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2026 Reporting Guide

2026 Reporting Guide

A practical checklist to prepare your portfolio for the 2026 reporting season in Scaler. This guide highlights the key steps you can complete early—updating settings, enabling 2025 reports, reviewing annual fields, preparing meters, and planning data requests.

Last updated on December 1, 2025

Getting Ready for the 2026 Reporting Season in Scaler

(for reporting on calendar year 2025 or your applicable fiscal year)

Many investment managers:

  • Begin with their Annual Report / GRI / INREV / EPRA reporting,
  • Then move on to GRESB, whose portal is open 1 March → 1 July.

Scaler is designed so you can complete most of the work early. Once data collection is complete and annual fields are up to date, you can export reports with one click, already in the correct template.

Part 1 — What You Can Do Now (Pre-Season Prep)

These actions are lightweight and help ensure your portfolio is positioned for smooth reporting later. If you only do a few things now, prioritise:

  1. Update Portfolio Settings
  1. Enable your 2025 reports
  1. Review required fields using the Scaler Spreadsheet
  1. Update key annual fields
  1. Prepare meters and automations
  1. Review emission factors
  1. Download and review the updated Scaler Spreadsheet
  1. Begin planning data requests

1. Update Your Portfolio Settings for 2025

✔️ Step-by-step (do this now)

  • Go to Data Collection Portal → Portfolio → Settings
  • Set Default reporting year → 2025
  • Set Last reporting year → 2025
  • Set First month of your interval → January or your fiscal-year start
  • Enable Enable fiscal year if you report on a fiscal basis
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Updating these settings ensures:

  • Charts and analytics show complete data (no artificial drop-off while entering 2025 values)
  • All Scaler validations and gap analyses run against the correct reporting period
  • Field mapping for reports uses the right reporting year

GRESB-specific:

Ensure First month of your interval and the fiscal year toggle match your selections in EC4 in the GRESB Portal.

Consistency avoids discrepancies between Scaler and GRESB uploads.

2. Enable Your 2025 Reports

✔️ Step-by-step

  • Go to Portfolio → Settings → Data Collection Settings
  • Enable the reports you’ll generate in 2025:
    • GRI / Annual Report
    • GRESB
    • INREV ESG SDDS
    • SECR (UK), etc.
    • EPRA sBPR
    • etc
  • (Optional) Assign Due dates
 
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More details

Enabling a report:

  • Activates report-specific field mapping
  • Turns on data completion tracking
  • Shows data alerts based on each report’s rules
  • Adds the report tab to Portfolio → Reports
  • Lets you generate drafts when Data completion < 100%

This is the step that “wakes up” Scaler’s reporting logic for the 2025 cycle.

 

3. Review Required Fields Using the Scaler Spreadsheet

✔️ Step-by-step

  • Go to Asset → Overview
  • Select at least one asset → Download Spreadsheet
  • Open the Descriptions & Guidance sheet
  • Review required (√), conditional (√C), and preferred (P) fields
 
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This Excel file gives a complete view of:

  • Which fields are required for each report
  • Which are conditionally required (e.g., Average vacancy rate for GRESB depending on Status)
  • Which are preferred for scoring (e.g., Risk Assessments)

Example indicators:

  • √ → Required
  • √C → Conditionally required
  • P → Preferred (for scoring or improved disclosure)

Tip:

This step is diagnostic only: you don’t need to fill everything in yet.

 

4. Update Annual Asset-Level Fields for 2025

✔️ Step-by-step

From Data Collection Portal:

Reporting Data → Reporting Details & Floor Areas

  • Update:
    • Average vacancy rate
    • Percent of ownership
    • Status (if changed)
    • GFA – Total, Common, Tenant + correct Relevant since dates (if changed)

Financial Data → Financial Data

  • Update Gross asset value (GRESB)
  • Update Market value (INREV SDDS, IFRS S2)

Assessments, Measures & Certifications

  • Update:
    • Risk Assessments
    • Building Measures
    • Certifications (new, expired, upgraded)
 
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These fields change annually but are typically easy to source from valuation or technical workflows. Updating them early ensures:

  • Clean reporting across GRI, GRESB, INREV, SECR, IFRS S2
  • Fewer surprises during validation
  • Accurate GRESB asset-level indicator exports

Many of these values flow automatically into reports once entered.

 
 

5. Prepare Meters and Automations for 2025

5.1 Set Up or Review Meters

✔️ Step-by-step

  • Go to Asset → Meters
  • Confirm Energy, Water, and Waste meters exist as needed
  • Check Area type alignment (e.g., Whole building - Landlord-controlled)
  • Use Scaler's new calculated meters feature if you need to derive consumption from other meter types (e.g., having if you use Scaler’s calculation features
  • Contact Scaler support early for complex edge cases
More details

Correct meter setup now avoids issues later, especially for GRESB. Review:

  • Whether meters cover all areas (common, tenant, whole-building)
  • Whether calculated meters reflect how you intend to report
  • Whether Area types are consistent across meters

GRESB notes:

  • GRESB requires consistent operational control across all meters
  • The GRESB Asset Spreadsheet expects a single data availability period per resource, which Scaler calculates automatically
  • Proper meter configuration ensures correct aggregation and avoids rework

If unsure, contact Scaler support — especially for district heating, PV systems, heat pumps, mixed-control assets, or layered metering.

 

5.2 Check 3rd-Party Integrations & Automations

✔️ Step-by-step

  • Confirm which integrations you’ll need this year
  • Check whether previous integration requests require follow-up
  • Map Scaler meters to 3rd-party meters
  • Review recent sync activity to confirm incoming data
  • Flag any anomalies early
More details

Use this as a health check:

  • Are BMS or utility feeds syncing correctly?
  • Are there gaps or unexpected zeros in recent months?
  • Are new assets missing integrations they’ll need?

Fixing issues early prevents last-minute complications during GRESB or annual reporting.

 

6. Review Your Location- and Market-Based Emission Factors

✔️ Step-by-step

  • Confirm whether you'll use Scaler’s default location-based factors
  • Identify markets where you require custom factors
  • Begin collecting supplier-specific market-based factors if applicable
 
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More details

Defaults come from CRREM, EPA (US), and NGA (Australia).

All factors are fully customisable.

If you report market-based emissions, start gathering electricity supplier factors early.

7. Download & Review the Updated Scaler Spreadsheet

✔️ Step-by-step

  • Download a fresh Scaler Spreadsheet
  • Stop using old templates
  • Review sheet names and field descriptions
  • Ensure internal teams use the updated format

See this article for detailed guidance.

More details

Recent improvements include:

  • Clearer field naming
  • Updated mapping to reporting frameworks
  • New “custom field download” logic
  • Revised structure in sheets such as Asset Details, Meters, Floor Areas, Certifications

If you have a pending upload in an old format, contact client-services@scalerglobal.com for support in making it compatible.

This step helps ensure consistency across all internal contributors handling data.

 

8. Start Planning Your Data Requests

✔️ Step-by-step

  • List stakeholders you’ll need data from
  • Identify bottlenecks from previous years
  • Note key deadlines for external partners
  • Prepare to use Scaler’s new Data Request Tool
More details

Stakeholders often include:

  • Property managers
  • Technical managers
  • Utility partners
  • Certification providers

We will soon release templates and guidance for the new Data Request Tool, covering:

  • Who to request what from
  • Suggested wording
  • Validation workflows prior to populating Scaler

For now, simply map out who provides what and where delays typically occur.

 
 
 
 
 
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