Once you have set up a new account with Aptly, the first thing you should do is integrate your property management software. Integrating Aptly with Propertyware allows you to bidirectionally sync portfolios, buildings, units, leases, contacts, and work orders directly into Aptly.
How to Integrate Aptly with Propertyware
Propertyware stands out from other PMS integrations because of its bi-directional data flow. Data from Propertyware syncs to Aptly at regularly scheduled times during the day and a big sync every night. However, updates made in Aptly are instantly reflected in Propertyware. For this reason, we recommend managing everything in Aptly and using Propertyware primarily for accounting. Additionally, Aptly maintains a detailed audit history for 90 days.
Before connecting Propertyware, we suggest setting up an Aptly Integrated User with admin credentials in Propertyware. This user should be created specifically for the integration, such as using an email like AptlyIntegration@gmail.com.
- Start on a board.
- Click on Card Sources from the Board Settings Menu on the left.
- Select Propertyware from the list of Card Sources.
- Enter your Propertyware credentials (Aptly Integrated User recommended) and click Submit.
- If you’d like to sync multiple Propertyware accounts, click the Add Account button.
How to Configure the Propertyware Sync
The integration requires a username and password for a user that has access to all the objects above without any limitations.
When you first connect Propertyware, we recommend keeping everything set to Read Only until everyone has been trained in Aptly.
Setting | Description |
Portfolios
Buildings
Units
Leases | Most fields and custom fields are synced from Propertyware to Aptly. You’ll notate any fields that synced by the paperclip icon in Card Settings. |
Auto-Archive Draft Leases | Automatically archive any leases that remain in the draft stage on the Leases board after a selected number of days. |
Work Orders | We recommend setting Work Orders to Read Only just until everyone is familiar with the Work Order workflow and sync. |
Work Order Board | Select your Work Order board from the dropdown. If a work order board does not exist, select None - Skip Work Orders. |
Deduplicate Tenants | We have an option here to de-duplicate (this prevents duplicate entries) tenants attached to the lease. The default option is to de-duplicate based on PW Tenant ID. This would only bring over one contact per email address. In a scenario where two contacts share the same email and are attached to the same lease or different leases (i.e., husband/wife or owner that is also a tenant), we would only sync one individual. The other option is to de-duplicate based on the email.
Owner contacts are automatically de-duped. |
Geocoding | Automatically update addresses in Aptly to match the Google listed address. |
Pull Marketing Data | In order to pull marketing photos from Propertyware to Aptly, you will need to enable the Syndication flag in Propertyware. |
What Syncs in a Propertyware Integration
After setting up the Propertyware integration, you can expect to see the following information populated into Aptly. Any field that is integrated will show a paperclip 🖇️ icon next to the field name in Aptly.
All data from Propertyware to Aptly will sync overnight. Work orders, leases, buildings, and marketing data are synced approximately every 2 hours.
Synced Objects
- Portfolios
- Buildings
- Units
- Leases
- Vendors
- Contacts
Buildings, Leases, Portfolios, Units, and Contacts
Once you’ve successfully integrated Propertyware, click the Building icon to view Buildings, Leases, Portfolios, and Units.
When you access Buildings, Leases, Portfolios, or Units for the first time you’ll need to select which columns to view. Click the plus + sign in the top right corner and select the columns you would like to see.
Click Contacts to view tenants, vendors, owners, and prospects integrated from Propertyware.
How Long Do Updates Take?
Changes made within these items in Propertyware will appear in Aptly after the overnight sync. Changes made in Aptly, however, are synced to Propertyware in real time. With this being the case, be very cautious about where you make changes as a team.
To help further grasp how the Propertyware/Aptly integration works, we highly recommend reading the Aptly-PW Integration Key Notes article here.
Things to Note
During the Initial import of the data, there are a few key notes to be aware of.
- Aptly ignores terminated leases.
- All custom fields are synced over, but they are ungrouped. You can group them by going to Card Settings and adding a group. Check out this article for more information: Card Settings
- Aptly currently only syncs files attached to work orders.
- These objects are synced periodically daily (typically once nightly, but sometimes more frequently as is the case with leases).
- Propertyware Enterprise customers with multiple orgs are still able to utilize the integration. In order to do so, users will need to add an Admin user from each org to the sync settings in Aptly.
- While our direct Propertyware integration can pull the bulk of the information you need from Propertyware, there are fields (I.e., aging ledger balance and/or owner balance) that our API can’t capture. To capture this data, we recommend utilizing the URL report function to be able to import JSON reports from Propertyware.
Frequently Asked Questions
Can documents be synced from Aptly to Propertyware?
Only files attached to work orders will upload to Propertyware.