Importing Your Existing Leases, Tenants, and Waitlist
Most operators arrive with an existing book of business: signed leases, tenants paying rent, and a waiting list on paper or in a spreadsheet. You do not have to re-create any of it by hand. This guide covers importing lease PDFs with AI extraction, recording leases that started before you joined, importing your waitlist from CSV, and inviting your tenants to their portal.
Import a lease from a PDF
In the operator platform, go to your location's Leases page and click Import in the toolbar. On the Import Lease page, drag and drop your lease PDF (max 10MB).
The platform's AI reads the document, detects the lease type, and extracts roughly 25 fields (parties, dates, rates, deposit, and more) directly into the lease form. Anything it cannot match to your data is flagged for you, such as Aircraft Not Found or Hangar Not Found, and you can fix mismatches before anything is saved. Review the filled-in form, then click Preview & Import.
Imported leases keep their own document: on the create-lease form, choosing Custom lease as the template lets you upload your own PDF with the same AI extraction.
Backdated leases and rent already collected
Leases that are already running are fully supported. When you enter a past start date, the platform asks you to confirm with explicit warnings (Past Start Date or Lease Period in the Past) before saving, so backdating is always deliberate.
- Pre-platform periods are recorded as not-tracked payments: the history exists on the lease without generating invoices for months that already happened.
- Rent you collected off-platform can be recorded with the Marked as Fully Paid option; no invoices or late fees are created for it.
The result is a lease timeline that is accurate from day one, with billing starting only from the point you want the platform to take over.
Import your waitlist from CSV
Open your location's Waitlist page and click Import. The Import Waitlist page has an Upload File tab and a Download CSV Template button. Start from the template so your columns line up.
The columns are: full_name, email (required), phone, aircraft, hangar_type, added_at (YYYY-MM-DD), priority (Low/Medium/High), and notes. The added_at column matters: past dates are allowed, and they preserve the ordering your waitlist already had. Someone who signed up in 2023 keeps their place in line.
You can also add entries one at a time with Add New, which accepts the same fields including a past Added Date.
Your tenants come along automatically
There is no separate tenant import. Tenants are added automatically from leases and the waitlist. As you import leases and waitlist entries, your Tenants page (location sidebar) fills in automatically. Each row shows the tenant, when they joined, and their status, with Invite and Message actions.
Click the Invite action to send a tenant a marketplace activation email. Once activated, they get their own portal with lease documents, payments, and any compliance documents you require. Each tenant profile on your side shows Compliance, Lease History, and Waitlist tabs.
Help with large migrations
If you are moving dozens of leases or a long waitlist, get in touch. We can help you plan the import order and check the results.
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