2026 Reporting Guide - Pre-season prep – Scaler

Purpose of this article

This guide helps you prepare your Scaler portfolio for the 2026 reporting season, ensuring your data is ready for GRESB, INREV, EPRA, and other annual reports.

When to use this guide

Use this guide if you're:

Reporting for year-end 2025 or your applicable fiscal year

Managing investments in Scaler that support GRI / INREV / EPRA reporting

Getting ready to open GRESB (portal opens 1 March–1 July)

How this guide is organized

This pre-season preparation guide is split into two phases:

Part 1A: System Setup & Diagnostics — Quick configuration tasks and gap analysis (takes 1-2 hours)

Part 1B: Prepare Your Data — Begin collecting data that's already available (may take weeks, but can start now)

Part 2 will cover actions to take during the reporting season itself (March–June), including consumption data collection and report finalization.

Part 1A — System Setup & Diagnostics

These tasks configure Scaler for 2025 reporting and help you identify what data you'll need. Do these first—they take 1-2 hours total and unlock the rest of your prep work.

1. Update your portfolio settings for 2025

Step-by-step

Go to Data Collection Portal → Portfolio → Settings

Set Default reporting year = 2025

Set Last reporting year = 2025

Set First week of year interval = January or your fiscal-year start

Enable Enable fiscal year if you report on a fiscal basis

More details

Updating these settings ensures:

Charts and analytics show complete data (no artificial drop-off while entering 2025 values)

All Scaler validations and gap analyses run against the correct reporting period

Field mapping for reports uses the right reporting year

GRESB-specific:

Ensure First week of year interval and the fiscal year toggle match your selections in EC4 in the GRESB Portal. Consistency avoids discrepancies between Scaler and GRESB uploads.

2. Enable your 2025 reports

Step-by-step

Go to Portfolio → Settings → Data Collection Settings

Click Enable by report tab

Enable the reports you'll generate in 2025:

GRI / Annual Report

GRESB

GRESB Governance

INREV ESG SDOS

SECR, CPCR, etc.

EPRA sBPR

IFRS S2

UNPRI

(Optional) Assign due dates for each report

More details

Enabling a report:

Activates report-specific field mapping

Turns on data completion tracking

Shows data alerts based on each report's rules

Adds the report tab to Portfolio → Reports

Lets you generate drafts after Data completion = 100%

This is the step that "wakes up" Scaler's reporting logic for the 2025 cycle.

3. Download & review the Scaler Spreadsheet

Step-by-step

Go to Data Collection Portal → Portfolio → Asset List → Asset-level tab

Select at least one asset → Download

Choose resource types and fields you need

Stop using old templates

Review sheet names and field descriptions

Ensure internal teams use the updated format

More details

Recent improvements include:

Clearer field naming

Updated mapping to reporting frameworks

New "custom field download" logic

Revised structure in sheets such as Asset Details, Meters, Floor Areas, Certifications

If you have a pending upload in an old format, contact client-services@scalerglobal.com for support in making it compatible.

This step helps ensure consistency across all internal contributors handling data.

4. Review required fields

Step-by-step

Open the downloaded Scaler Spreadsheet

Go to the Descriptions & Guidance sheet

Review required (✓), conditional (✓C), and preferred (P) fields for each report

More details

This sheet gives a complete view of:

Which fields are required for each report

Which are conditionally required (e.g., Annual vacancy rate for GRESB depending on Status)

Which are preferred for scoring (e.g., Risk Assessments)

Example indicators:

✓ = Required

✓C = Conditionally required

P = Preferred (for scoring or improved disclosure)

Tip:

This step is diagnostic only; you don't need to fill everything in yet. Use it to plan what data you'll need to collect.

5. Review your emission factors

Step-by-step

Confirm whether you'll use Scaler's default location-based factors

Identify markets where you require custom factors

Begin collecting supplier-specific market-based factors if applicable

More details

Defaults come from CRREM, EPA (US), and NGA (Australia).

All factors are fully customizable.

If you report market-based emissions, start gathering electricity supplier factors early.

Part 1B — Prepare Your Data

These tasks involve collecting data that's typically already available (not consumption data). Start these now—they may take weeks to complete, especially if you need to coordinate with property managers, technical teams, or certification providers.

6. Update annual asset-level fields

Step-by-step

Go to Data Collection Portal → Portfolio → Asset List → Select asset → Reporting Data → Reporting Details & Floor Areas

Update:

Annual vacancy rate

Percent of ownership

Status (if changed)

GFA – Total, Common, Tenant (update Relevant since dates if changed)

Gross asset value (GRESB)

Market value (INREV SDDS, IFRS S2)

More details

These fields change annually but are typically easy to source from valuation or technical workflows. Updating them early ensures:

Clean reporting across GRI, GRESB, INREV, SECR, IFRS S2

Fewer surprises during valuation

Accurate GRESB Asset-level Indicator exports

These values flow automatically into reports once entered.

7. Update assessments, measures & certifications

Step-by-step

Go to Data Collection Portal → Portfolio → Asset List → select asset →

Update:

Risk Assessments (new assessments completed in 2025)

Building Measures (new measures implemented)

Certifications (new, expired, upgraded)

More details

These fields change annually but are typically easy to source from valuation or technical workflows. Updating them early ensures:

Clean reporting across GRI, GRESB, INREV, SECR, IFRS S2

Fewer surprises during valuation

Accurate GRESB Asset-level Indicator exports

These values flow automatically into reports once entered.

8. Set up or review your meters

Step-by-step

Go to Data Collection Portal → Portfolio → Asset List → Select asset → Meters & Consumption

Confirm Energy, Water, and Waste meters exist as needed

Check Area type alignment (e.g., Whole building, Landlord-controlled, Tenant-controlled)

Review Monitoring method (e.g., Smart meter, Invoice, SJV cluster)

Use Scaler's calculated meters feature if you need to derive consumption from other meter types

More details

Correct meter setup avoids months-long issues later, especially for GRESB. Review:

Whether meters cover all areas (common, tenant, whole-building)

Whether calculated meters reflect how you intend to report

Whether Area types are consistent across meters

GRESB notes:

GRESB requires consistent operational control across some resource types

The GRESB Asset Spreadsheet exports a single data availability period per resource, which Scaler calculates automatically

Proper meter configuration ensures correct aggregation and avoids rework

If unsure, contact Scaler support—especially for district heating, PV systems, heat pumps, mixed-control assets, or layered metering.

9. Check 3rd-party integrations & automations

Step-by-step

Confirm which integrations you'll need this year

Check whether previous integration requests require follow-up

Map Scaler meters to 3rd-party meters

Review recent sync activity to confirm incoming data

Flag any anomalies early

More details

Use this as a health check:

Are BMS or utility feeds syncing correctly?

Are there gaps or unexpected jumps in recent months?

Are new assets missing integrations they'll need?

Fixing issues early prevents last-minute complications during GRESB or annual reporting.

10. Begin planning data requests

Step-by-step

List stakeholders you'll need data from

Identify bottlenecks from previous years

Note key deadlines for external partners

Prepare to use Scaler's Data Request Tool for:

Certifications

Risk assessments

Building details

Annual fields (vacancy, ownership, etc.)

More details

Stakeholders often include:

Property managers

Technical managers

Utility partners

Certification providers

Scaler's Data Request Tool allows you to:

Request specific data from contributors

Control what information each contributor can see

Track submission status

Validate workflows prior to uploading to Scaler

Note: Data requests can be used now for information that's already available (certifications, building details, etc.). Consumption data requests will typically be sent during the reporting season itself (Part 2).

For now, simply map out who provides what and where delays typically occur.