Purpose of this article
This article explains the four supported ways to add data to Scaler, how they differ, and when each method is most appropriate during onboarding and ongoing data collection.
The four supported data entry methods
Scaler supports four primary ways to add data.
These methods can be used independently or together, depending on your workflow.
1. Manual entry in the platform
Manual entry is done directly in the Data Collection Portal.
This method is best when:
- You have a small number of assets
- You are making one-off updates or corrections
- You want to review data carefully as you enter it
Common use cases include:
- Updating asset details
- Adding or editing meters
- Setting up calculated meters
- Entering consumption data for a small set of assets
Manual entry provides the most visibility but can be time-consuming for large portfolios.
Related article:
- Adding or editing data in Scaler
2. Spreadsheet bulk upload
Spreadsheet upload allows you to add or update large volumes of data at once using the Scaler spreadsheet template.
This method is best when:
- Onboarding many assets at the same time
- Uploading historical data
- Coordinating data across multiple contributors
Spreadsheet uploads support all asset-level fields that Scaler collects, including asset details, meters, consumption data, and related inputs.
Uploads include automated validation checks to help:
- Highlight missing required fields
- Catch common formatting or structural issues
However, not all data is fully validated at upload. In some cases, an upload may succeed while still resulting in missing data, warnings, or alerts that require follow-up review.
Important: A successful upload does not guarantee full data completeness. Always review alerts and data completion after importing data.
Related article:
- How to use the Scaler spreadsheet
3. Data requests
The data request tool allows you to request specific data from internal or external stakeholders.
This method is best when:
- Data is owned by property managers or tenants
- You want to limit what contributors can see or edit
- You need structured, auditable responses
Data requests:
- Are created in the Data Collection Portal
- Allow contributors to submit only requested fields
- Do not require contributors to be full Scaler users
Contributors can be added as part of the data request and do not need to be pre-configured as users.
Related articles:
- Using the data request tool
- Responding to a Scaler data request
4. Automations and integrations
Automations allow data to be imported into Scaler automatically from external systems.
This method is best when:
- Data is available from utility providers or external platforms
- You want to reduce manual effort over time
- Data is updated regularly
Examples include:
- ENERGY STAR Portfolio Manager
- Utility data synchronisation
- Bill scraping
- API integrations
Automations are often introduced after baseline onboarding.
Related article:
- Automations & integrations overview
How teams typically combine methods
Most organisations use more than one method.
A common onboarding approach is:
- Use spreadsheets for initial asset and historical data
- Use manual entry for review and corrections
- Use data requests to collect missing data
- Add automations once processes are stable
This phased approach balances speed with accuracy.
What to start with during onboarding
During initial onboarding, most teams start with:
- Spreadsheet uploads for assets and baseline data
- Manual entry for review and corrections
Data requests and automations are often added later.
Tip: You do not need to choose a single method. Scaler is designed to support mixed workflows.
Additional resources
To start entering data, continue with:
- Meters & consumption in Scaler
If you are onboarding via spreadsheet:
- How to use the Scaler spreadsheet
If you are integrating via third-party providers:
- Setting up your API integration
- Utility Sync Service
If you plan to involve external contributors:
- Using the data request tool