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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 April 23, 2026

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

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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.

💡

Portfolio-level reports convert all data into a single unit system (see Portfolio settings). Analytics are displayed using each user’s profile preferences. Assets default to the portfolio unit system but can be set individually.

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.
💡

Only upload sheets you intend to edit. Scaler will ignore sheets that are not included in the upload.

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: To calculate 2020 metrics, floor areas must be relevant since 2020 or earlier.

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

Key fields:

  • Asset group name — The asset group name as shown in the Scaler platform and in Scaler outputs such as reports
  • Asset group ID — A unique ID assigned internally to identify the asset group within your organisation. Use a simple, unique identifier such as AG-001 or a format aligned with your internal naming conventions
  • GRESB Asset Group ID — The ID assigned to this asset group by the GRESB Portal. Required for any asset group that will be included in a GRESB submission. Can be added when the group is created in Scaler, or later.
  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 (required for GRESB submissions — can be added later)
  1. Save the group
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Each asset can belong to only one asset group.

⚠️

For GRESB reporting, the asset group must already exist as an asset in the GRESB Portal before it can be included in a GRESB submission. Unlike regular assets — which can be exported to the spreadsheet and receive a GRESB Asset ID on first upload — asset groups require the ID to be in place beforehand. Create a shell asset in the GRESB Portal, copy the ID it gives you, and paste it into the GRESB Asset Group ID field in Scaler.

Notion image
Notion image
  1. Select one or more assets in the Asset List
  1. Click Download in the floating toolbar
  1. Select Custom selection and then Select fields
  1. Select all of the appropriate fields under Asset Characteristic → Asset Groups
      2. Notion image
  1. Click Download template
  1. Copy paste the fields Scaler Asset ID, Client Asset ID and Asset Name fro the Asset Details sheet into the Asset Groups sheet. Assets which should belong to the same group should then receive the same Asset Group Name and Asset Group ID.
  1. Save the spreadsheet and upload it back into the platform.
Notion image

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
⚠️

Asset groups currently support organisation and structure within the platform. Group-level analytics are not yet available. For GRESB reporting, asset groups can be included in the asset-level spreadsheet with either manual or automated aggregation. Aggregation methodology details are available on request — contact your Account Operations representative. Automated aggregation is available on Scale plan only.

Additional resources

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