Once you’ve created your Aptly account, one of the first steps is to connect your property management system. Integrating Propertyware with Aptly allows you to sync your operational data so your team can manage workflows directly in Aptly.
The Propertyware integration supports bi-directional syncing, meaning:
- Updates made in Propertyware → sync to Aptly on a scheduled basis
- Updates made in Aptly → sync instantly to Propertyware
Because of this, we recommend managing day-to-day operations in Aptly while continuing to use Propertyware for accounting.
Connect Propertyware to Aptly
Before getting started, make sure you have login credentials for a Propertyware user with full access.
💡 Recommended Setup
Create a dedicated “integration user” in Propertyware (e.g., aptlyintegration@yourcompany.com) with admin permissions. This helps maintain consistency and avoids sync disruptions.
Steps to Connect
- Navigate to any board in Aptly
- Click Integrations 🔌 from the Board Settings menu (top right)
- Select Propertyware from the list of card sources
- Enter your Propertyware credentials
- Click Submit
- (Optional) Click Add Account to connect additional Propertyware accounts
Configure Propertyware Sync Settings
Once connected, you’ll configure how data syncs between Propertyware and Aptly.
Best Practice
Set all sync settings to Read Only initially until your team is fully trained in Aptly workflows.
Available Settings
Setting | Description |
Portfolios, Buildings, Units, Leases | Most standard and custom fields sync into Aptly. Synced fields are marked with a 🖇️ icon in Card Settings. |
Lease Update Mode | Choose whether Aptly should create new leases only or also update existing ones. |
Auto-Archive Draft Leases | Automatically archive leases that remain in draft status after a selected number of days. |
Work Orders | Recommended to keep Read Only until your team is familiar with workflows. |
Work Order Board | Select which board in Aptly will receive work orders. |
Deduplicate Tenants | Prevent duplicate tenant records. Default uses Propertyware Tenant ID. Alternate option uses email address. |
Geocoding | Standardizes addresses using Google formatting. |
Pull Marketing Data | Requires the Syndication flag enabled in Propertyware to sync photos. |
Note on Deduplication
If multiple contacts share the same email (e.g., spouses), only one contact may sync depending on your selected setting.
What Data Syncs from Propertyware
After setup, Aptly will begin populating data from Propertyware automatically.
💡 Sync Timing
- Overnight: Full data sync
- Every ~2 hours: Work orders, leases, buildings, and marketing data
- Real-time: Updates made in Aptly → Propertyware
Synced Objects
- Portfolios
- Buildings
- Units
- Leases
- Vendors
- Contacts
Viewing Synced Data in Aptly
Once your integration is active:
- Click the Buildings icon to access:
- Buildings
- Units
- Leases
- Portfolios
- Click Contacts to view:
- Tenants
- Owners
- Vendors
- Prospects
When viewing these for the first time:
- Click the + (Add Columns) button
- Select the fields you want to display
Tip: Any field synced from Propertyware will include a paperclip icon next to the field name.
Understanding Sync Behavior
- Changes made in Propertyware appear in Aptly after scheduled syncs
- Changes made in Aptly update Propertyware immediately
Important: Be intentional about where your team makes updates to avoid unintended overwrites.
Custom Fields
New custom fields added in Propertyware will appear in Aptly after the next overnight sync.
Initial Data Import: What to Expect
During the first sync, Aptly imports your existing Propertyware data.
Key Notes
- Terminated leases are not imported
- Custom fields are imported but not grouped
- Only work order attachments are synced
- Data syncs primarily overnight (with some more frequent updates)
💡 Organizing Custom Fields
You can group fields in Card Settings after import to keep your boards organized.
Additional Considerations
- Propertyware Enterprise users can connect multiple orgs by adding an admin user for each
- Some financial data (e.g., owner balances, aging reports) is not available via the integration
💡 Advanced Reporting Option
Use the URL Report feature to import JSON reports from Propertyware when additional data is needed.
Frequently Asked Questions
Can documents sync from Aptly to Propertyware?
Only files attached to work orders will sync from Aptly to Propertyware.