How long does it take to import custom data?
Custom imports typically involve a multi-step process:
- Initial Quote and Breakdown: It usually takes up to 1 week for our Imports team to review, quote, and provide a breakdown of the custom import.
- Import Process: Once the quote is accepted by the agency, the import will take a minimum of 2 weeks to complete.
Please plan accordingly and allow sufficient time for both quoting and importing processes.
How long does it take to import Rex spreadsheets?
Rex spreadsheets are imported free of charge each month. One of each type of spreadsheet will be accepted from each agency per month. We work off a schedule that is listed in this help article: Monthly Data Imports (Free & Paid)
Rex spreadsheets are always quicker than custom imports.
If the 'free monthly' schedule doesn't work for you, we can arrange for a Priority data import. This import is $300+GST with a 5 business day turnaround.
I submitted my Rex Spreadsheets for a free monthly import but the day has come and the data is still not in my account. Where is it?
We list deadline dates in the help article below. For example:
-
February Import - Submit spreadsheets by January 28th, 2025
Import week will commence on February 3rd, 2025 -
March Import - Submit spreadsheets by February 24th, 2025
Import week will commence on March 3rd, 2025
Please note that the Import week will commence on that date. It doesn't mean your data will be imported into your account on that date. It means it will be imported at some point during that week. The Imports Team work through a queue. If you submitted your data closer to the cut off date, please assume you are likely at the end of the line.
For more information, head to Monthly Data Imports (Free & Paid)
I need my data imported ASAP! What's the quickest way?
Submitting Rex Spreadsheets to import will always be faster than submitting Custom spreadsheets. If you don't have time to transfer the data into Rex spreadsheets, our timelines remain the same, 2-3 weeks.
To make the process quicker for custom imports, please inform our team of where the custom spreadsheets came from (ie. previous CRM, third-party platform).
Please plan accordingly and allow sufficient time for both quoting and importing processes.
What can't be imported?
We do not import Contracts, documents or any Financial Data.
We also do not import Listings from Rex Spreadsheets or Custom data.
Our team obtains all Listing data via an extract provided by REA/RENZ. This will include information such as images, marketing copy, price etc. The Listing data extract does not include feedback/enquiries. However, if this information is available in the data you provided us for your Custom Import we will add it as a note to the related property record.
What do you recommend to agencies who need to import financial data from their previous CRM?
For agencies transitioning from a previous CRM, here’s what we recommend:
- Download a hard copy of your financial data to keep on hand for reference.
- Enter data manually while the previous CRM is still active, as this will allow you to capture any necessary details before switching systems.
Most agencies we onboard typically choose to manually enter only current contracts. For past financial data, many find it easy to download hard copies from their previous CRM, making the transition smoother. more efficient and relevant data only.
What is the difference between Contact and Property spreadsheets?
The Contact and Property spreadsheets serve distinct purposes:
- Contact Spreadsheet: This is where you store information about your people (e.g., clients, staff, etc.).
- Property Spreadsheet: This contains records of your properties.
How do you link Contact Records to Property Records (ie Property Owners)?
If you would like to link a contact to a property, you will need to do this on the Property Spreadsheet. Please ensure that the contact already exists in the Contact Spreadsheet (or in your Rex account) before attempting to link them.
You can link the Contact to the Property as an Owner or Tenant by filling out blue and/or yellow columns (scroll to the right on the spreadsheet). You will notice that the columns don't ask for the Contact's name - this is because you could have ten John Smiths in your database but they will all have different phone numbers, email addresses and/or record IDs.
To help our Imports team link the correct Contact to the Property Record, ensure you fill out as much as you can.
What is the difference between the 'rex_record_id' and 'old_id'?
- Rex_record_id - Contact Records that are already in Rex have a Rex iD. You can enter their IDs in this column so ensure they link to the correct Property Record. Click here for steps on how to find the Rex IDs.
- Old_id - if the Contact doesn't exist in Rex but does exist in the Contact Spreadsheet that you are also submitting, feel free to use the 'old_id' column to link to two records. You can create an ID on the Contact Spreadsheet to then copy and paste on the Property Record.
How do I link Contacts that have shown interest in a Property (ie. listing enquiries, leads)?
We don't recommend relating Contacts to Properties if they have just shown interest and are not the Purchaser. If you wish to import contacts who have shown interest in past properties, they will be imported as Notes.
Notes can be linked to both Contact and Property Records.
In Rex, enquiries and Leads are linked to Listing Records via Feedback. We do not import Feedback via custom imports or Rex Spreadsheets. We can import them as Notes that will link to the relevant Property Record.
How can I track the status of my import?
Once your import has started, we will provide you with regular updates on its progress. If you need to check the status at any time, please send an email on the relevant support ticket.