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Bulk Import and Export for Tenants and Rooms
Move off spreadsheets without retyping every row: download templates, upload Excel files, preview validation, and run background import jobs — then export current tenant or room data when you need a backup or audit file.
- Excel templates
- Row preview
- Import job history
- Tenant & room export
Tenant import lives under Dashboard → Tenants → Import; room import under Dashboard → Rooms → Import. Each flow shows row-level errors before you commit so bad phone numbers or duplicate beds do not silently land in production.
- 2 modules
- tenants + rooms
- Preview
- before commit
- Jobs
- tracked per PG
- Export
- filtered lists
The problem
What PG owners struggle with today
Most PG operators still coordinate tenants, rent, and documents across Excel, WhatsApp, and paper registers. That works until bed count, staff handovers, or month-end reconciliation expose gaps nobody can audit quickly.
- Hundreds of tenants retyped by hand after switching software
- Room layouts wrong because the spreadsheet never matched beds
- No audit trail when a bulk upload partially failed
- Owners cannot share a clean export with accountants
- Duplicate phone numbers discovered only after billing starts
How TrackMyPG solves it
Problem → solution mapping
Each pain point maps to a module that ships in the product today — not a roadmap promise.
Manual re-entry
Download template → upload → preview → import job
Silent bad rows
Validation errors shown per row before commit
Room drift
Dedicated room import with sharing-type aware columns
No backup file
Export tenants or rooms from filtered list pages
Lost import context
Import history and job status per PG
Feature deep dive
What you get in the product
Every capability below ships in TrackMyPG today — no roadmap promises, no fake automation.
Official Excel templates
Columns match what TrackMyPG expects so imports do not fail on header mismatches.
Desk staff fill sheets offline without guessing field names.
- Tenant template
- Room template
- Documented required fields
Preview and validation
Parsed rows surface errors before anything writes to MongoDB.
Fix data once, not after tenants appear in billing.
- Row-level errors
- Confirm counts
- Cancel unsafe runs
Tenant bulk import
Onboard existing registers with source marked imported for traceability.
Go live faster when migrating from Excel.
- Link to rooms
- ID fields supported
- Job history table
Room bulk import
Load inventory structure, rent, and beds aligned with the Rooms module.
Occupancy and billing start aligned.
- Per-bed or per-room
- Sharing types
- Import from Rooms menu
Workflow
Step-by-step in TrackMyPG
The same flow your desk runs every month — from tenant to report.
Download template
Get the tenant or room Excel template from the import page.
Fill offline
Complete rows in Excel with your existing register data.
Upload file
Drop the file; TrackMyPG parses and validates each row.
Preview rows
Fix validation issues highlighted before commit.
Run import job
Background job writes valid rows; history shows status.
Export when needed
Download filtered tenant or room exports from list pages.
Benefits
Measurable outcomes on the ground
Excel templates
Download official templates with the columns TrackMyPG expects, fill them offline, and upload without guessing field names.
Preview before import
Review parsed rows, fix validation issues, and confirm counts before the job writes tenants or rooms to your PG.
Tenant bulk onboarding
Bring existing registers into searchable profiles linked to rooms, IDs, and billing — marked as imported for traceability.
Room inventory import
Load floors, sharing types, rent, and bed layout in bulk so occupancy matches how you sell space on day one.
Outcomes
What operators report after adoption
- Less manual reconciliation between chat, sheet, and register
- Fewer payment disputes with invoice PDFs tenants reference
- Faster tenant onboarding when rooms and billing connect day one
- Higher occupancy visibility without walking every floor
- Reduced owner follow-up calls when desk uses one ledger
Compare
Manual vs Excel vs TrackMyPG
The same PG tasks, three ways to run them. See exactly where structured software pulls ahead.
| Task | Manual / registers | Excel sheets | TrackMyPG |
|---|---|---|---|
| Tenant records | Notebook & register rows | Rows that drift out of sync | Searchable profiles linked to rooms |
| Rent invoices | Hand-written or ad hoc PDFs | Manual template per tenant | In-app invoices with PDF + status |
| Payments | UPI screenshots in chat | Paste amounts into cells | Payments tied to invoice IDs |
| Occupancy | Whiteboard or memory | A “master” tab nobody trusts | Live room & bed mapping |
| Outstanding dues | Recalculated over phone calls | Fragile pivot tables | Outstanding Payments report |
| Month-end reports | Hours of manual totals | Copy-paste + formulas | One-click Excel / PDF export |
Feature ecosystem
Works with the rest of TrackMyPG
Each module shares the same tenant, room, and invoice data — so your operations stay connected end to end.
Explore related guides
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