Step 2: The dashboard data

Prepare spreadsheet data

1. Open this spreadsheet

2. Notice that there are 3 tabs along the bottom. The first sheet contains the date range that will show in the dashboard (past 12 months), the second sheet contains the move ins and move outs data, and the third sheet contains the vacancy data.

3. Make a copy of the spreadsheet (File -> Make a copy)

4. Rename the new spreadsheet to "Occupancy"

5. Star the new spreadsheet

6. In the new spreadsheet, click on Extensions -> Visata for Rent Manager -> Open sidebar (not seeing this option?)

7. Create a new report

   • Name: "Move ins / outs"

   • Report: Move In / Move Out

   • Sheet: Move Ins / Move Outs

   • Headers: Default

   • Refresh: Daily, 2 AM to 3 AM

   • Bundle: Single report

   • Parameters:

     • Properties to Include: All properties

     • Change the Start Date and End Date to be dynamic by clicking the grid icon next to each input

     • Start Date: cell A2 from the Months sheet

     • End Date: cell C2 from the Months sheet

     • Include reserved move ins / expected move outs: Neither

   • Columns:

     • Open the Move Ins / Move Outs sheet and notice the orange columns. Now toggle exactly the same columns in the sidebar.

8. Click Save

9. Click Run report

10. Exit out of the saved report by clicking the back button then click the plus button to add a new report

    • Name: "Vacancy"

    • Report: Unit Type Vacancy

    • Sheet: Vacancy

    • Headers: Default

    • Refresh: Daily, 2 AM to 3 AM

    • Bundle: Multiple periods

    • Parameters:

      • Properties to Include: All properties

      • Bundle Periods: Monthly

      • As Of Date: Last day of each period

      • Change the Bundle Start and Bundle End to be dynamic by clicking the grid icon next to each input

      • Bundle Start: cell A2 from the Months sheet

      • Bundle End: cell B2 from the Months sheet

    • Columns:

      • Open the Vacancy sheet and notice the orange columns. Now toggle exactly the same columns in the sidebar (they will all be in the "SUMMARY" section, so no columns should be toggled in the "DETAILS" section).

11. Click Save

12. Click Run report

NOTE: It may take several seconds to run this report for 12 months. If Google sheets freezes up and is unable to run it for all 12 months (this can happen in free Gmail accounts), then adjust the date range in the Months sheet to be 6 months and try again.

Save as data source

• Open this link

• Click the copy button:

• Click Copy Data Source

• Close the tab with the template data source you copied

• Click STARRED

• Choose the spreadsheet we just created ("Occupancy")

• Choose the "Move Ins / Move Outs" worksheet

• Leave the options as is

• Click Reconnect

• Click Apply

• In the top left corner, rename the data source to "Move Ins / Move Outs"

• Open this link

• Click the copy button

• Click Copy Data Source

• Close the tab with the template data source you copied

• Click STARRED

• Choose the spreadsheet we just created ("Occupancy")

• Choose the "Vacancy" worksheet

• Leave the options as is

• Click Reconnect

• Click Apply

• In the top left corner, rename the data source to "Vacancy"

Open the dashboard

Time for step 3! Open the link below before continuing on:

https://lookerstudio.google.com/reporting/c8c58d8d-eb1d-4fc0-aa43-e37a8b4a4746/page/6ExoD