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Adding assets & asset groups

Adding assets & asset groups

Learn how to add assets to Scaler, including required fields, asset structure, and optional grouping for reporting and analytics workflows.

Last updated on December 31, 2025

Purpose of this article

This article explains how to add assets in Scaler, what information is required to save an asset, and how assets can optionally be organised into asset groups for reporting and analytical workflows.

Where asset setup happens

Assets are created and managed in the Data Collection Portal.

To begin adding assets, go to the Data Collection Portal → Portfolio → Asset List.

Ways to add assets

Assets can be added in two ways:

  1. Directly in the platform
  1. Bulk upload assets using the Scaler Spreadsheet template

Creating assets directly in the platform

This option is best when:

  • Adding a small number of assets
  • Entering limited data initially
  • Learning how Scaler structures asset data

Steps

  1. Click Create asset.

      2. This opens the asset-level data entry form in Asset Details.

  1. Fill in all required fields (marked with an asterisk ).

Minimum required fields

General

  • Asset name

      • Displayed throughout the platform and used alongside the Client ID.

  • Client ID

      • A unique identifier used within your organisation.

  • Asset unit system

      • Metric or Imperial. Defines how asset-level data is interpreted and converted.

Note:

Location

  • Country

Property type

  • Main property type
  • Main property subtype

These are aligned with CRREM and GRESB classifications.

Reporting characteristics

  • Owned since

      • Ownership start date.

  • Active (toggle)

      • Indicates whether data is actively being collected.

    • Only active assets appear in Analytics
    • Used for monthly asset counts (billing)
  • Include in reporting (toggle)

      • Controls whether the asset is included in generated reports

      (this can also be adjusted at report generation).

Once all required fields are complete, the asset can be saved.

Bulk uploading assets using the Scaler Spreadsheet

Bulk upload is best when:

  • Adding multiple assets at once
  • You are already familiar with Scaler’s data structure

Steps

  1. In the Asset List, select any asset.
  1. In the hover tool bar, click the Download button.
  1. Select Custom Selection and click the Select fields button (or Download blank template, but this will give you all sheets, instead of just Asset Details).
  1. Download the template with *required or all fields in Asset Characteristics → Asset Details.
      • The Asset details sheet is required and selected by default.
  1. Complete the required fields in the Asset details sheet.
      • Required fields are marked in row 9 of the spreadsheet.
  1. Save the file and upload it via the same interface in Scaler.
Tip:

Completing asset setup for analytics and reporting

Creating an asset allows it to exist in Scaler, but additional data is required to generate analytics and metrics.

Floor areas (always required for performance metrics)

To calculate energy, water, waste, and emissions metrics, enter floor areas with valid dates.

Required fields:

  • Gross floor area

      • Total of tenant and common areas.

  • GFA - Common area

      • Can be set to 0 for fully tenant-occupied assets.

  • GFA - Tenant area
  • Relevant since

      • Defines the start date from which the area applies.

Example:

Asset groups (optional)

Asset Groups allow you to cluster multiple assets into a single named group for organisational, reporting, or analytical purposes.

This is particularly useful when:

  • Multiple buildings function as a single reporting entity (e.g. a campus or estate)
  • Several assets are reported together for frameworks such as GRESB
  • You want to manage or review a defined subset of assets consistently

Where to find asset groups

Navigation path:

Data Collection Portal → Portfolio → Asset List

Asset Groups can be created once assets exist in the portfolio.

How to create an asset group

  1. Select one or more assets in the Asset List
  1. Click Create asset group in the floating toolbar
  1. Enter:
      • Asset group name (required)
      • Asset group ID (required)
      • GRESB Asset Group ID (optional, for GRESB submissions)
  1. Save the group

Each asset can belong to only one asset group.

How asset groups appear in Scaler

  • Grouped assets display a blue building icon in the Asset list
  • Asset group membership is visible when editing an asset
  • A dedicated Asset Group repository lists all created groups, where you can:
    • View group details
    • Add or remove assets
    • Delete groups

Important notes

  • Asset Groups currently support organisation and structure
  • Aggregation logic for analytics and reporting is not yet applied
  • Future updates will support:
    • Group-level reporting (e.g. GRESB)
    • Group-level analytics and metrics

This feature establishes the structure needed for those future capabilities.

 
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