Aptly integrates with Rentvine via API. All you’ll need handy are two browser tabs, Aptly and Rentvine.
How the Integration Works
Before you start, it helps to understand that the connection is built from two pieces that work together. Setting up only one of them is the most common reason a sync looks like it isn’t working.
1. The API key unlocks the door. Your Rentvine API key and secret give Aptly permission to read your Rentvine data, and to write back to it when you enable that. Nothing flows between the two systems without it.
2. Webhooks tell Rentvine when to push. Webhooks are enabled inside Rentvine and tell it that when something happens there, such as a property, unit, lease, or work order being created or updated, it should push that change down to Aptly right away. Without webhooks, Aptly is waiting on the scheduled sync instead of hearing about changes as they happen.
The combination is what makes the integration feel live. The API is the permission. The webhooks are the signal.
3. Data Sync Mapping decides which system owns the record. Once data is flowing, you fine tune the integration by choosing, entity by entity, whether Aptly can only read from Rentvine or can also update and create records in it. Read Only means Rentvine stays the master record. Update/Create means your team can drive work from Aptly and have it land in Rentvine. Which one you choose per entity should follow how your team actually works.
Decide where each part of your workflow happens. If you have Update/Create enabled and a user edits the same record in Rentvine while someone else edits it in Aptly, the two changes collide and one system ends up overwriting the other. Agree with your team on which system is used for which task before you turn on Update/Create, so these settings match your workflow instead of fighting it.
How to Prepare for an Aptly/Rentvine Integration
Before setting up your integration, you’ll need to grab your API key from Rentvine.
Get your Rentvine API Key and Secret
- In Rentvine, click the ellipses next to your name in the lower left corner and select Settings.
- Under Account, click Users, Roles, and API.
- Confirm you have a Role for the key to use. Creating an API key is an Administrator level action, and Aptly needs full access to sync properly, so we recommend an Administrator role. If you do not already have one, open the Roles tab, click New Role, select the permissions, and Save.
- Open the Api tab and click New API Key in the upper right.
- Title the API Key Aptly.
- Select your Administrator role.
- Save.
- Copy both the Access Key and the Secret to use in Aptly. Rentvine displays the secret only once. If you close the window before copying it, you will need to generate a new secret.
If you use Update Secret or Delete Key in Rentvine, the old credentials stop working immediately. Your Aptly sync will fail until you paste the new values into Aptly.
How to Set Up the Rentvine Integration
Aptly integrations now live in the App Store. From there you will enable Rentvine and configure how the two systems share data.
- Click on App Store in the navigation menu.
- Scroll to Property Management Software, your core system of record, and click Configure Sync on the Rentvine card.
- Toggle the integration on. The header will show Connected and Integration active.
- Open the Settings tab. Under API Credentials, paste your Access Key and Secret.
- Enter your Rentvine URL under API URL. Ex: https://companyname.rentvine.com
- Set your Sync Options (descriptions below).
- Set your Data Sync Mapping for each entity. We recommend starting on Read Only. Descriptions are below.
Rentvine Options | Description |
Sync Associations | Select to bring Rentvine Homeowners Associations into Aptly as a Location. |
Sync Custom Fields | Select to bring Custom Fields from Rentvine to Aptly. They will update with the sync and are not bi-directional (unless the setting is toggled on for the location under 2-Way Sync). |
Sync Marketing Data | All Marketing Data is synced when you first connect to Rentvine. To maintain updates only in Aptly, you can toggle off Marketing Data so that your updates in Aptly are not overwritten. |
Enable Address Geocoding | Address Geocoding will require a Google address to be used in any address field. Disabling it will allow manual input of addresses. Note: It can cause discrepancies in matching cards on address on a Renter Leads board because Zillow uses Geocoded Addresses. |
Sync Files | Elect to sync all files from Leases and Work Orders. This is bi-directional. Any files in Rentvine will be synced to Aptly and vice versa. Any files deleted will need to be manually deleted in both systems. |
Data Sync Mapping controls how data flows between Aptly and Rentvine for each entity: Portfolios, Buildings, Units, Leases, Work Orders, Vendors, and Contacts. Each entity has its own dropdown, so you can keep some records read only while others sync both ways.
You can update data in Rentvine from Aptly on Portfolios, Buildings, Units, Leases, and Work Orders. These updates will show in Aptly after one of the scheduled syncs throughout the day (Enable Webhooks for faster updates from Rentvine to Aptly).
When Update/Create or Update Only are selected, any updates made in Aptly will update in Rentvine in real-time.
Sync Option | Description |
Update/Create | Full bi-directionality. Any updates made in Aptly will update in Rentvine in real time. You can create a new portfolio, building, unit, draft lease, or a new work order in Aptly and it will appear in Rentvine. |
Update Only | Updates can only be made to existing cards brought over from the Rentvine sync. The updates in Aptly will appear in Rentvine in real time. |
Create Only | You can only create new portfolios, buildings, units, leases, or work orders. Any updates made to the cards in Aptly will be overwritten by the Rentvine sync. |
Read Only | You will only be able to view data that come over during the Rentvine sync. You can still update Aptly-only fields, however, any Rentvine fields will need to be update in Rentvine. |
We recommend starting every entity on Read Only so your data loads cleanly. Once your data is in Aptly, come back and revisit these settings. Several Aptly workflows require the ability to create or update records, and any workflow that pushes a record or an update from Aptly to Rentvine will not work while that entity is set to Read Only. When using two way sync, your team must decide where to make most daily changes to prevent accidental data overwrites, Aptly or Rentvine. If you update in both, data could be overwritten. If you set all locations to Update/Create, you can manage all updates directly through Aptly.
Once done, click Save Settings.
Once connected, Rentvine appears under Installed Apps at the top of the App Store with its current status, and the Sync Logs tab shows your sync history.
What to Expect after Clicking Save
After you save the Rentvine card source, data will start to trickle in.
Here’s what to expect in the next 24-48 hours:
Question | Answer |
What information syncs? | • Locations
◦ Buildings (including Property Groups)
◦ Units (including Property Amenities)
◦ Leases
◦ Vendors
◦ Associations (if Associations is marked)
• Contacts
◦ Owners
◦ Residents
◦ Vendors
• Work Orders (separate board)
• Rentvine Custom Fields (if selected in settings) |
How long will it take? | Depending on the amount of information that you have in your Property Management System + other Aptly syncs currently in the queue, data should sync in a matter of minutes (may take as long as 30 minutes). |
Can I draft leases with Aptly’s screening product? | Yes. |
Can I make updates to Locations in Aptly? | Yes - if you turn on 2-Way sync. See 2-Way Sync below. |
Can I make updates to Contacts in Aptly? | Yes - if you turn on 2 way sync. |
Will the integration work if I don’t have all of the same fields in Aptly? | If a field does not exist in Aptly, but exists in Rentvine, it will be automatically created upon sync. However, if you want to set the fields prior to integration, you can definitely do so. |
Can I add new Property Groups in Aptly? | No. All property groups need to be added in Rentvine first. They will sync once selected for a Property. |
Can I add new options for any Rentvine Standard or Custom Fields in Aptly? | No. Any updates to a selection type field (and any fields coming from Rentvine) need to be updated in Rentvine. |
Once integrated, you’ll find a convenient icon on your expanded card view when a synced location is related to the card.
Managing Work Order with Aptly and Rentvine
Work Order Status
Work Orders have two dropdowns. The first sets the sync mode, the same four options as every other entity. The second sets the initial stage a work order lands in when Aptly creates it in Rentvine. Options run from New Request through Closed, and include Reopened, Troubleshooting, Needs Bid, Needs Dispatch, Dispatched, Dispatched ER, Service Scheduled, Service Complete, Invoiced, HOLD Needs Approval, and HOLD Waiting On Tenant.
Note: We’ve recently updated this sync to include work order notes on webhook updates
Deduplicate Contacts
Match By controls how Aptly matches incoming Rentvine contacts to existing records so you do not end up with duplicates. You can dedupe on RentVine ID or on Email. We recommend RentVine ID.
Webhooks
Aptly generates a webhook URL for each event type: Properties, Units, Leases, and Work Orders (Create/Update). Click Copy next to each one in the Webhook URLs section of your Rentvine settings, then paste it into Rentvine. Webhooks push changes from Rentvine to Aptly immediately rather than waiting for a scheduled sync.
Creating Locations and Contacts in Aptly with 2 Way Sync
If you have 2 way sync enabled (Create/Update) is selected for the location, then you can create the location (manually) in Aptly to sync with Rentvine.
Location | Required Fields |
Portfolio | Owner Contact in the contact field
Portfolio Title |
Building/Property | Portfolio (linked to the card)
Address
Year Built
Property Type |
Unit | Added to Aptly once the building syncs to Rentvine |
Lease | Lease Name
Resident Contact (min. 1)
Lease Start Date
Lease End Date
Lease Move-in Date
Market Rent
Linked to Portfolio, Building, Unit |
Vendors | Vendor Contact
Tax Payer Name |
Contacts | Name
Email or Phone |
Required Fields for New Locations
You can make location creation flawless by setting the above fields as Start Card fields and Required. Go to Advanced Settings ⚙️ > Board Fields.
A red asterisk next to a field denotes it as a required field. You can check the Required box in Board Fields to make any field required.
Do you have additional questions or need support with connecting Rentvine? Reach out to Aptly’s expert support team at help@getaptly.com.