TABLE OF CONTENTS

Introduction

PropertyBoss includes a powerful custom reporting tool called Merlin Reports. Merlin allows users to create personalized reports using the information already stored within PropertyBoss.


Unlike standard built in reports, which are preconfigured by PropertyBoss, Merlin reports give users complete control over the information displayed and how it is organized. Users can choose which fields to display, apply filters, sort records, group information, and save custom report layouts for future use.


Merlin is one of the most widely used reporting tools in PropertyBoss because it allows companies to analyze data in ways that match their specific business processes and operational needs.


What Are Custom Reports?

Custom Reports, commonly referred to as Merlin Reports, allow users to create their own report views without modifying the underlying PropertyBoss data. A Merlin report can be used to:

  • Display specific information
  • Filter records
  • Sort results
  • Group data
  • Export information to Excel
  • Create operational dashboards
  • Generate working lists for staff

Merlin reports are designed to help users find, organize, and analyze information quickly.


Where Can Merlin Reports Be Used?

Merlin reporting is available throughout many areas of PropertyBoss, including:

  • Rent Roll
  • Transactions
  • Owners
  • Prospects
  • Tenants/Contacts
  • Vendors
  • Work Orders

Any area that supports Merlin reporting allows users to create customized report views of the available data.


What Can Merlin Reports Do?

Merlin reports provide powerful customization options, including:


Custom Columns

Choose exactly which information appears in the report. Examples:

  • Property Name
  • Resident Name
  • Phone Number
  • Email Address
  • Balance Due
  • Lease Expiration Date
  • Work Order Status


Custom Filters

Display only the records you want to see. Examples:

  • Active leases only
  • Vacant units only
  • Open work orders only
  • Residents with balances greater than $500


Custom Sorting

Control the order in which information appears. Examples:

  • Sort by lease expiration date
  • Sort by balance due
  • Sort by property name


Grouping

Organize records into sections for easier review. Examples:

  • Group by property
  • Group by owner
  • Group by technician
  • Group by work order status


Saved Report Layouts

Save your report configuration and use it again at any time. Users can create and save an unlimited number of custom report layouts.


Common Uses for Merlin Reports

Many PropertyBoss users create Merlin reports for daily operations. Examples include:


Leasing Reports

  • Lease expirations
  • Prospect pipelines
  • Lead source analysis
  • Upcoming move-ins
  • Upcoming move-outs


Resident Reports

  • Contact directories
  • Delinquency call lists
  • Residents with expired insurance
  • Residents with outstanding balances


Property Reports

  • Occupancy tracking
  • Vacancy tracking
  • Unit availability
  • Property summaries


Maintenance Reports

  • Open work orders
  • Overdue work orders
  • Work orders by technician
  • Work orders by property


Accounting Reports

  • Open transactions
  • Transaction reviews
  • Charge analysis
  • Deposit reviews


These reports help users manage day to day operations without manually sorting through large amounts of data.


Accessing Merlin Reports

Merlin reports are accessed directly from supported navigators throughout PropertyBoss. When viewing a navigator, look for the Merlin reporting options or report modification tools available within that section of the program. The current report view will be displayed at the top of the navigator.


Public vs. Private Reports

When creating a Merlin report, users can determine whether the report should be:

  • Private: Visible only to the user who created it.
  • Public: Available to other users within the organization who have access to the same module.
    • Public reports are often used to standardize operational reporting across multiple users or departments.


Exporting Merlin Reports

Many Merlin reports can be exported to Excel for additional analysis or distribution. Common uses include:

  • Management reviews
  • Owner reporting preparation
  • Collection efforts
  • Staff worklists
  • Data analysis

Exporting allows users to continue working with report data outside of PropertyBoss when needed.


Best Practices

  1. Start Simple: Begin with a few important fields and add additional information only as needed.
  2. Use Clear Report Names: Label your reports so they can quickly and easily be found. 
    1. Lease Expirations - Next 60 Days
    2. Open Work Orders by Property
    3. Current Delinquency List
    4. Resident Contact Directory
  3. Save Frequently Used Reports: If you run the same report regularly, save it so it can be accessed quickly in the future.
  4. Create Separate Reports for Different Teams: Different users often need different information. Examples:
    1. Leasing Team
    2. Maintenance Team
    3. Accounting Team
    4. Property Managers
  5. Review Filters Carefully: Incorrect filters are one of the most common reasons users receive unexpected report results.


Frequently Asked Questions

  • How many Merlin reports can I create? There is no practical limit to the number of Merlin reports you can create and save.
  • Can Merlin reports be exported? Yes. Merlin reports can be exported to Excel for additional analysis and reporting.
  • Can I share a report with other users? Yes. Reports can be saved as public reports when appropriate permissions are available.
  • Can Merlin replace all Built In Reports? No. Merlin reports are ideal for customization and operational reporting, while many financial, accounting, and owner reports are best generated through PropertyBoss's Built In Reports.

Additional Resources