See Who Leases Space Inside Every Building You Track
Maptive maps the tenants in every building you track, with each suite, its size and its expiration date, then colors each building by when its leases end.
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- List every tenant in a building’s marker pop-up, along with each tenant’s suite and lease expiration.
- Pick one company’s name and see every building where it leases space, across the whole map.
- Color buildings by the year of their next lease expiration so rollover clusters show up by submarket.
- Keep the map current from a connected Google Sheet that rolls your rent roll up by building.
- Filter to buildings with a lease ending in the next 12 to 36 months for outreach or renewal planning.
- Size pins by vacant square feet so the largest vacancies are easy to spot even at a metro-wide zoom.
Trusted by teams at
The Companies Behind Each Address
The seamless integration with Google Maps makes the customization totally efficient and the output familiar and easily presentable.
Building the Roster View in Maptive
- 1
Roll the Rent Roll Up
Keep the lease-level rent roll in one Google Sheet and build a building summary from it, one row per address. TEXTJOIN with a semicolon delimiter makes the tenant list, MINIFS finds the next expiration date, and SUMIFS adds up leased and vacant square feet. A Building ID column on both sheets keeps each new lease attached to the right address.
- 2
Connect and Geocode
Create the map from the Google Sheet that holds the building summary, or upload an Excel export from your CRM or property management system. Geocoding places each building and fixes messy addresses. Open Categorize Data to match the address columns, and leave tenant fields unmatched, since unmatched columns still show in each building’s pop-up alongside the address.
- 3
Color by Expiration Year
In the Grouping Tool, choose the next expiration year as the group, so each year gets its own color. Add vacant square feet as a secondary group with Numeric ranges and Growing pin markers, and buildings with the most space to lease show as larger pins. Click a year in the legend to hide it and study the remaining years alone.
- 4
Filter for the Next Call
Set the expiration window your team prospects, such as 12 to 36 months out, with a Date filter on the Next Expiration column. Add an Attribute filter on the tenant column to find every location of one company. Save the result as a map view, since filters reset when the page refreshes, then export the visible buildings as a call list.
Try It With Your Own Tenant List
Connect your rent roll summary from Google Sheets during a free 10-day trial with no credit card. Book a demo if you’d like a Maptive specialist to help set up one row per building.
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Frequently Asked Questions
How do I map multiple tenants inside one building?
Give each building one row and put its tenants in that row. The easiest setup is a Tenants column with every name separated by a semicolon, plus slot columns like Tenant 1 Suite and Tenant 1 Expiration for each tenant you want to show in detail. Every column you upload appears in the marker pop-up, so clicking the building shows the whole roster. For buildings with many suites, the semicolon list plus a tenant count column and a next expiration column is easier to manage than slot columns.
Can my property map sync automatically from Google Sheets?
Yes, when you create the map from a connected Google Sheet. A connected sheet refreshes the map when the sheet changes, so a renewal or a move-out typed into the sheet appears on the map with no re-import. Don’t rename the column headers because the filters and groups depend on them. If the sheet is built with formulas from a rent roll on another tab, the map shows the formula results, so the roll-up stays current as leasing updates the rent roll.
Should I map one pin per tenant or one pin per building?
For multi-tenant buildings, one pin per building is easier to read. Tenants at the same street address share the same coordinates, so a pin per tenant stacks several markers on one spot and only the top one is easy to click. A pin per tenant works better for single-tenant net lease properties or a campus where each tenant has its own address. Many teams keep both, a lease-level sheet as the record and a building-level map for everyday work, with the building summary rebuilt from the lease sheet by formula.
How far ahead should tenant reps track lease expirations?
It depends on the size of the tenant. Smaller office users usually start looking 12 to 18 months before expiration, because the search and the build-out take about that long. Large occupiers often start two to three years out or more, since big blocks of space are scarce and new construction may be on the table. Set your Date filter windows to match the size of the tenants you work with, and run a separate saved view for the largest requirements.
What fields from the rent roll belong on a tenant map?
Start with the fields that answer who is there and when they could leave. That means tenant name, suite, rentable square feet, lease start, lease expiration and any renewal or termination option dates, since an early termination right can end a lease well before its stated expiration. Add the tenant’s industry if you prospect by sector. Keep rent steps and recovery terms in the rent roll itself, and bring over only what helps someone decide which building or tenant to look at next.
How do I spot rollover risk across my buildings?
Add two rolled-up columns per building, the weighted average lease term and the share of leased square feet that expires in the coming year. A building can have a long average term and still have a large share of its space expiring in a single year. Group the map by next expiration year and use the Number filter to show buildings above the share you set as your threshold. Rollover bunched in one submarket is easier to see on the map than in a table.
Where does tenant data come from if I don’t own the building?
Brokers who track other owners’ buildings build tenant lists from building directories and canvassing, from a tenant database such as the one in CoStar, and from their own deal history. Maptive doesn’t supply tenant names or lease data, so you bring that in from your sheet or CRM. Expiration dates from outside sources can be estimates, so add a Source column and a Last Verified date to each row. A Date filter on Last Verified then shows which buildings are due for another check.
Can I find every location a tenant occupies across my map?
Yes. Use the Attribute filter on the tenant list built with a semicolon between names, and each tenant name shows up as a separate checkbox. Choose one company and the map shows each building it occupies, which helps when a tenant has several suites in one market or offices across a region. For a quick check, a Text filter on the same column finds every building whose tenant list contains the word you type.
Can my CRM feed the tenant map?
Yes. Export the buildings or lease records from Salesforce or HubSpot as a CSV or Excel file and upload it, or paste the export into the Google Sheet the map is connected to. If you’d rather script it, the REST API comes with every paid plan and can move data on a schedule you control. Maptive doesn’t watch your CRM for changes on its own, so decide who refreshes the file and how often that happens.
Can I share the tenant map without showing every field?
Yes. When you share the map, you can hide any data column from the marker pop-up, so a client sees tenant names and expiration years while internal notes and estimated rents stay hidden. Send it as a password-protected link, then give a colleague edit rights to update buildings while outside viewers stay read-only. You can also turn individual tools on or off for the shared map, such as the Filter Tool, so the viewer works with only what you want them to see.
