Integrate your Appfolio data with Aptly! We’re able to sync Buildings, Units, Leases, Vendors, Work Orders, and Contacts so that you can manage your day-to-day processes with the assistance of automations, tasks, and notifications.
Appfolio Sync Details
- Appfolio syncs one way for all Buildings, Units, Leases, Vendors, Work Orders, and Contacts via reports. It will only bring data INTO Aptly.
- (If using Aptly Screening) Aptly CAN push Application Details INTO Appfolio with a Google Chrome Extension.
- Appfolio syncs every 3 hours during the day with a full sync overnight.
- Aptly will only display Marketing Data on the Units for Published Units. This includes marketing description, images, and unit details and amenities.
How to Get Set Up with Appfolio
To set up your integration, you’ll use a special setup wizard.
Visit the link below and follow the steps.
In the setup wizard, you’ll:
- Enter your company name.
- Select Appfolio.
- Agree to Terms and Conditions.
- Click Next.
Create a PMS User
You’ll follow the steps outlined on the next screen of the setup wizard.
New User Requirements:
- Create a special email address using the following pattern:
yourcompanyname@sync.getaptly.com
First Name: Aptly
Last Name: Data
- The user’s role (the President role is recommended) should have full access to all of your reports in Appfolio, including:
Section | Reports | Why? |
Leasing Reports | • Rental Applications
• Unit Vacancy Detail | • Leasing Reports > Rental Applications. Aptly will bring a in a list of applications received in Appfolio.
• Leasing Reports > Unit Vacancy Detail. We leverage this report to identify the status of the unit and various fields regarding availability for marketing purposes. |
Tenant Reports | • Tenant Directory
• Tenant Tickler | • Tenant Reports > Tenant Directory. Aptly creates a lease that gets related to the building and unit for which your renters live. Additionally, we create contacts for all the individuals associated with a particular location in Appfolio. This report can be filtered by Tenant Status, but we recommend that you include ALL statuses and ALL Tenant Types.
• Tenant Reports > Tenant Tickler. We leverage this report to track the move-in and move-out data. |
Delinquency | • Delinquency | Tenant Reports > Delinquencies. This report creates a special Delinquencies board in Aptly. We recommend filtering it to capture the Tenant Statuses and balances your would like to track in Aptly. |
Owner Reports | •Owner Directory | Owner Reports > Owner Directory. Fee management companies can schedule this report to Aptly to create the owner for which they manage properties. These owners are saved in Aptly as contact type “owner” and related to the buildings they own. Additionally, owner contacts will be added to the leases related to their building to facilitate easier communication with both renters and owner in your various workflows. |
Vendor Reports | • Vendor Directory
• Work Orders | Maintenance Reports > Vendor Directory. We leverage this report to load your Vendors in the Locations section of Aptly. Additionally, we create a record in the Contacts section of Aptly of type “vendor” and relate it to the corresponding Vendor record. By doing so, you can attach vendors to work orders and communicate with them both manually and via automation.
Maintenance Reports > Work Orders. This report will create work orders on a board where you can manage them. |
Association Reports | • Homeowner Directory | Association Reports > Homeowner Directory. Bring in the HOA details. |
Property and Unit Reports | • Rent Roll
• Unit Directory
• Property Directory | Property and Unit Reports > Rent Roll, Unit Directory, Property Directory. These reports create buildings and units that are related to the appropriate building from Appfolio. Companies that manage single family homes with Appfolio will have a building and unit with the same name. This is based on how Appfolio treats single homes in their system. The rent roll allows Aptly to match the current tenant with the building and unit. |
- Property Groups should include ALL properties and portfolios.
Click save and send the invite.
Other Appfolio Integration Options
While Aptly integrates directly with specific Appfolio data, it’s also possible to obtain other Appfolio data in Aptly. These can be added into Aptly via Email Parser set up in the Inbox.
For any Appfolio notification email that you receive in an Aptly-connected inbox, you can set up an Email Parser to create a card (with specific information from the email) on a designated board. Note: Cards can only be created, not updated with an Email Parser.
We have the following Email Parsers available for Appfolio:
- Appfolio - SMS
- Appfolio Application
- Appfolio Lease Ready for Countersign
- Appfolio Lease Renewal
- Appfolio Move-out
- Appfolio New Lead
- Appfolio New Work Order
- Appfolio Payment Rejected
- Appfolio Phone Call
Appfolio Work Order Board
When you integrate with Appfolio, we’ll install a Work Order Board that instantly adds Work Orders to the board. Work Orders are not updated based on your Appfolio status. The board acts as a way for you to customize communication with your vendors, owners, and tenants using custom fields, forms, and templates in Aptly.
You also have the option of installing Aptly’s best practice template board and using Email Parsers (as mentioned above) for New Work Orders. With the template, you’ll get stages, card fields, templates (including troubleshooting templates), automations, and task templates.
Frequently Asked Questions
How often does Aptly sync with Appfolio?
Aptly syncs with Appfolio every 3 hours during the day and overnight. You can check when the last sync occurred by hovering over the Last Sync button in the bottom left corner of the board.
Our Properties or Unit Titles are syncing with odd naming conventions. Can I fix it in Aptly?
The titling of all properties and units are synced exactly how they’re named in Appfolio. For Multi-Family properties, the unit title shows as Property - Unit. If you want to change the naming convention of your properties, you’ll need to do so in Appfolio.
Using auto-naming for any location objects will cause sync issues and potentially duplicates within Aptly. To update any property titles, it needs to be accomplished in Appfolio.