, read straight from Excel or CSV. Each tab of a workbook is its own report, and each record is matched by its code.
Set once, read the same way
The first file of each report waits for you to say how it’s read. Save the profile, and every later file is read the same way — until its headings change.
See it before it saves
Every import shows what it would add, change and leave alone, and each row it couldn’t read, with the reason. An import never removes a record.
Every value says who set it
What your accounting system sends is read only and dated. Override it with a reason, and hand it back with one button when you’re done.
Tenants, contacts and teams
Every tenant with their leases, leased area and next expiry, and every contact a portfolio’s, asset group’s or asset’s team can name.
Export it from your accounting system. Import it as it is.
On Imports, choose Import files and pick what you exported. Insights reads Yardi’s reports as they come out of Yardi, to Excel or CSV — no reformatting, no template to fill in. Each tab of a workbook is read as its own report.
- Property Listing brings properties; Unit Listing brings units.
- Lease Listing brings every lease and its tenant; Tenancy Schedule the leases in place, with their rents and the units they’re on.
- The first time each report comes in, you check the headings and answer what it needs: dates written day first, units found by code or by unit number, each legal entity as an asset group or not.
- Save profile and continue. Every later file is read the same way, and one whose headings changed waits for you.
| Heading in the report | Read as |
|---|---|
| Lease | Lease code |
| Tenant | Tenant |
| From · To | Start date · End date |
| Area | Leasable area |
| Region Not one of Yardi’s own headings | Choose… |
See every change before anything is saved.
Before an import saves a thing, Insights shows what it would add, what it would change and what it leaves alone — and every row it couldn’t read, with the reason. Choose Import when it looks right.
- An import never removes a record, and a blank cell changes nothing.
- A value someone saved in Insights stays where they put it.
- The Imports tab lists every import with what it added, changed and refused.
- A Tenancy Schedule adds the units it names, leased or vacant. Where one area covers a lease on several units, they wait under Import differences → Areas to check until you correct them, choose These are right, or import the Unit Listing’s measured areas.
Your accounting system’s value, or yours — and you can always tell which.
Every value says where it came from. One your accounting system sends is read only, shows when it arrived, and the next import may change it. To change it anyway, choose Override and say why: your value stays, marked Overridden with your reason, and later imports only note what they send.
- The button under the field — Use Yardi’s, named for your system — hands it back.
- Anything your system doesn’t send can be changed by anyone with Edit, and imports leave a saved value alone.
- If your system later sends something different, it shows under the field with a button to switch — and Import differences gathers every one of them in a single list.
Every tenant, with what they lease and when it ends.
Tenants lists every tenant your accounting system sends, with the leases each holds in place or starting later, the leased area and the next expiry. It opens on tenants with a lease; Inactive and All show the rest. Narrow it by property, or search by name, code or property.
- Open a tenant beside the list: From Yardi holds what your system sends, Kept in Insights the rest, which anyone with Edit can change.
- Below them, the tenant’s leases — each opening on its property — and its latest changes.
- Yardi gives every lease its own tenant code, so a company with three leases can appear as three tenants.
- A new tenant is named from the company, its contact person, or both — and is renamed only while its name still follows them.
| Tenant | Leases | Leased sf | Next expiry |
|---|---|---|---|
| Acme Logistics | 2 | 20,000 | 2027-06-30 |
| Bow River Supply | 1 | 18,200 | 2027-09-30 |
| Meridian Grocers | 1 | 32,500 | 2031-01-31 |
| Northwind Labs | 1 | 7,000 | 2026-11-30 |
| Prairie Freight | 1 | 48,000 | 2029-03-31 |
The people every team can name.
Contacts lists everyone a portfolio’s, asset group’s or asset’s team can name: your own people who sign in to Insights, and the outside contacts who don’t. Search by name, company or email.
- Each property’s team — anyone, in any role, in order — is kept on its Property Profile → People, in a role from your environment’s own list.
- The first General Manager and Property Manager on an asset’s team are the ones its reports name.
- A mortgage’s lender is a contact too, so a bank is named the same way on every mortgage.
| Contact | Company | Named on |
|---|---|---|
| Maria Lin Signs in | Northgate REIT | 14 teams |
| Pat Lee Signs in | Northgate REIT | 6 teams |
| J. Moreno Signs in | Northgate REIT | 5 teams |
| Dev Sharma | First Prairie Bank | 3 mortgages |
| Lena Brooks | Harbourline Property Services | 1 team |
The settings behind your figures, in one place.
Rules holds the settings that decide how reported figures are worked out: how imports and the occupancy figures read your leases, and which charges count as rent in your arrears. Changing them takes Edit on Portfolio Setup.
- Lease term policies: how far a lease’s end must move to count as a renewal or a short-term extension, and how long a unit can sit empty between two leases for the same tenant before the second is a new letting.
- Imports record each lease’s expiry decision by its property’s policy, and the occupancy figures read the same one.
- Charge codes: which of each accounting connection’s codes are rent and which ancillary — the split behind Arrears & Collections. A new code counts as rent until it’s set.
| Policy | Renew | Extend | Gap |
|---|---|---|---|
| Standard Default | 365 | 28 | 28 |
| Retail | 180 | 28 | 60 |
| Code | Charge | Counts as |
|---|---|---|
| rnt | Base rent | Rent |
| wo | Work order billback | Ancillary |
| tir | Tenant improvement recharge | Ancillary |
| stor | Storage | New · rent until set |
Selling, access, and where receivables go.
Selling an asset
Once an asset’s status is Sold, administrators can Archive the asset after the report for the period it sold in is published. It leaves your lists and future periods; every report, commentary and access stays as it was. Restore the asset brings it back untouched.
View reads, Edit changes
View on Portfolio Setup lets someone read every record. Edit lets them change records and run imports. Archiving is recorded in the Activity Log, and every record keeps its history of who changed what.
Receivables import on Arrears
AR aging, collections reports and charge and receipt registers import on Arrears & Collections, beside the tenants they’re about. The charge codes set here decide what counts as rent.
Hand it an email signature. It keeps the team current.
Insights AI — and the AI tools you connect to Insights over MCP — can find anyone in Contacts, add or update a contact from an email signature, a business card or a vendor list, and change who is on a property’s team. It shows you the change first, and saves only where an administrator lets agents make changes.
- Never twice — it searches Contacts first, and a second contact with the same email is refused.
- The names on your reports — it tells you before a change moves who a property’s reports name as General Manager or Property Manager.
- Your lease book at a glance — leases in place in every building, storage and parking leases, and leased share of GLA.
Where Portfolio Setup’s records go next.
See your rent roll arrive.
A 30-minute walkthrough: a Yardi export read, checked and imported, a value overridden and handed back, and the team your reports name.