Aptly Access includes several automation settings that help prevent prospects from applying for or touring units that are no longer available. By using the Publish for Rent flag consistently across your listings, screening, and tour settings, you can automatically remove unavailable units from your application and showing workflows.
How Unit Unpublishing Works During Application Approval
When approving an application, you now have the option to automatically unpublish the associated unit.
Default Setting for Application Approvals
Administrators can configure whether the Unpublish Unit Listing option is checked by default during the approval process.
To configure this setting:
- Navigate to Screening Management
- Select Organization Settings
- Open the Application Options section
- Locate Default: Unpublish Unit Listing on Application Approval
- Toggle the setting on or off
- Click Save
When enabled, the Unpublish Unit Listing checkbox will be selected by default whenever an application is approved.
Unpublishing a Unit During Approval
When approving an application:
- Open the application
- Click Approve
- Review the Approval Details section
- Select Unpublish Unit Listing
- Complete the approval
When selected, Aptly automatically turns off the unit's Publish for Rent flag.
This immediately affects any workflows that rely on the Publish for Rent setting, including:
- Screening applications
- Apply Access tours and showings
- Listing availability filters
As a result:
- New applicants can no longer apply for the unit.
- Prospects can no longer schedule tours for the unit.
- The unit is removed from any screening or tour filters that use the Publish for Rent flag.
Tour Automation Settings
Apply Access includes two separate tour automation settings that control what happens to active tours when a unit becomes unavailable.
To access these settings:
- Navigate to Locations
- Select Listings
- Open Listing Settings
- Select Tour Settings
At the top of the page, you'll find two automation options.
Confirm Tour Cancellation on Application Approval
This automation is tied directly to the application approval process.
When enabled:
- Approving an application prompts you to cancel existing tours for the associated unit.
- Tours remain active until they are canceled through the approval workflow.
- This setting is independent of the Publish for Rent status.
Use this option if you want tour cancellations to occur as part of the approval process rather than when the unit becomes unavailable.
Auto-Reschedule Tours When a Unit Becomes Unavailable
This automation is tied to the unit's Publish for Rent status.
When enabled:
- Aptly monitors unit availability based on the Publish for Rent flag.
- If a unit becomes unpublished, any scheduled tours for that unit are automatically canceled.
- Prospects receive an email notification and are invited to reschedule their tour for another available unit.
This automation does not require an application approval. Any action that changes the Publish for Rent status to unavailable can trigger the cancellation process.
Important Notes
- Availability checks occur approximately every 15 minutes.
- Changes to automation settings may take up to 15 minutes to take effect.
- If a unit is accidentally unpublished and the automation detects the change, scheduled tours may be canceled automatically.
Recommended Configuration
For the best experience, Aptly recommends using the Publish for Rent flag as the primary availability indicator across all workflows.
Screening Filters
Configure screening filters to only accept applications for units where:
- Publish for Rent = Yes
Tour Filters
Configure Apply Access tour availability using:
- Locations by Filter
- A filter based on Publish for Rent = Yes
Using the same availability flag for both screening and tours ensures that prospects only see units that are actively available.
Integration Considerations
Most property management system integrations manage the Publish for Rent status directly from the listing or unit record.
To make a unit available or unavailable:
- Check or uncheck Publish for Rent on the unit or listing.
- Aptly automatically uses this status in screening and tour workflows when configured with the recommended filters.
Replacing Legacy Tour Cancellation Automations
The new tour automation settings replace the previous tour cancellation automation.
If you enable either:
- Confirm Tour Cancellation on Application Approval, or
- Auto-Reschedule Tours When a Unit Becomes Unavailable
Aptly recommends disabling any legacy tour cancellation automations to avoid duplicate or conflicting behavior.