Your Data Transfer to PropSpace Broker

Your Data Transfer to PropSpace Broker

Data Import Templates

Use the current PropSpace import templates supplied by your Customer Success contact. The required columns and accepted values can vary by account and import type.

Prepare the data
  1. Use the exact listing categories, statuses and location values available in PropSpace.
  2. Use numeric values for price fields.
  3. Check duplicates, agent assignments and mandatory fields before submission.
  4. For UAE numbers, use the required UAE country-code format, for example `971501234567`. For an international account, confirm the accepted country format before changing numbers.
  5. Put additional information in the Notes. 

Listings and portal data

Listings receive PropSpace references after import. A previous portal or CRM reference may be stored in Secondary Reference where that migration option is supported. Property Finder imports and XML imports expose different fields. Owner details, unit numbers, documents, and images may need separate files or manual handling. Confirm the exact scope before assuming they are included.

Imported listing status and publication safety

Some import workflows set listings to Published by default. Before the import, agree on which records should be published. During the review, disable listing publication or auto-publish controls when necessary to prevent unintended portal publication or credit consumption.

After import:
1. Review the status of every listing.
2. Change records that should be Draft, Unpublished or Archived.
3. Check the portal selection on each record.
4. Confirm permits, locations, prices, media and assigned agents.
5. Only then confirm the portal integration or publication step.

Published in PropSpace does not guarantee that a portal accepts or displays the listing.

Owner details

Owner details are mandatory before a listing can be saved in the CRM. An import may temporarily contain a listing without complete owner information, but that record must be completed before normal editing. 

Review timeline and responsibility

After receiving completed templates, PropSpace reviews the format and schedules the import. An estimated timeline is approximately 14 business days when no amendments are required; you remain responsible for the accuracy of the submitted data. Review the imported records before confirming the next integration step.


Leads and Contacts Import: 

PropSpace allows you to import Leads and Contacts directly through the CRM. To access the Data Import portal:
  1. Go to Admin.
  2. Select Data Import.



Once you log in to the portal using your account credentials, you will see the History tab by default. Here, you can view the status of your uploaded data imports.

Data Import Status

Under Data Import, you can view your uploaded files under the following statuses:
  1. Uploaded: Files that have been uploaded and processed.
  2. Ready to Review: Files that are ready for you to review before confirming the import.
  3. Confirmed: Files for which the import has been confirmed.
  4. Importing: Files that are currently being imported into PropSpace.
  5. Completed: Files that have been successfully imported.
  6. Failed: Files that could not be imported due to data errors.

Start the Lead/Contact Import

To begin the import, click the Leads/Contacts page 'New Import' button on the right side of the screen.

   

Use the PropSpace Import Template

First and foremost, make sure you are using the correct file format before starting the import. Using the correct format helps ensure a smoother import process. We recommend downloading the PropSpace template available on the Data Import screen and using it to prepare your data before uploading the file.

Upload the File
You can upload either the PropSpace template or a custom file. The file must be in CSV (.csv) or Excel (.xlsx) format.
  1. Drag and drop the file into the upload area.
  2. Click Continue to Mapping.

     
     

Alert
Important: When importing Leads or Contacts, always follow the Guidelines provided in the PropSpace import template. These guidelines contain important instructions about the required format and data entry rules. 

Map the Fields

On the mapping screen, select the correct fields for each column in your uploaded file and review any errors displayed on the screen.
     

For a Custom File, make sure each column is mapped to the correct PropSpace field.
     

Correcting Errors in the Valid Tab

If any errors are displayed in the Valid tab, you can correct them before proceeding with the import.
  1. Click the record that needs to be corrected.
  2. Click the warning icon on the right side to view the errors.
  3. Select the correct value from the available dropdown.
  4. If the same field needs to be corrected for multiple matching records, select the option to apply the change to all matching records in the import.
  5. Review the changes and click Proceed.
            

Info
Note: Any changes made during this step will update the corresponding field for the selected record(s) in the import.

Agent Mismatch

If the agent specified in the imported file does not match an agent available in the PropSpace account, the record will be assigned to the default agent. 

    
After you review the records and correct any errors, click Confirm Import to proceed.

Note: If you would like to import records marked as Invalid, select the checkbox to include them and then click Proceed. These records will be imported, and the relevant error information will be available in the Notes field for reference. 

    

Alert
Important: The accuracy of the imported data is the client's responsibility. While PropSpace reviews the data format and import requirements, customers should carefully review the information before submitting the file to help avoid delays or incorrect records after import.

If you have any questions or need assistance with the import process, please contact the PropSpace Support Team at support@propspace.com.