Landlords
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      Import Landlords

      Importing landlord data into Spectre allows you to enrich your database with known and verified correspondence names and addresses. This can help personalise your direct mail, enhance campaign accuracy, and ensure your contact data is up to date. Navigate to: Lettings > Landlords > Import Landlords.

      What This Feature Does

      The Import Landlords tool allows you to upload a spreadsheet (CSV format) containing landlord information, which Spectre uses to:

      • Add or update landlord names and addresses
      • Match landlords correspondence details to known properties
      • Personalise future campaigns

      Preparing Your Data

      Your spreadsheet must be saved as a CSV file and must include the following headed columns:

      • Property Address
      • Property Postcode (can be part of the same address field or in a separate column)
      • Landlord Name
      • Landlord Address
      • Landlord Postcode  (can be part of the same address field or in a separate column)

      You can download an example CSV template from the page to ensure formatting is correct.

      Note: If you're importing data from Reapit, you can include the Property ID in a separate column. This allows Spectre to match your data more precisely by mapping the ID to the CRM Property ID field during the column mapping step.

      Upload Process

      Once your data is ready:

      1. Upload your CSV
         Click to upload or drag and drop your file into the upload area (max size 5MB).
      2. Map your columns
         You’ll be prompted to confirm which columns in your CSV correspond to each required field (e.g. Property Address, Landlord Name, etc.).
      3. Matching
         Spectre will process your data and attempt to match the landlord information to known on market or tenanted properties in your area.

      After Upload

      Once processed, the system will display a breakdown of your data import under the ‘Previously Uploaded’ tab: 

      • User
      • Account
      • Records Uploaded - All records processed in the upload
      • Records Matched - Properties successfully matched with a landlord’s details
      • Upload Date
      • Status 
      • Action button to delete upload 

      Why This Matters

      Importing landlord data into Spectre helps you:

      • Save time on manual entry
      • Improve direct mail targeting
      • Keep landlord records accurate and complete
      • Strengthen marketing personalisation
      • Leverage third-party data from your CRM or legacy systems

      What Should I Do If My Matched Numbers Are Low?

      If your matched property count appears lower than expected, here are a few important things to keep in mind:

      1. Spectre Matches Rental Properties Only

      We only attempt to match landlord data against properties that:

      • Have a live rental listing

      • Or have had a historic rental listing

      If a property has never been listed to rent or isn't recognised in our system as a rental, it won't be matched.

      2. Check Address Formatting Against Royal Mail Standards

      A low match rate is often caused by discrepancies in how property addresses are formatted.

      To improve your match rate:

      • Ensure your uploaded address data closely follows Royal Mail address formatting

      • Compare your CSV data with how the same addresses appear on Spectre

      • Avoid abbreviations or inconsistencies that might prevent accurate matching

      3. Delete and Re-upload If Needed

      If your file was formatted incorrectly:

      • Delete the original upload

      • Correct your formatting based on the suggestions above

      • Re-upload the corrected file for better matching results