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Adding or Editing Data in Scaler

Adding or Editing Data in Scaler

A technical overview of how data fields behave within Scaler and how to add, adjust, or overwrite data safely.

Last updated on November 27, 2025

Adding data to Scaler

You can bring data into your Scaler portfolio in four main ways:

  1. Manual entry directly in the platform
  1. Bulk upload via the Scaler spreadsheet template
  1. Data Requests to external stakeholders (e.g. property managers, tenants)
  1. Automated data input via integrations (APIs and bill scraping)

Broadly:

  • Methods 1–3 are manual input routes (you or your stakeholders enter or upload data).
  • Method 4 is automated, but always requires a one-off manual setup, especially for meters and assets.

Overview: manual vs automated routes

Method
Type of input
Typical use case
Manual entry in Scaler
Manual
Small portfolios, quick corrections, one-off updates
Bulk upload via Scaler spreadsheet
Manual (bulk)
Larger portfolios, initial onboarding, big changes
Data Requests
Manual (by others)
Collecting data (annually) from property managers, tenants, operators
Automated integrations (APIs / bills)
Automated (after setup)
Ongoing meter/consumption data and some utility details

All of these methods feed into the same underlying data model in Scaler, so you can mix and match them across assets, meters and other data types.

1. Manual data entry directly in the Scaler platform

You can always add or edit data directly in the Scaler interface:

  • Create and edit assets, spaces and meters
  • Enter consumption, cost and other ESG data record by record
  • Fix small issues or fill in one-off gaps

When this is useful

  • You only need to add a few new items (e.g. one new meter, one missing year of data).
  • You’re correcting data or testing how something looks in the platform.
  • You want to quickly prototype or review changes before scaling them up.

This is a fully manual method: you type or paste data directly into Scaler fields.

2. Bulk upload via the Scaler spreadsheet template

For larger changes, you can use the Scaler Spreadsheet template to upload data in bulk. This lets you:

  • Add or update many assets, meters or records at once
  • Prepare data offline in Excel

Typical steps:

  1. Download the relevant Scaler Spreadsheet template with the relevant fields.
  1. Populate it with your data (assets, meters, consumption, etc.).
  1. Upload the completed file back into Scaler.
  1. Review and confirm any validation messages.

This is still a manual method (you or your team manage the spreadsheet), but it is more efficient than record-by-record entry for larger volumes.

3. Data Requests to external stakeholders

If key data sits with external stakeholders (e.g. property managers, tenants, facility managers), you can use Data Requests:

  • Scaler generates structured portal for the data you need.
  • You give customized access, by asset and field, to your stakeholders, who fill in the required fields.
  • Once submitted, the responses are mapped back into your portfolio after being reviewed and accepted.

Key points

  • The collection is manual for the recipient (they type in or upload data).
  • Scaler helps structure and validate what they provide.
  • Allows users with certain access rights to validate data before it is added to your database and communicate with recipients for any checks or changes.
  • This is ideal when you don’t own the source data but need it in a consistent format.

Data Requests are therefore a manual route, but they distribute the work and help ensure that what comes back is usable.

4. Automated data input (APIs and bill scraping)

For ongoing operational data, especially energy, water and waste consumption, Scaler supports automated data input. There are two main mechanisms:

  1. Third-party API integrations
      • Scaler connects to utilities, energy management platforms or other data providers.
      • Once connected and configured, consumption and related data can flow into Scaler automatically on a regular basis.
  1. Bill scraping and automated data extraction
      • Scaler uses tools to extract data directly from utility bills.
      • The relevant fields (consumption, cost, dates, etc.) are captured and imported into your portfolio.

These routes are automated for the ongoing data flow, but they do require a manual setup phase.

Important: manual setup for automated data

Even when using integrations, there is always a manual step at the beginning, especially around meters:

  • Meters must exist in Scaler before data can be mapped to them.

      • You (or your team) will:

    • Create meters directly in the platform or
    • Create meters via bulk upload using the Scaler spreadsheet.
  • During integration setup, each external data source (e.g. utility account, meter ID) must be mapped to the correct meter in Scaler.

Once this is done:

  • Consumption and related data are synced automatically according to the integration’s schedule.

In short:

Manual routes (portal, spreadsheet, data requests) are used for initial setup, one-off changes and data you can’t automate. Automated routes (APIs, bill scraping) handle the ongoing flow of data once everything is configured.

How these methods work together

You don’t have to choose just one method. In practice, portfolios often use a combination:

  • Initial onboarding
    • Use bulk upload to create assets and meters.
    • Use data requests to collect missing information from property managers.
  • Ongoing operations
    • Set up API integrations or bill scraping for consumption data where possible.
    • Use manual entry for small corrections, exceptions or one-off updates.
  • Filling gaps
    • When an integration does not cover a site or period, use the spreadsheet or data requests to backfill, by setting up a manual meter for that backfill.
 

If you're unsure which method is best for your use case, contact your Account Operations Manager or

.

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