Prepare four source lists
Begin with the property layout, current residents, money records and staff access. Decide which historical detail needs to be brought across and which can remain in an authorised archive. Avoid mixing former and current residents without a clear status.
- Buildings, floors, rooms and beds with consistent labels.
- Current residents and their correct assignments.
- Opening dues, deposits and received payments for review.
- Named staff accounts with intended roles.
Reconcile before importing
Check the bed count against the physical property and compare money records with the source register. Duplicates, missing dates and inconsistent room names should be resolved before they become the new system’s starting point. Confirm PGonTrack’s supported import format and scope with Narvyn rather than assuming any spreadsheet will upload unchanged.
- Retain an untouched copy of the original records.
- Check a small sample before the full transfer.
- Keep a list of unresolved balances for the owner to approve.
Choose a cutover and verify it
Agree when the new workspace becomes the record used by the team. Avoid recording a payment independently in two places without reconciliation. After cutover, check room assignments, a rent payment, a receipt and tenant access with the people who will use them.
- Name the person responsible for the opening balances.
- Check the total residents and occupied beds.
- Explain how staff report a correction after launch.
Questions, answered
Can I upload any Excel file without preparation?
Do not assume that. Confirm the supported format and import scope with Narvyn first.
Should I delete the old register after moving?
Preserve authorised source records according to your business’s retention requirements and access controls.
What should be tested first?
A small sample with a resident, bed assignment, opening balance and payment is a useful first check.