An email parser automatically extracts important information from emails, saving time and reducing manual data entry. For example, when a renter lead inquires about a property, the parser can pull out the prospective tenant's name, contact details, and property they're interested in, then automatically add it to Aptly as a card on the Renter Leads board. Similarly, it can extract maintenance details from work order emails, like the issue description, tenant contact info, and property address, ensuring the right team is dispatched quickly. By organizing renter leads, owner inquiries, and work orders efficiently, email parsers streamline communication and boost productivity.
Contents
Benefits of Email Parsers
- Automatically create cards for your boards to manage new leads.
- Keep your inboxes available for existing and ongoing conversations.
Best Practice Prerequisites
- Choose an inbox that the responsible team can access. Review its access settings before enabling parsing.
- Decide whether your workflow should archive conversations after card creation. Confirm the card and its related conversation when checking parser results; an unarchived email alone does not establish why parsing did not occur.
How to Set Up an Email Parser
Clean up your inbox with Email Parsers. Once Email Parsers are set up for a specific board, inbound messages from your chosen platforms will be detected when they enter the specified inbox. Aptly will then create a card with relevant information and add it to your selected board.
Follow the steps below to configure an email parser for your inbox:
- From your Inbox, click Inbox Rules.
- Select the Email Parsers tab.
- Choose the Inbox you want to set up.
- Under Vendors, select the vendor(s) you want to enable.
- All selected Vendors will apply the same action.
- We recommend selecting all similar platforms for a single board (for example, all lead-generating platforms for your Leads board).
- Select the Board where cards should be created.
- Choose the Stage the card should enter once created.
- Stages automatically populate based on the selected board.
- Select an Assignee, or leave the card unassigned.
- Toggle Use Conversation Assignee on to assign the card to the user currently assigned to the conversation.
- Toggle Archive Conversation on Card Creation on to automatically archive the conversation after the card is created.
Use this option if your team handles the next steps from the card. Check the created card and conversation relationship when reviewing parser results.
- Make a selection for Limit Location Relations to Certain Contact Types.
- Only information related to that contact type in the parsed email is going to be copied to the card.
Common Use-Case: On an inquiries email, an agent and owner are CC'd. If the Email Parser is only for a prospect, then the only information being added to the card is related to the prospect. The owner and agent information and locations are bypassed.
Another example: With a maintenance notification, you should have the location auto-relate based on the tenant associated. If there was both an owner and a tenant related, the system may not know which one to choose from. With this update, you can specify which contact you’d like to have the parser auto-relate information on.
- Toggle Assign Conversation to the Card Assignee on to assign the conversation to the same user as the card.
- Use this option if conversations enter the inbox as Unassigned.
- Toggle Enable Spam Detection on to help filter unwanted messages.
- Review the selected inbox, vendor, board, stage, assignee and optional actions, then select Save.
Allow time for a new or edited parser to take effect before validating it with a new incoming message.
Available Parsers
Use the categories below to find a parser, then select its exact name under Vendors during setup. The names are grouped for reference; choose the entry that matches your source and email type.
Insurance
Policy-related email parsing.
View parser names
- Buildium Policies
Leasing
Lead, application, showing and other leasing-related email sources. Browse the smaller source groups below.
Find sources whose names begin with A through F.
View parser names
- A Place for Mom
- AirBnB
- All Property Management - Lead
- Apartment Guide
- Apartment List
- Apartments.com - Tour
- Appfolio - Application
- Appfolio - Lease Ready for Countersign
- Appfolio - New Lead
- Appfolio - Payment Rejected
- Appfolio - Phone Call
- Back At You
- Bark
- BetterBot
- BiggerPockets
- Buildium - Application
- Buildium - Insufficient Funds
- Buildium - Tenant Screening Complete
- Calendly - New Event
- Cash App - Sent Money
- Digible
- Digible - Facebook
- Domu
- Findigs
- FreeRentalSite.com - Calls
Find sources whose names begin with G through P.
View parser names
- G5
- Geek Real Estate Marketing
- General Use Parser
- General Use Parser - Multiple Leads
- GoSection8
- Home Snap
- Hotpads
- HubSpot
- Jonah Digital
- KSL
- Landlord Solutions - Application Completed
- Landlord Solutions - Background Check Completed
- Mailchimp
- Off Campus Partners
- PadMapper
- Property Manager Websites (Use with your Website forms!)
- Propertyware - New Lead
- Propertyware - Tenant Applicant
- Proposify - Accepted Proposal
Find Rent-branded sources and other R entries. Rently has its own section below.
View parser names
- Real Estate Wire
- Rent College Pads
- Rent College Pads - Virtual Fair
- Rent Screener
- Rent Vision
- Rentable
- RentalSource
- RentCafe ILS Prospect
- RentFaster
- Rentler
- RentLinx
- Rentometer
- RentPath
- Rentvine - Application Alerts
- Rentvine - Lead Alerts
- Rentvine - NSF Alerts
- Resolve - Application Completed
- Resolve - Application Started
- Resolve - Background Check Completed
- Resolve - Background Check Started
- Respage Chatbot
Choose the Rently entry that matches the email type.
View parser names
- Rently - Checkout Questionnaire
- Rently - Email Inquiry (Apartment List)
- Rently - Email Inquiry (Apartments.com)
- Rently - Email Inquiry (RentPath)
- Rently - Email Inquiry (Zillow)
- Rently - Email Inquiry (Zumper)
- Rently - Viewing
Find Showdigs, Showing Hero, ShowMojo and the other S entries.
View parser names
- Showdigs
- Showdigs - Weekly Report
- Showdigs - Inquiry
- Showing Hero - Lockbox Code Issued
- Showing Hero - Showing Confirmed
- ShowMojo - Document Auto Approved
- ShowMojo - Document Verification
- ShowMojo - Feedback
- ShowMojo - Listing Report
- ShowMojo - New Lead
- ShowMojo - New Showing
- ShowMojo - Prospect Question
- ShowMojo - Showing Canceled
- ShowMojo - Showing Confirmed
- ShowMojo - Showing Rejected
- ShowMojo - Showing Started
- ShowMojo - Showing Updated
- ShowMojo - Unsecured Property
- ShowMojo - Zillow
- Social Intents
- Squarespace - Forms
Find Tenant Turner events and the remaining sources alphabetically.
View parser names
- Tenant Turner - New Prospect
- Tenant Turner - Received Code
- Tenant Turner - Scheduled Showing
- Tenant Turner - Showing Feedback
- Tenant Turner - Viewing Requested
- The Closing Docs
- Tour24
- Unbounce
- Virtually inCredible
- WalkScore
- Weimark - Application Received
- Yardi - Application Submitted - No Payment
- Yardi - Application Submitted - Payment Included
- Yardi - Application Submitted - Pending Screening
- Yardi - Lease Signed
- Yardi - New Prospect
- Zapier - Facebook
- Zillow
- Zillow - Applications
- Zillow - New Renewal Listing
- Zumper
- Zumper - Tour Request
Maintenance
Work orders, resident requests and other operational notifications listed in this category.
View parser names
- Adobe Sign - Completed
- Adobe Sign - Started
- Adobea - Work Order Updates
- All American Lawn and Tree
- Appfolio - SMS
- Appfolio - New Work Order
- Blue Ink
- Buildium - Resident Request
- Criteria
- FreeRentalSite.com - Management Services Inquiry
- Home Depot - Receipt
- Inspect Cloud
- Inspect Cloud - Inspection Completed
- Plastiq - Incoming Payment
- Propertyware - Returned Payments
- QuickBooks - Invoice
- Rentvine - Work Order Created
- Rhino - Action Required
- Rhino - Policy Cancel Request
- Rhino - Policy Ending
- Rhino - Policy Expired
- Rhino - Policy Expiring
- Rhino - Policy Issued
- Right Signature
- Second Nature - Filter Shipment
- TOPS - Portal Service Request Notification
- Wave - Invoice
- Yardi - Work Order Notification
- zInspector
Move-Out
Move-out and notice-to-vacate sources.
View parser names
- Appfolio Move-Out
- Propertyware - Notice to Vacate Confirmation
- RentCheck
Renewals
Lease renewal notifications.
View parser names
- Appfolio - Lease Renewal
Reviews
Online review notifications.
View parser names
- Google - Reviews
- Yelp - Reviews
Frequently Asked Questions
Why aren’t my emails parsing anymore?
Have you noticed some emails from Zillow in your inbox? Sometimes lead sources update the formatting of their emails and/or content. Doing so makes our Email Parser reader unable to read those emails. If you find particular emails from a source that are no longer parsing, send an email to help@getaptly.com with 2 examples of the email not parsing. You’ll share the email URLs with our team.
We’re forwarding emails to the inbox set up with email parsers. Why aren’t they creating cards?
Forwarded emails cannot be parsed because the sender is not a recognized email parser. You can manually create a card for wayward emails.