Stage 3: Import Your Data
There are five areas that data can be imported into MYBOS. Before the data is prepared for import, we do recommend consideration is taken for the categories to be setup for the different import templates. For the import templates below the categories are a mandatory field to be entered to import: Contractors – they can be grouped by a category for the industry they fall under for example you may have more than one contractor for “Plumbing”, so there can be a category setup as Plumbing. Assets – for example you can have “nest under” categories (similar to a sub-category under a category). You may have a category for Access & Doors, however under this category you may want to breakdown by Automatic Gates, Automatic Sliding Doors or Garage Doors. In the import template you would enter as: Access & Doors>Automatic Gates Access & Doors>Automatic Sliding Doors Access & Doors>Garage Doors Residents – there are two default resident types such as Owner (Occupier) or Tenant, the default resident types can be given access to the MYBOS resident portal. If you would like the building to give access to some additional resident types can be setup such as Owner Investor or Property Manager etc. The Owner Investor or Managing Agent under the other columns would just be setup as a contact for the apartment (you would be able to communicate such as through broadcasts to these contacts). Below is a link on how categories can be setup in MYBOS: Once they have been imported you can add new categories, edit or delete existing under Settings > Categories & Descriptions. Under the import templates information can be linked for example a contractor can be linked to an asset or maintenance schedule, an asset can also be linked to a maintenance schedule for this information to all connect the same spelling/format/name must be used across the import templates and the imports must be imported as per the order (Contractors, then assets and finally maintenance schedules). Residents and Budgets can be imported at any time and they are reliant on other imports being completed first (items in bold and underlined are mandatory fields): Contractors – information on the contractors includes industry/category, company name, company phone, company email, address, website, main contact, contact number and contact email. Assets – information on the assets includes category, asset name, location, contractor, make, model, serial, asset value, barcode, description. If you just wish to setup the categories but don’t have the asset names yet, you could complete a dummy import with the categories and number the asset names 1, 2, 3 etc then once imported under Building > Assets tick all and delete. This saves you from manually adding the categories one by one. Maintenance Schedules – information on the maintenance schedules includes start date, frequency, asset, assigned to (contractor), subject and description. Residents – information on the residents include apartment number, lot number, first name, last name, home phone, mobile, secondary number, email, resident type, EC member, emergency contact, emergency number, notes, owner investor name, owner investor phone, owner investor email, managing agent company, managing agent name, managing agent phone, managing agent email, key ID, key type, key location, car registration #, car location, car make/model, car space #, type of pet. Budgets – information on the budgets includes budget code, budget name, commencement date (DD/MM/YYYY), end date (DD/MM/YYYY), budget value, description. The import templates must be provided to MYBOS to review and import, if our team has any concern over the data we will come back to you. Manual Document Uploads After Data Imports Contractors Insurances – If you are planning on the system sending out the auto reminders for expired contractor documents or insurances the system works off the expiry dates, this will have to be manually added after the import has been completed. Under Contractors > Select the Contractor. Select the + Enter the Document or Insurance Name, Expiry Date, Company or Contact for reminder to be sent to and attach copy > Select Save. Asset Warranty Certificates – If you would like reminders when the warranty has expired or the ability to see this when creating a case/maintenance schedule event with an asset. This would have to be manually added after the import has been completed. Select Building > Assets. Select the asset you have the warranty for. Select Add next to Warranty Information. Enter the warranty title, expiry date and upload attachment. Select Save. Maintenance Schedule Service Agreements – if you have copies of the maintenance service agreement, it can be attached as a record. Select Maintenance Schedule. Select the Event you have an agreement for. Select + next to Documents. Upload copy of document.]]>
