Buildium Data Migration: How to Map Custom Fields Correctly

Map custom fields by first exporting your source data, then importing into Buildium using the correct template (Residents, Units, Vendors, GL, etc.), and matching each source column to the exact Buildium field. If Buildium does not offer a matching field, create a custom field in Buildium first (or store it in Notes), then re-run the import and validate with a small test batch before importing everything.

 

Before mapping: confirm what “custom field” means in Buildium

 

• Standard fields: built-in fields like name, email, unit, lease dates, GL account.
• Custom fields: extra fields you create to store info Buildium doesn’t track by default (example: “Gate Code,” “Move-in Checklist Complete,” “Parking Permit #”).
• Mapping: telling Buildium which column in your spreadsheet should fill which Buildium field during import.

 

Step-by-step: how to map custom fields during migration

 

• Inventory your fields: list every custom field from the old system and decide where it belongs in Buildium (Resident, Unit, Association, Vendor, Work Order, etc.).
• Standardize the data: make values consistent before import (example: Yes/No only, dates in one format, no mixed “N/A” and blanks).
• Create the custom fields in Buildium first: in the relevant area’s settings, add the custom field with the right type (text, date, number, dropdown). If the field type is wrong, imports often fail or data becomes messy.
• Use Buildium’s import template: download the correct CSV template from Buildium for that record type. Put your data into that template’s columns.
• Map columns during import: when uploading, match each spreadsheet column to the Buildium field. Select your newly created custom field where available.
• Test with a small batch: import 5–10 records first. Confirm the custom fields populated correctly, then import the full file.

 

Common mapping mistakes (and how to avoid them)

 

• Trying to import custom fields that don’t exist yet: Buildium can’t map to a field that hasn’t been created.
• Wrong field type: importing “01/15/2026” into a text field or “Yes” into a number field causes errors or bad data.
• Using one column for multiple meanings: split combined fields (example: “Parking: A12, B14”) into separate columns if you need reporting later.
• Hidden duplicates: two residents with the same email/phone can merge or conflict. Clean duplicates before import.

 

If everything else is already ready (best-case workflow)

 

• Do a final “dry run”: export from the old system again right before go-live so the data is current.
• Lock a cutover time: stop edits in the old system during the final export/import window.
• Reconcile totals: after import, compare counts (units, owners, tenants, vendors) and spot-check 10 random records for custom fields.
• Document the mapping: save a simple “Old Column → Buildium Field” sheet for future imports and audits.

 

When to contact Buildium support or get technical help

 

• No place to store a required field: if Buildium doesn’t support that custom field on that record type, ask support for the best workaround.
• Import errors you can’t decode: provide the exact error text and a sample CSV with 2–3 rows (remove sensitive data).
• Complex history migration: old violations, work orders, or ledger history may require a different approach than a basic CSV import.