Purpose of this article
This guide helps property managers (site managers) understand their responsibilities in Scaler, how to record data correctly, and when to escalate to their ESG team.
Before you begin
Review the glossary below to ensure consistent terminology when working in the platform and communicating with your ESG team.
Asset / Site — A property profile in Scaler.
Site manager / Property manager — The person responsible for entering sustainability data for an asset and/or listed as an ESG contact. There may be multiple site managers per asset.
Data Collection Portal — The Scaler interface where data is added, edited, and configured (as distinct from the Analytics Portal, where data is viewed and analysed).
Physical meter — A meter in Scaler representing a direct measurement source (utility meter, invoice, submeter).
Calculated meter — A meter that derives consumption by adding or subtracting physical meters. Used for common area disaggregation and similar scenarios.
Task checklist
All properties
- Review this entire guide before making any changes in Scaler.
- Confirm which assets you are responsible for with your ESG team.
- Ensure your asset's Scaler profile contains all data types listed in the Timeline for Recording Data section, current through the most recently completed reporting period. Most important: utility data (energy, water, waste) for the two most recent years, and certifications/ratings valid during the reporting period.
- Risk and technical building assessments conducted in the last three years (for GRESB).
- Set calendar reminders to complete all ongoing data recording tasks — see due dates in the timeline section below.
- Review data completion and alerts after each upload or data entry session. Address all Errors and Missing Data alerts before reporting deadlines.
- Save copies of all utility invoices and aggregation files locally — these may be requested during annual third-party data assurance reviews.
New properties / new users only
- Contact your investment manager's ESG team before taking any of the following actions:
- Requesting access to an existing asset profile in Scaler
- Creating a new asset profile (if your property is not yet onboarded)
- Linking an existing ENERGY STAR Portfolio Manager account to Scaler
- Complete the onboarding checklist in the Scaler Knowledge Base: Getting Started → Getting started in Scaler: Internal property manager.
- Watch the platform walkthrough video available in the Knowledge Base under Getting Started → Platform walkthrough: Key tools and navigation.
Warning Contact your ESG team before performing any of the following actions. These changes can affect reporting data, analytics, and third-party integrations:
- Create, rename, or deactivate an asset profile
- Modify asset lifecycle dates (sold date, construction or renovation start/stop dates)
- Link or disconnect an ENERGY STAR Portfolio Manager account
- Add or remove user access to Scaler
- Delete any meter, meter version, or historical consumption data
- Change Active in analytics or Active in reporting flags
Example timeline for recording data
Refer to the Scaler Knowledge Base (kb.scalerglobal.com) for step-by-step instructions on each data type.
Type of data | Frequency | Due dates |
Utility data — energy, water, and waste (consumption and cost) | Monthly (can be automated) | Depends on invoice schedule. By 3/1: current through prior year |
Green building certifications — LEED, BREEAM, NABERS, ENERGY STAR, etc. | Quarterly (track registration & award) | 3/1, 6/1, 9/1, 12/1 |
Efficiency measures — energy, water, waste improvements | Quarterly (track initiation & completion) | 3/1, 6/1, 9/1, 12/1 |
Risk & technical assessments — ESG risk reviews, building performance assessments | Annually | Ongoing; flag to ESG team |
Occupancy & tenancy — occupancy %, single/multi-tenant | Annually | 3/1 |
Navigating the platform
Log in at app.scalerglobal.com (US/EU) or au.scalerglobal.com (Australia). New users should check their inbox for a Scaler invitation email from client-services@scalerglobal.com.
Tip Full platform walkthrough: kb.scalerglobal.com → Getting Started → Platform walkthrough: Key tools and navigation
Switching portals
On the left hand, vertical navigation, you can switch between the portals:
- Data Collection Portal — where data can be added, edited, and configured. This is where property managers spend most of their time.
- Analytics Portal — where data can be viewed and analysed, but not edited. Used to review performance dashboards and reports.
Tip If you need to change or add data, always return to the Data Collection Portal. If you want to explore trends or performance, use the Analytics Portal.
Data Collection Portal: Key sections at the asset level
The Data Collection Portal uses a left-hand navigation that changes depending on whether you are viewing the company, a portfolio, or a specific asset. As a property manager, you will primarily work at the asset level:
- Asset Characteristics — asset details, floor areas, property type, ownership dates, sustainable characteristics
- Meters & Consumption — energy, water, and waste meters and consumption data (where you'll spend most of your time)
- Assessments & Measures — risk assessments, technical building assessments, and efficiency measures
- Certifications — green building certifications and ratings
- Data Requests — where you'll receive and respond to data collection requests sent by your ESG team
- Document Library — upload and store supporting documentation (invoices, audit reports, etc.)
Access profile settings, notification preferences, the Knowledge Base link, and Lumi AI (the in-platform AI chat assistant) from the user menu in the top right.
Recording utility data
Utility data — including energy (electricity, gas, district heat), water, and waste — is the foundation of ESG reporting. In Scaler, all consumption data flows through meters.
How meters work
Meters define how and where consumption is measured. There are two meter types:
- Physical meters — represent a direct measurement source (a utility meter, invoice, submeter, or hauler report). These are the only meter type that accepts direct consumption entry.
- Calculated meters — derive consumption by adding or subtracting other physical meters (e.g. to calculate common area consumption by subtracting tenant meters from a whole-building meter). These are set up through the platform only, not via spreadsheet, and are typically configured by your ESG team.
Important All meters must first be created in Scaler before data can be entered — whether you plan to enter data manually or automate it later. Once a meter is mapped to an automated source (API, bill scraping), the Automated field is set to true and manual editing is locked.
Key meter fields
- Meter ID — a unique identifier you assign. Must be unique across all meters.
- Area type — determines whether consumption is whole building, common area, tenant space, or exterior/parking — and whether landlord or tenant controlled. This drives GHG scope classification.
- Consumption format — whether data is entered as a consumption recording (start date, end date, usage) or a meter reading (cumulative reading date and value, with Scaler calculating usage automatically).
- Purchased by — landlord or tenant. Even if costs are billed back to tenants, meters under the property management utility account are considered landlord.
- Include in calculations — toggle to include or exclude a meter from analytics and reporting. Used to avoid double-counting when transitioning between whole-building and submeter coverage.
Meter versioning
When key meter attributes change (source, covered area, monitoring method, purchased by, supplier), Scaler creates a new meter version rather than a new meter. This preserves historical continuity while reflecting real-world changes. When prompted, choose:
- Create a new meter version — for real-world changes (e.g. switched from grey to renewable electricity)
- Edit existing meter version — for corrections to data that was entered incorrectly
Data entry methods
There are four ways to get data into Scaler. Choose the method that best fits your situation.
Method | Best for |
Direct entry in platform | A few meters, one-off updates, corrections, initial setup |
Spreadsheet bulk upload | Many meters at once, large volumes of historical data, bulk updates across assets |
Data requests | Receiving structured data collection requests from your ESG team to fill in meter and consumption information for specific assets |
Automated integrations | Ongoing data from API, bill scraping, BMS — after initial manual meter setup |
Method 1: Direct entry in the platform
- Go to Data Collection Portal → Portfolio → Asset List → select asset → Meters & Consumption
- Navigate to the desired resource (Energy, Water, or Waste) and click Add meter
- Under Meter Details, complete all required fields (marked with a blue asterisk *) and save
- Reopen the meter, go to the Meter Consumption tab, and enter consumption data
- Attach supporting documents (invoices, supplier documentation) using the paperclip icon
Method 2: Spreadsheet bulk upload
The Scaler Spreadsheet allows you to create multiple meters and upload historical or ongoing consumption data efficiently.
- Go to Data Collection Portal → Portfolio → Asset List, select assets, and click Download
- Choose the resource type (energy, water, or waste) and select the fields you need
- In the Meters sheet, add rows for each new meter with all required fields
- In the Consumption sheet, enter consumption data linked to each Meter ID
- Save and upload the file. Scaler will confirm updates and flag any errors for correction.
Warning The Scaler Spreadsheet is the source of truth for bulk data management. Every tab you submit will directly edit data in Scaler — any data added or removed in the spreadsheet will be updated (or deleted) in the platform upon upload. Always download a fresh copy before editing — do not reuse old versions. Deleting a row from the spreadsheet and uploading will permanently remove that record from Scaler.
Method 3: Data requests
Your ESG team may send you a data request — a structured form asking you to fill in specific meter details or consumption data for one or more assets.
When you receive a data request:
- You will receive an email notification with a link to the request
- Click the link to open the request in Scaler — you will only see the specific fields your ESG team has asked you to complete
- Fill in the requested information and submit. Your data is validated before submission.
Note Data requests are designed so that you only see what's relevant to your assets and your role. You do not need full platform access to respond to a data request. If you are unsure what information is being asked for, contact your ESG team for clarification before submitting.
Method 4: Automated integrations
Once meters are created in Scaler, consumption data can be automatically pulled in through API integrations with utility providers or energy management systems, utility bill scraping services, building management system (BMS) connections, and third-party data providers.
Before automation can begin, meters must first be created manually in Scaler and mapped to the external data source. Contact your Scaler Account Operations Manager or ESG team to set up an automation.
Connecting ENERGY STAR Portfolio Manager
US properties with an existing ENERGY STAR Portfolio Manager (ESPM) account can integrate with Scaler. Contact your ESG team before beginning this process — they will coordinate the setup.
Step 1: Add Scaler as a contact in ESPM
- Log into your ENERGY STAR Portfolio Manager account
- Click Contacts in the top-right corner, then Add New Contacts
- Search for username
ScalerGlobal(info@scalerglobal.com)
- When Scaler appears, click Connect, agree to Terms of Use, and click Send Connection Request
Step 2: Share your properties with Scaler
Once the connection request is accepted:
- Navigate to the Sharing tab in ESPM
- Select Share (or Edit Access to) a Property and select the property
- Select ScalerGlobal from the Contacts list
- Select Bulk Sharing then Full Access (or Read Only if preferred) and click Share Property
Note Scaler recommends a monthly one-way pull from ESPM for consistency. Your ESG team will define the synchronisation strategy for your portfolio.
Green building certifications
Certifications and ratings (LEED, BREEAM, NABERS, ENERGY STAR, etc.) are entered at the asset level under the Certifications section. Update these whenever a certification is registered, awarded, or renewed.
Navigation: Data Collection Portal → Asset → Certifications
What to enter for each certification:
- Certification type and level/rating achieved
- Registration date and award date (use registration date in the Awarded Date field if the certification is still in progress)
- Building spaces covered (particularly important for tenant space certifications)
- Certification ID or project number (enter in Notes field)
- Evidence: upload the certificate or award documentation
Risk assessments & technical building assessments
Risk and technical building assessments are captured at the asset level and are used primarily for GRESB reporting (indicators RA1 and RA2).
Navigation: Data Collection Portal → Asset → Assessments & Measures → Risk Assessments
Risk assessments (GRESB RA1)
Record whether formal ESG risk evaluations have been conducted (e.g. flood risk, energy efficiency risk, climate change adaptation). GRESB awards points based on cumulative portfolio coverage across assessment types conducted in the last three years.
Technical building assessments (GRESB RA2)
Record formal assessments conducted by qualified professionals (building engineers, surveyors) to identify energy, water, and waste improvement opportunities. GRESB awards points based on assessment type and portfolio GFA coverage.
Efficiency measures
Record any completed projects to reduce energy, water, or waste use in your asset. Your ESG team uses this information for annual reporting.
Navigation: Data Collection Portal → Portfolio → Asset List → edit asset → Assessments & Measures → Building measures
You'll see three separate tables — one each for energy, water, and waste improvements.
Examples of qualifying efficiency measures
Energy: lighting upgrades, HVAC replacements, solar panel installation, building automation upgrades, insulation or window replacements
Water: low-flow fixtures, leak detection systems, smart irrigation, grey water reuse, water submetering
Waste: recycling programs, composting, waste audits, ongoing waste monitoring
What to enter for each measure:
- Select the measure type from the relevant table
- Enter the year it was completed
- Add a brief description of what was done
- Attach supporting documentation if available (invoices, contractor reports, photos)
Data completion & alerts
Scaler Data Completion reflects whether all required and conditionally required fields for an asset are correctly populated and valid. When an asset reaches 100% Data Completion, core calculations run, analytics become available, and reports can be generated.
Key concept You do not need consumption data entered to reach 100% completion. Completion is evaluated structurally — based on whether required asset-level fields and meter configurations are valid. Consumption gaps are tracked separately through data coverage metrics.
Alert types
Alert type | Definition | Blocks completion? |
Error | Invalid or illogical data violating validation rules | Yes |
Missing data | Required field is empty (e.g. missing floor area, meter configuration gap) | Yes |
Warning | Unusual value that may need review but does not indicate invalid data | No |
Common errors to watch for:
- Meter's Covered area exceeds the available floor area for its Area type
- Overlapping consumption date ranges within a single meter (overlap of more than 1 day not permitted)
- Missing Gross floor area, Common area, or Tenant area on the asset (prevents coverage and intensity calculations)
- Missing required fields for specific reporting frameworks (e.g. Percentage green for GRESB)
Common warnings to review:
- Meter start date is earlier than the asset's Owned since date
- A consumption entry of zero is present — if consumption is unknown, leave the period blank rather than entering zero
- Year-over-year consumption change exceeds expected threshold — verify or document the reason
Where to find and resolve alerts:
- Asset List — configure the table to show alerts by report; click Resolve for assets below 100% completion
- Asset edit view — alerts indicated visually at the field level when editing an asset
- Portfolio Alerts dashboard — Data Collection Portal → Portfolio → Alerts — centralised view of all alerts with bulk resolution via spreadsheet download
Profile administration
Certain actions in Scaler must be coordinated with your investment manager's ESG team or your Scaler Account Operations Manager. Do not perform any of the following without approval:
Warning Contact your ESG team before performing any of these actions:
- Create a new asset profile in Scaler
- Deactivate or archive an asset profile
- Change the asset name or lifecycle dates (sold date, construction/renovation start/stop)
- Link or disconnect an ENERGY STAR Portfolio Manager account
- Add or remove user access to Scaler
- Delete any meter, meter version, or historical consumption data
- Change Active in analytics or Active in reporting flags
Troubleshooting & common mistakes
- Meter data is locked and can't be edited → Check whether the Automated field is set to true. If the meter is connected to an automated source, manual editing is disabled. Contact your ESG team to resolve.
- Data completion is stuck below 100% → Review the asset's alerts. Errors and Missing Data alerts must be resolved first. Check for missing floor area values or meter configuration gaps.
- Uploaded spreadsheet removed data I didn't intend to delete → The spreadsheet is the source of truth. If a row was missing from an uploaded tab, Scaler will remove that record. Always download a fresh copy before editing and do not delete rows unless intentional.
- Not sure whether to create a new meter version or edit the existing one → Create a new meter version for real-world changes; edit the existing version only to correct data that was entered incorrectly.
- Unsure what a data request is asking for → Contact your ESG team for clarification before submitting. Do not guess or leave fields blank without confirming.
Additional resources
How to get help:
- Lumi AI — in-platform AI assistant (user menu, top right). Ask any platform question in plain language for instant guidance.
- Knowledge Base — kb.scalerglobal.com
- Client Services — client-services@scalerglobal.com
- Account Operations Manager — your dedicated Scaler contact for onboarding, configuration questions, and portfolio-specific guidance.