Learn how to integrate Aptly with Rentvine Work Orders for seamless, bi-directional syncing. Manage work orders directly in Aptly to streamline your workflow and boost efficiency.
How to Set Up Your Rentvine Work Order Sync
If you are an existing Rentvine customer, you can set up your work order board quite easily. You’ll just need to decide how you want the integration to be handled. There are three options: Read Only, Update/Create, or Update Only.
Option | Description |
Read Only | Aptly is in view only mode. All updates to work orders will need to be made in Rentvine. |
Update/Create | Full bi-directionality is turned on. You can create a new work order in Aptly and it will be created in Rentvine. You can also update any existing work orders in Aptly, and the changes will appear in Rentvine in real time. |
Update Only | New work orders must come from Rentvine. They’ll be added in Aptly immediately and any changes made in Aptly will appear in Rentvine in real time. |
How Does the Rentvine Sync Work?
New work orders that are added in Rentvine will show up as a card on the Work Order board as soon as you receive a new Work Order.
Work orders sync with Aptly every 4 hours (unless you enable webhooks - see below). If you have Create/Update or Update Only selected, any updates made in Aptly will appear in Rentvine in real-time.
Rentvine Webhooks
Adding a Rentvine Webhook will increase sync times from Rentvine to Aptly. You’ll get instant updates if enabled. Find more details here: Rentvine Webhooks.
What Syncs with Work Orders?
When you connect your Rentvine account, Aptly automatically creates a work order board using your Rentvine credentials. The fields on this board are linked to Rentvine. If you update your integration settings, any changes you make in Aptly will sync with Rentvine.
How Do I Know What Fields Sync with Rentvine?
We made it easy for you! Any integrated fields are notated by a link icon.
Rentvine Statuses vs. Aptly Stages
Managing Rentvine Work Order Status and Aptly Board Stages Separately
Stages and statuses are independent, giving you greater flexibility to manage your workflows without affecting Rentvine’s data.
How It Works
- Updating a stage in Aptly will not update the status in Rentvine.
- Updating a status in Rentvine will not move the card’s stage in Aptly.
- Rentvine’s work order status will sync into a dropdown field in Aptly called Rentvine Status.
This means you can:
- Keep your Rentvine data accurate and up to date
- Manage your Aptly stages however you want, without impacting Rentvine
Benefits of Decoupling Aptly Stages and Rentvine Statuses
- Flexibility: Build Aptly stages that reflect your internal process instead of being locked to Rentvine statuses.
- Visibility: Always have the latest Rentvine status available in Aptly through the dropdown field.
- Customization: Use Aptly automations to move cards automatically based on the Rentvine status — perfect for teams that still want their stages to reflect status changes.
Using Automations to Sync Stages and Statuses
If you’d like Aptly to automatically move a card to a specific stage when a Rentvine status changes:
- Go to Settings > Automations.
- Create a New Automation.
- Set the trigger to Custom Condition and select the Rentvine Status field as one of the conditions.
- Choose the action: Update Stage > Select corresponding stage.
- Save your automation.
You can also create automations to send notifications or update other fields when a Rentvine status changes.
If you’d like Aptly to update the Rentvine status when you update the Work Order stage:
- Go to Settings > Automations.
- Create a New Automation.
- Set the trigger to Custom Condition and select the Aptly Work Order Stage as one of the conditions.
- Choose the action: Update Specific Field > Rentvine Status > Select corresponding status.
- Save your automation.
Assigning a Vendor
You can dispatch a vendor for a work order in Aptly. This will update in Rentvine, however, it will not send an automatic email to the vendor. You’ll need to set up an automation in Aptly or manually email the vendor.
How to Set Up an Email Automation
Once a vendor is dispatched, you’ll want to make sure they get an email. To do so, you can set up an automation to send an email once the work order card updates to the Dispatched stage. Here’s an example automation that you can set up.
Condition
The condition tells Aptly Automation to pay attention to cards that meet the set criteria.
Action
Frequently Asked Questions
I deleted a work order in Rentvine. Why is it still showing in Aptly?
If you delete a work order in Rentvine, it needs to be manually deleted/archived in Aptly.
How often does Aptly sync with Rentvine?
Rentvine syncs down to Aptly every 4 hours. Aptly to Rentvine will sync automatically when there is an update on a card from the Work Orders board or an update to a Lease (if bi-directionality is turned on). If you enable webhooks, updates happen in real-time both ways!
Will Rentvine data still sync into Aptly?
Yes! Rentvine work order statuses will continue to sync automatically into the dropdown field: Rentvine Status.
Do I have to create automations?
No — but automations are a powerful way to customize your workflow. If you prefer, you can keep stages fully independent from Rentvine.
Where do I find the Rentvine Status field?
Open any work order card in Aptly. You’ll see the dropdown field on the card’s details.