Migration
How to move rental operations beyond spreadsheets and WhatsApp
A clean migration establishes one current operating state. It should not copy every duplicate, stale status and unresolved ambiguity into a new system.
Direct answer
The short version
Move in stages: map the current sources, define the records that must become authoritative, clean active data, migrate one controlled portfolio slice, run a short parallel check and then declare the new system of record. Keep source files archived, but stop allowing several tools to remain equally authoritative.
1. Map where the current truth lives
Do not begin by importing the largest spreadsheet. Begin by identifying which source the team currently trusts for each kind of information and where that source conflicts with another record.
| Record type | Typical source | Migration question |
|---|---|---|
| Properties and units | Master spreadsheet or folder structure | Which units are active, archived, duplicated or named differently? |
| Tenants and leases | Lease files, email and spreadsheet | Which agreement is current and which dates drive the next action? |
| Rent and expenses | Spreadsheet, accounting tool and bank evidence | Which amounts are operational records and which have been reconciled? |
| Maintenance | WhatsApp, email, contractor messages and memory | Which issues remain open and who owns the next action? |
| Documents | Shared drive and personal folders | Which version is current, who may access it and how long must it be retained? |
2. Define a minimum authoritative record
Migrate the information required to operate the current portfolio safely. Historical completeness is valuable only when the records are reliable and useful.
- Active properties and units with consistent identifiers.
- Current tenants, leases, important dates and contact details.
- Opening operational financial position with its agreed cut-off date and boundary.
- Every open maintenance issue with priority, owner and next action.
- Current documents needed for active operations.
- Users, roles and portfolio access.
3. Clean before import
Assign one decision-maker for conflicts. If the spreadsheet says a lease ends in August and the signed lease says September, record the source checked and resolve the date before migration.
- Deduplicate properties, people and contractors.
- Standardise names, dates, phone numbers and unit identifiers.
- Separate inactive records from current records.
- Do not infer missing financial values simply to make totals balance.
- Record unresolved exceptions in a migration log with an owner and deadline.
4. Migrate one representative slice
Choose a small group of properties that includes normal and difficult cases: several unit types, one active maintenance issue, a lease event and a financial exception. This reveals mapping problems before the full portfolio is affected.
- 01Import
Load the clean records and retain the source file and import log.
- 02Reconcile the migration
Compare record counts, opening positions and open-issue lists against the agreed source.
- 03Run the workflow
Complete a real maintenance update, owner question and period review in the new system.
- 04Correct the mapping
Fix the import rule, not only the individual record, when the same problem could recur.
5. Make the cut-over unambiguous
Set the date and time after which the new platform becomes the operating record. Archive the old sources read-only where possible and define how late-arriving messages or payments are captured.
- Name the system of record for each data type.
- Tell the team where new maintenance, financial and document updates must be recorded.
- Keep a short post-cut-over issue log and review it daily for the first week.
- Confirm exports and backups before decommissioning old tools.
- Measure adoption through current records, not login counts.
How to prepare for Konstrukt
Prepare a clean list of properties and units, current people and leases, open maintenance, important documents and an agreed opening operational financial position. Konstrukt onboarding should not be used to hide unresolved source conflicts.
Migration scope and assistance depend on the activated plan and portfolio complexity. Joining the waitlist does not begin an import or create a subscription.
Frequently asked questions
Should we import every historical WhatsApp message?
Usually not. Capture active issues, material evidence and current decisions. Archive the original thread according to your retention requirements.
How long should parallel running last?
Long enough to verify the critical records and workflows, but short enough to avoid two permanent systems of record. Define the end date before starting.
What is the biggest migration risk?
Migrating ambiguous or duplicated data without naming who must resolve it. A technically successful import can still create an unreliable operating record.
Sources and further reading
This guide is based on Konstrukt’s documented operating model and target-market research. It presents a practical workflow, not a statistical market claim.
General operational information only. Confirm legal, accounting, tax, trust-accounting, safety and privacy obligations with the appropriate South African authority or qualified professional.