mydeposits Scotland bulk upload guide

Manage multiple tenancies efficiently with mydeposits Scotland

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If you’re a landlord or a property manager in Scotland, ensuring that your tenants’ deposits are properly protected is a legal requirement. We offer a robust solution for deposit protection, and our importer service makes it easier than ever to manage multiple tenancies efficiently. In this guide, we will walk you through the steps of using this service, making your life as a property manager easier.

  • General dos and don'ts

    Before diving into the specifics of the importer service, let's go over some essential dos and don'ts:

    1. Adding new tenancy records: The multiple tenancy importer can only add new tenancy records. It cannot amend existing records, whether they are related to tenancy, tenant, landlord, property, or letting agency branch
    2. Review before import: Imported tenancy information can be reviewed before it is added as a “live” tenancy. However, you won’t be able to amend any fields on the website. Corrections should be made in the import CSV file
    3. CSV file format: Import information must be in a CSV file format, with the first two rows containing header values defined by mydeposits Scotland. This format is essential for successful deposit lodging and legislative compliance
    4. Adding new properties: You can add new properties via import

     

    For letting agent users, the following additional points apply:

    1. Import manager role: To use the importer, you need to have the import manager role associated with your user account
    2. Branch restrictions: You can only import tenancies for properties managed by the branch linked to your user account or your child branches
    3. Branch identification: For user accounts with multiple branches, the import file must specify the unique identifier of the branch to which the tenancy is being registered (branch ID). Branches cannot be added via import


Completing the importer template

To lodge deposits and comply with Regulation 42 of the legislation, specific tenancy information must be provided. The Importer template, available on your online user account or the main website, simplifies this process. Here’s how to use it:

  1. Update the template with the relevant tenancy information
  2. Save it as a CSV (comma-delimited) file

  • Importing your tenancies

    Now that you have your CSV file ready, let's proceed with the import process:

    1. Log into your user account via www.mydepositsscotland.co.uk
    2. Select ‘tenancies’ from the top bar options
    3. Click on ‘import tenancies’. You can download our ‘import tenancies template’ here
    4. Browse and select your import CSV file
    5. Enter a file description name for future reference (optional)
    6. Click ‘upload’. In the ‘imports progress’ section, the file will show as ‘in validation’ as it authenticates the information provided
    7. You can review the information in ‘uploaded files’ at any stage of the process
    8. Once the import is complete and validated, you’ll receive an email notification, and the status will change to ‘awaiting review’
    9. You can now:
      • Select the ‘errors file’ to view any tenancies that were not imported
      • Delete the uploaded file if uploaded in error
      • ‘Review’ the uploaded information online
    10. To proceed, select ‘review.’ In this section, you’ll see a list of all the tenancies you requested to import
    11. Any tenancies highlighted in red are unable to be imported and will be in the ‘errors file.’ These won’t be uploaded when you select ‘confirm deposits’The errors file will confirm errors in column EC. You can review and correct these errors before re-uploading the tenancies via the import template.
    12. Tenancies not in red, on a white background, have the correct information fields. Review these before ‘confirming deposits,’ which will upload them
    13. Once reviewed, select ‘confirm deposits.’ The upload status will change to ‘in processing’
    14. After the system finishes processing your file, you will receive an email confirmation
    15. The import progress will change to ‘processed’
    16. You can view the imported tenancies under the ‘view tenancies’ tab
    17. To complete the deposit registration process, don’t forget to lodge the deposit money. Creating a batch payment for all deposits is recommended

By following these guidelines and using the importer service efficiently, you can easily manage multiple tenancies and ensure full compliance with deposit protection regulations in Scotland.

 

 

This comprehensive guide should serve as a valuable resource for landlords and property managers in Scotland looking to streamline their tenancy deposit protection process through mydeposits Scotland’s importer service. With clear instructions and essential tips, you’ll be well-equipped to handle multiple tenancies with ease and confidence.

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