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.
How to Get Set Up with Appfolio
🎉 The Aptly team will help set up your Appfolio integration.
First, you'll need to create an Aptly-specific User in Appfolio by following the steps below.
- Create a Special User in Appfolio
Create a user in your Appfolio account using this email address template: companyname@aptly.apmhelp.com. For example, if your company is Properties PM, the user’s email should be propertiespm@aptly.apmhelp.com.
The user’s role 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. |
- Send Aptly Support an Email
After adding an Aptly-specific user, email the following to Aptly Support at help@getaptly.com.
Aptly will set up the rest of your integration. It will take about 24 hours for all locational data (Buildings, Units, Vendors, Leases) and contacts to be synced with Aptly.
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
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.