Purpose of this article
This checklist guides you through each stage of onboarding with Scaler. Complete each step and tick it off as you go — by the end, your portfolio will be set up, your data loaded, and your first report generated.
Before you start
Before working through this checklist, make sure:
- You have received your Scaler login credentials
- You know which portfolios and funds are in scope for onboarding
Not sure how Scaler is structured? Review the three articles below first — they will make the rest of this checklist much easier to follow.
Related articles:
- Welcome to Scaler: How the platform works — Platform overview and key concepts
- How Scaler structures data — Portfolios, assets, meters, and consumption hierarchy
- Platform walkthrough: Key tools and navigation — Where to find key tools across Analytics, Data Collection, and Reports
Step 1: Set up your account and team
Confirm your access, invite your colleagues, and make sure the right people can see the right portfolios.
☐ Log into Scaler and verify your account access
☐ Review your user profile details
☐ Invite additional users (ESG team, property managers, consultants)
☐ Assign appropriate roles and permissions to each user
Add users early, even if they will not enter data immediately. This avoids rework later when responsibilities expand.
Related articles:
- Account & user settings overview — Profile, preferences, and notification settings
- Managing users & permissions (Admins only) — Adding users, assigning roles, and controlling access
Step 2: Review portfolio settings
These settings affect how analytics are calculated, how reports are generated, and how units are displayed across your portfolio.
☐ Confirm portfolio name and structure
☐ Review and set the reporting year / fiscal year
☐ Review the default unit system and currency
☐ Confirm fund type and any other portfolio-level settings
Changing fiscal year or unit settings after data entry may require recalculation. Get these right early.
Related articles:
- Portfolio Settings overview — Configuring portfolio-level defaults
- Understanding units and currencies in Scaler — How unit systems and currencies work across assets and portfolios
Step 3: Prepare and share your data
Gather your asset information, energy, water, waste, and certification data and share it with your Scaler Account Operations contact. This is the foundation of your onboarding.
Confirm scope
☐ Confirm the fund(s) and asset scope (number of assets, countries, property types)
☐ Confirm which reporting periods the data covers (e.g. Jan 2023 – Dec 2025)
Share your data
☐ Share your asset list (asset names, addresses, floor areas, property types, ownership %)
☐ Share energy consumption data (electricity, gas, district heating/cooling)
☐ Share water consumption data
☐ Share waste data (volumes, waste types, disposal methods)
☐ Share certification data if available (BREEAM, LEED, EPC, NABERS, etc.)
Understand the upload format
☐ Review the Scaler Spreadsheet (bulk upload) guide
☐ Watch the Scaler Spreadsheet video tutorials (walkthrough per sheet)
You do not need to format your data into Scaler's template yourself — your Account Operations contact will handle the data migration. Share data in whatever format you have.
Related articles:
- How to use the Scaler Spreadsheet (bulk upload) — Spreadsheet structure, required fields, and upload steps
- Scaler Spreadsheet Tutorials — Video walkthroughs for each spreadsheet sheet
Step 4: Verify your data in the platform
Once your Scaler team has uploaded your data, log in and review that everything looks correct. Focus on completeness, not perfection — your Account Operations contact will help resolve any issues.
☐ Confirm all expected assets are visible in your portfolio
☐ Review the Data Completion dashboard — are there blocking alerts?
☐ Review the Consumption Coverage tool — identify gaps in energy, water, or waste
☐ Check the Portfolio Alerts dashboard and note any flagged issues
☐ Provide any missing data flagged by your Account Operations contact
What to check for
Asset counts match your scope, consumption totals look plausible, no unexpected gaps in time periods, and no duplicate assets.
Related articles:
- Understanding data completion and alerts — How to read the data completion dashboard
- How to use the Portfolio Alerts dashboard — Identifying and resolving data issues
- Troubleshooting Data completion — Common issues and how to resolve them
Step 5: Set up automations (if applicable)
Depending on where your assets are located, Scaler can automate ongoing data collection via API connections, utility syncs, or bill scraping. Your Account Operations contact will advise which options are available.
☐ Discuss available data automations for your regions with your Scaler team
Automations are not required during initial onboarding. They can be set up once your baseline data is stable. Your Scaler team will recommend the best approach.
Related articles:
- How data enters Scaler (four supported methods) — Manual, spreadsheet, API, and automation options
- ENERGY STAR connection set-up — Connecting your ENERGY STAR Portfolio Manager account to Scaler
Step 6: Review emission factors
Confirm that the emission factors applied to your portfolio are correct. Scaler applies sensible defaults, but you should verify they match your reporting requirements.
☐ Confirm emission factors are configured at portfolio level
☐ Review defaults applied by Scaler (location-based / market-based)
☐ Identify any required overrides or custom factors
Emission factors can be refined later. The goal during onboarding is correctness, not optimisation.
Related articles:
- Configuring location-based emission factors — Setting and reviewing location-based factors
Step 7: Explore analytics and insights
Once data is uploaded, use Scaler's analytics tools to validate your data and start generating insights. You are checking for reasonableness, not perfection.
Watch the masterclasses
☐ Watch the 2026 Data Collection Masterclass
☐ Watch the 2026 Reporting Masterclass
☐ Watch the 2026 Analytics Masterclass
Review your analytics
☐ Explore Energy Analytics views in the Analytics Portal
☐ Compare portfolio trends and totals against known benchmarks or prior data
☐ Set up Targets, Pathways & Benchmarks for your portfolio
☐ Review your GRESB Dashboard and score model (if applicable)
☐ Explore the Roadmap Tool for long-term decarbonisation planning
Step 8: Generate your first report
Generate a test report to confirm that required data is present and the reporting logic is working as expected.
☐ Generate a portfolio or company-level report (GRESB, GRI, SFDR, EU Taxonomy, etc.)
☐ Review the output structure and values
☐ Identify any missing fields or unexpected results
☐ Review audit trail features for assurance readiness
Related articles:
- Getting data out of Scaler — Reports, exports, and data extraction options
Step 9: Confirm your ongoing data flow
Before closing out onboarding, agree on how data will flow into Scaler going forward — whether that is manual uploads, automated syncs, data requests, or a combination.
☐ Agree on the ongoing data entry method (manual, spreadsheet, API, data requests)
☐ Confirm who is responsible for data entry on an ongoing basis
☐ Schedule a walkthrough / FAQ call with your Scaler team if needed
Related articles:
- How data enters Scaler (four supported methods) — Manual, spreadsheet, API, and automation options
- Data onboarding: Process overview — End-to-end onboarding workflow
What you do not need to do during onboarding
To avoid overload, you do not need to complete the following immediately:
- Full API or automation setup for all regions
- Detailed roadmap modelling or CRREM analysis
- Advanced analytics configuration (custom dashboards, custom metrics)
- Final reporting sign-off or audit submission
- Building unit-level data entry
These can be completed once your baseline data is stable and your team is comfortable with the platform.
Where to go next
Once onboarding is complete:
- Follow your role-based onboarding guide for tasks specific to your role
- Continue with Data Collection & Input articles for ongoing data updates
- Explore Analytics articles for interpretation and insights
- Use Reporting & Exports articles for your reporting workflows
Need help?
If you have questions during onboarding:
- Contact your Scaler Account Operations contact
- Reach out to Scaler support: client-services@scalerglobal.com
- Browse the full Knowledge Base: kb.scalerglobal.com