This is Part 2 of the 2026 Reporting Guide. For pre-season setup tasks (Parts 1A and 1B), see the 2026 Reporting Guide — Pre-season prep.
Purpose of this article
This guide walks you through everything needed to finalise your data and generate reporting outputs in Scaler — from a final settings check through to saving your reports.
It's the workflow companion to two related articles: Using the Reports Portal for the Reports Portal UI reference, and Completing a GRESB submission using Scaler for GRESB-specific rules.
Watch the walkthrough — a ~1-hour recorded webinar covers the Reports Portal end-to-end, with GRESB as the worked example. Open recording · Passcode: oAn.+1R@
Step 1: Confirm your portfolio settings
Before working through your data, do a quick check in Data Collection Portal → Portfolio → Settings to confirm:
Default reporting yearis set to 2025
First month of your intervalandEnable fiscal yearmatch how you report
- All required reports are enabled under Data Collection Settings
Scaler defaults to calendar year reporting. If your portfolio reports on a fiscal year, go to Data Collection Portal → Portfolio → Settings, enable Enable fiscal year, and set First month of your interval accordingly. Otherwise all reports, alerts, and data coverage calculations will run on a calendar year basis.
Tip: Reports that haven't been enabled won't appear in the reporting UI and won't generate data alerts or completion tracking. Enable them via Manage reports (bottom of the Reports Portal sidebar, or the button at the top right of the Reports Overview).
For GRESB-specific configuration checks, see Completing a GRESB submission using Scaler.
Step 2: Complete asset-level data
Most asset-level data is added and updated in bulk via the Scaler Spreadsheet. Download the latest version from Data Collection Portal → Portfolio → Asset List, make your updates, and upload. For full guidance, see How to use the Scaler Spreadsheet. Individual assets can also be edited directly in the platform via Asset List.
Review existing data
Check the following fields are still accurate for each asset:
ActiveandSoldstatus
Active in reporting outputs
Status(e.g. Standing Investment, New Construction Project)
Gross floor area (GFA),GFA - Common area,GFA - Tenant area— and thatRelevant sincedates are set correctly
Warning: Gross floor area (GFA) must equal the sum of GFA - Common area and GFA - Tenant area. A mismatch will generate a blocking issue.
Input new annual values
Update the following fields with 2025 values:
Reporting Details: GAV, Annual vacancy rate, Percent of ownership
Financial Data: Market value
Add new certifications and energy ratings
- Set
Date obtainedfor any new certifications
- Set
Expiration datefor energy ratings (recommended — enables expiry alerts in Scaler)
Warning: Only certifications with a Date obtained on or before the last day of the reporting year are valid for GRESB scoring. Verify dates carefully before generating your GRESB Asset Spreadsheet.
If you're collecting data from property managers or other external stakeholders, use the Data Request Tool to send structured requests directly from Scaler. See Data Requests: Overview.
Step 3: Input and QA consumption data
Most meter and consumption data is added and updated in bulk via the Scaler Spreadsheet. Download the latest version from Data Collection Portal → Portfolio → Asset List, make your updates, and upload. For full guidance, see How to use the Scaler Spreadsheet. Individual meters and consumption ranges can also be added or edited directly in the platform via Asset → Meters & Consumption.
If you're collecting consumption data from property managers or other external stakeholders, the Data Request Tool can be used to request this data directly. See Data Requests: Overview.
Ensure Energy, Water, and Waste meters have 2025 consumption ranges entered. Two rules apply across all meters:
- Consumption periods within a single meter cannot overlap by more than one day
- The combined
Covered areaacross meters for an area type cannot exceed the floor area value for that area type. Note that if the covered area is left blank, the platform will default to the total GFA for the selected area type of that meter.
Finding and closing data gaps
Scaler provides several tools to identify and close gaps before your reporting deadline:
- Data Gaps — a portfolio-wide view of every alert across every enabled report. Use the
Data completionselector to scope the page to a specific report. At the top of the dropdown,Criticalis the minimum set of fields needed to process data across all reports and unlock the Analytics Portal — start there. Navigate to Reports Portal → Data Gaps.
- Alerts — within each report in the Reports Portal, Blocking Issues and Warnings surface missing data, errors, and outliers at the asset level.
- Meter List — a portfolio-wide view of all meters and their data coverage, organised by Energy, Water, and Waste. Useful for identifying meters with missing or incomplete data and monitoring coverage at scale. Navigate to Data Collection Portal → Portfolio → Meter List. See Meter List.
- Consumption Coverage — a portfolio-wide heatmap showing data completeness month by month for each asset. Navigate to Data Collection Portal → Portfolio → Consumption Coverage. See Consumption Coverage.
Alerts fall into two groups in the Reports Portal:
- Blocking Issues — errors (non-compliant values or misaligned reporting boundaries, e.g. inconsistent
Area typechoices, floor areas without coverage or missingRelevant sincedates, overlapping consumption dates) and missing required fields. These prevent final report generation.
- Warnings — boundary conditions and outliers, such as consumption outside ownership dates or unusual spikes compared to previous years.
Scaler's maximum coverage toggles let you define whether a given energy category covers the full floor area for each area type. This applies to all reporting outputs and removes the need to create manual placeholder meters for areas where data wasn't collected.
Only enable Covers full area when consumption genuinely exists across the entire floor area for that area type. If consumption is partial — for example, only some floors have gas supply — leave the toggle OFF and use placeholder meters for the uncovered portion. See Configuring maximum floor area coverage settings for a visual explanation of the three coverage scenarios.
How maximum coverage toggles work
For full guidance, see Configuring maximum floor area coverage settings
Navigate to Data Collection Portal → Portfolio → Settings → Maximum Coverage to set portfolio-level defaults, or to Asset → Meters & Consumption for asset-level overrides.
Toggle ON — maximum floor area equals the full floor area value for that area type, regardless of how many meters exist. Use this when consumption exists across the full area but you haven't collected all data.
Toggle OFF — maximum floor area equals the sum of all meter coverage areas. Use this when meters represent true maximum potential coverage.
Default settings are: Electricity ON, DHC OFF, Fuels/Gas OFF. Review these and adjust where your portfolio differs from the default.
For portfolios already using placeholder meters: set a start year for the toggle (typically 2025). Placeholder meters remain the source of truth for prior years and are not removed — they become redundant from the start year onwards and can be deleted at your own pace once reports are verified.
Complex meter configurations
For guidance on setting up meters for complex scenarios — including District Heating and Cooling, heat pumps, and f-gas equipment — see Meter setup scenarios & examples and Reporting District Heating, Cooling, and heat pump systems in Scaler.
If your portfolio includes assets that require f-gas emissions reporting, see Fluorinated gases (f-gas) for guidance on how to record this correctly.
Step 4: Configure emission factors
Navigate to Data Collection Portal → Portfolio → Settings → Emission Factors.
Location-based
Confirm you're using the correct emission factor set. For assets in Australia and the USA, link each asset to the correct state or eGRID subregion using the Energy network field in Asset Details — otherwise Scaler defaults to the country-level factor.
Market-based
If your submission requires market-based emissions:
- Create
Energy supplier regionentries andSupplierentries in the Emission Factor Tool
- Add supplier-specific factors by
Subcategory+Source
- Link assets to an
Energy supplier regionand meters to aSupplier
Where supplier-specific factors are unknown for an asset, create a placeholder Energy supplier region with no factors entered. Scaler will then default to location-based factors for that asset, in line with GHG Protocol guidance.
For full guidance, see Configuring location-based emission factors and Configuring market-based emission factors.
Step 5: Resolve issues and reach 100% Data completion / Data readiness
Navigate to the Reports Portal and open the relevant report. Each report opens on a three-step workflow:
- Get Data completion / Data readiness to 100% — resolve all Blocking Issues. Use View & Fix Issues to jump straight to affected assets.
- Optimise Report (optional) — work through three structured review tasks:
Review Warnings·Check Outliers·Analyse Performance. Each has its own checkbox that records who completed it. Recommended before saving a final report.
- Generate & Save Report — covered in Step 8 below.
The Asset Breakdown block at the bottom of each report's Overview gives three portfolio-health views alongside the workflow: Data completion / Data readiness (% of assets at 100%), Data Quality (coverage bands by Energy / Water / Waste), and Data Reliability (scored by data source, against a PCAF-aligned framework). Use these to track where the gaps cluster and how confident the underlying data is.
For a full walkthrough of the Reports Portal UI, see Using the Reports Portal.
Step 6: Generate a draft and review output
At any point before reaching 100% Data completion / Data readiness, click Generate draft report to preview your output. Use drafts to catch issues early — checking that report totals look reasonable, or that certifications and floor areas are mapping correctly. Regenerate as often as needed.
For frameworks whose own portals run final validation (GRESB being the clearest example), drafts also act as the test case — upload a draft to the framework portal, fix what it surfaces, and regenerate until clean. See Completing a GRESB submission using Scaler for the GRESB-specific workflow.
Step 7: Lock your data
Before generating your final report, lock your reporting period so no further edits can be made. This signals to your team that data collection is complete and protects the numbers behind your submission.
Navigate to Data Collection Portal → Portfolio → Settings and set the lock date. Admin role required; locks can be lifted if corrections are needed later.
For full guidance, see Data locking (Period Lock).
Step 8: Generate and save your final report
Once Data completion / Data readiness is at 100%, your Step 2 checks are reviewed, and your data is locked:
- Go to the Reports Portal and open the relevant report.
- Confirm the
Reporting year,Unit system, and any framework-specific options.
- Click Generate Report. A summary modal opens with
Data completion / Data readiness,Optimization Steps x/3,Due date,Reporting period,Assets included, andFormat— a final check before generation.
- Click Save Report to store a time-stamped copy of the report, including the underlying raw data, emission factors, and conversion factors.
- Optionally, tick Mark as Final — this flips the report's status to complete for everyone on the portfolio, signalling that no further edits are expected.
Saved reports appear under Saved Reports in the Reports Portal sidebar and can be downloaded at any time.
Saving a final copy is particularly important if you plan to update emission factors or make data corrections after the reporting deadline, as it preserves a record of what was submitted.
Saving only happens at the moment of generation. If you generate a report without saving, you can still download it from Report History — but you cannot promote a past generation from Report History to Saved Reports later. For details on Saved Reports vs Report History, see Using the Reports Portal.
Troubleshooting & common issues
Some assets are missing from a report
Check Active, Sold date, Active in reporting outputs, and Status. Some reports (e.g. GRESB, INREV) also apply filters that exclude non-operational assets, non-investment properties, or assets owned for only part of the year.
F-gas emissions If your reporting framework requires f-gas emissions data, see Fluorinated gases (f-gas) for guidance on recording this correctly.
District Cooling emission factors
To apply a separate emission factor for District Cooling, set up the meter with Subcategory = District Chilled Water. This creates a distinct line in the location-based and market-based emission factor tables that you can edit manually.
District Heating & Cooling and heat pumps For DHC and heat pump meter setup — including how to avoid double-counting energy consumption and how to handle unknown heat pump output — see Reporting District Heating, Cooling, and heat pump systems in Scaler.