Welcome to Swift Bunny!
Before getting started please note!
We do have a number of API integrations... for the best results and the lowest effort we highly recommend integrating your HR/Property Management system with us. We will be happy to meet with your HR and IT team to find the best solution for high quality data.
Steps to Populating Data:
1: Review over the Data Schema
Review over our Data Schema which will provide details on which attributes are required, recommended and the data types that are accepted. Please provide this to the person automating the data pulls from your system.
The Data Schema labels attributes with the following terms to help you understand what data you should provide. Please review over these terms before picking the best attributes to provide:
Required: An attribute that the system must have in order to input the data in our system. Without this attribute we will reject the whole record.
Recommended: An attribute that if is not provided then some features to work will not work. For example we can not send a "Role Transition" survey out if the employee has not been provided a position.
Keys: The unique identifier for a record. If you do not have keys for your locations, positions or employees we can still add them to the system… however it will require more manual intervention to keep things clean.
Fallback: An attribute that can be used as a fallback in case key attributes are not available. For example if you do not have a Manager's Employee ID in your system... we can use the Manager's Email as a fallback. However if you provide the Manager's Employee ID there is no reason to also provide the email.
2: Generate a File for Review
We provide an excel spreadsheet template showing how we recommend you provide your data which you can find (here). However, this is not the only way we can accept data. If your system does not support exporting one file with everything… or if you need to pull from a few different systems than feel free to use any of these other formats:
Other options include:
- Direct API integrations to your systems
- A set of different excel spreadsheets with different data sets in each
- OpenDocument Spreadsheets
- A set of CSVs. One for each data type.
- A set of Tab Delimited files. One for each data type.
Also if your system does not give you the flexibility to export using the names we provide… do not worry. Our system can map your data names / header text to our system.
3: Think about data integrity and timeliness
With any system the results can only be as good as the data provided. The higher quality data we have the less work it will require to maintain it and the better recommendations we can provide. Here are some recommendations to keep things clean.
Maintain your keys:
Our system is designed to be very flexible. This means that we provide many fallback mechanisms to work for a company of any size. However we highly recommend only using fallbacks if you do not have proper keys.
For example, the only required attribute for a “location†is a name. If you are a company that only keeps track of your locations in a spreadsheet we can map users to locations with just a name as a fallback when there is no location id. However this can create problems later if you rename a location or miss spell it as our system will see this as a new location. If you are using an HR or Property management system you will want to use the system’s IDs those systems provide.
Also please note… if you later choose to use a different HR or property management system your IDs will change. Please let us know ahead of time and we can help you update your keys to migrate to your new system.
Work with your account manager:
Before importing all your data we highly recommend providing your account manager with your first import file(s). They will help make sure everything maps correctly and there are no issues with the data.
Update Frequency:Many aspects of our system work best with frequent data updates. For example, onboarding emails and exit surveys work best when sent on time. We have a number of “catchup†mechanisms in place to keep things flowing however for best results we recommend updating the system once a week. We can however accommodate data updates as infrequent as 1 month apart.
4: Automating your import
While we do provide the ability to manually import your data and maintain it in our Data Manager we highly recommend automating the import process and only using the Data Manager for tweaks or resolution of conflicting data.
We try to be flexible and are continuing to provide new options as they are requested. However here are a number of options currently available for automating your import:
- API integrations into your HR, Property Management or Reporting systems.
- Your system can log into ours and directly trigger the import via our API.
- Providing our system user access to pull files dropped into one of your systems.
- We can provide a SFTP drop box for your system to drop files for our system to process.
5: Address any deficiencies via the Data Manager
Often your system will not track all the attributes our system would like. For example we will want to map your positions to our “Position Categoriesâ€. This will allow us to show how you are doing in comparison to the rest of the industry. Most likely your system will not store this mapping. Therefore once a month or so we recommend that you log into the Data Manager and address any of the deficiencies. The Data Manager has a page dedicated to showing you what data we are missing.
6: If in doubt just ask!
At Swift Bunny your account manager has direct access to some of the industry's best developers, analysts and property management experts. If you have any questions just reach out.
Employee Data Schema
Templates
Download Single Sheet Template
Flags
Required: An attribute that the system must have in order to input the data in our system. Without this attribute we will reject the whole record.
Recommended: An attribute that if is not provided then some features to work will not work. For example we can not send a 'Role Transition' survey out if the employee has not been provided a position.
Keys: The unique identifier for a record. If you do not have keys for your locations, positions or employees we can still add them to the system… however it will require more manual intervention to keep things clean.
Fallback: An attribute that can be used as a fallback in case key attributes are not available. For example if you do not have a Manager's Employee ID in your system... we can use the Manager's Email as a fallback. However if you provide the Manager's Employee ID there is no reason to also provide the email.
Legend
Description
Regions
Unique ID for a Region
Name for a Region
ID of the employee who manages this region.
Fallback value to assign a regional manager if employee ID is not provided.
Locations
Unique ID for a Location
Name for a Location
Address of the location
Second line of address (if required)
City Name
2-letter state codes
Zip Code
The number of units under this location’s management
Contact email address for this location
Contact phone number for this location
Enum: "Active" "Inactive"
ID of the employee who manages this location.
Fallback value to assign a location manager if employee ID is not provided.
ID of the Region under which this location is managed.
Fallback value to assign a region if a region id is not available.
Positions
Unique ID for a Position
Name for a Position
Enum: "Active" "Inactive"
Employees
Unique ID for a Employee
Employee’s First Name
Employee’s Last Name
Primary contact email address for employee
ID of the employee’s position
Name of the employee’s position
ID of the employee’s location
Name of the employee’s location
Personal email address. (Fallback for sending exit surveys)
Employee’s Phone number
Employee’s Starting Date (Required for life cycle surveys)
Employee’s Termination Date (Required for sending exit surveys and calculation tenure and turnover)
Enum: "En" "Es"
ID of the employee’s manager. (Required for sending supervisor transition surveys)
Email address of the employee’s manager. Fallback in case there is no Manager ID
Resident Data Schema
Flags
Required: An attribute that the system must have in order to input the data in our system. Without this attribute we will reject the whole record.
Recommended: An attribute that if is not provided then some features to work will not work. For example we can not send a email notification to a resident if the resident's email has not been provided.
Keys: The unique identifier for a record.
Fallback: An attribute that can be used as a fallback in case key attributes are not available. For example if you do not have a Manager's Employee ID in your system... we can use the Manager's Email as a fallback. However if you provide the Manager's Employee ID there is no reason to also provide the email.
Legend
Description
Property
Unique ID for a Property
Name for a Property
Address of the Property
Second line of address (if required)
City Name
2-letter state codes
Zip Code
Contact email address for this property
Contact phone number for this property
Enum: "Active" "Inactive"
ID of the employee who manages this property.
Fallback value to assign a property manager if employee ID is not provided.
The year in which this property was built
Website for this property
Units
Unique ID for a Unit
Unique Property ID in which this Unit belongs
Unit Number
PMS Unit Status code or description
Building Name
Floor Number
PMS Unit Type code or description
PMS Availability Type code or description
Number of Occupants
Number of Bedrooms
Unit's Square Footage
Maximum Permitted Occupants
Maximum Pet Occupants
Address of the Property
Second line of address (if required)
City Name
2-letter state codes
Zip Code
A flag determning if unit is Affordable Housing
A flag determning if unit is Conventional Housing
The lowest posible rent price
The highest posible rent price
Residents
Unique ID for resident
PMS status or status code for resident
Resident's first name
Resident's last name
Resident's primary email address
Fallback email address
Resident's Cellphone number
Flag determining if resident wants to participate in program.
Leases
Unique Lease ID
Unit ID
PMS status or status code for lease
Resident ID
Alternative Resident ID
Application date
Lease signed date
Starting date on the lease
Ending date on the lease
Scheduled or actual move in date
Scheduled or actual move out date
Prospects
Unique Property ID
Resident ID if the prospect became a resident
Prospect's Visit Date
Prospect's email address
Sign date for prospects that signed a lease
Prospect's first name
Prospect's last name
Agent's first name
Agent's last name
Move Outs
Unique Resident ID
Unique Property ID
Unique Unit ID
Actual move out date
Resident's First Name
Resident's Last Name
Resident's Email
Move Ins
Unique Resident ID
Unique Property ID
Unique Unit ID
Actual move in date
Resident's First Name
Resident's Last Name
Resident's Email
Completed Work Orders
Unique work order numbers
Unique Property ID
Unique Unit ID
Unique Resident ID
Work Order Completion Date
Resident's First Name
Resident's Last Name
Resident's Email
FAQs
Q: Should I include all employees or only active employees?
A: We recommend adding all employees. We use historical data for calculating turnover and tenure. Without some historical data we will not be able to show some reporting until some time has passed.
Q: Is a start date required?
A: While a start date is not required to put a user in the system, if a start date is not found there are parts of the system that will not work for that employee. For example they would miss out on many life cycle surveys
Q: Is a termination date required?
A: While not required, if you do not provide termination dates then you will throw off some of your reporting. For example tenure and turnover use these dates to show trends and industry comparisons.
Q: What if our HR or Property Management system is not one you support?
A: We are continuously adding new integrations. If you are using something we do not have an integration for already then please reach out to your account manager. We may be able to partner with you to create a new one.