This document outlines what Aptly’s integration with RentVine currently supports, along with a few areas where syncing is limited or requires manual steps. While most data flows smoothly between the two platforms, there are still some exceptions worth noting.
Supported Sync Functionality
Aptly and Rentvine maintain active syncs for many core records, including:
- Associations
- Portfolios
- Properties
- Units
- Leases
- Vendors
- Vendor contacts
- Tenant contacts
- Owner contacts
- Work orders
Limitations and Unsupported Operations
Below is a list of actions that are not currently supported through the Aptly to RentVine integration.
Contacts and Vendors
- Vendor records are not updated from Aptly to RentVine.
- Vendor Contact and Owner contact information changes made in Aptly (such as name, phone, or email) do not sync back to RentVine.
- RentVine is treated as the source of truth for Vendor and Owner contact records.
Custom Fields and Stages
- Custom fields deleted from RentVine are not automatically removed in Aptly.
- Lease Status that are removed from RentVine after the initial sync are not deleted in Aptly. To correct this, simply delete the orphaned stage in Aptly and resync.
- WorkOrder Status that are removed from RentVine after the initial sync are not deleted in Aptly. To correct this, simply delete the orphaned stage in Aptly and resync.
Media and Files
- Images are not updated or synced from Aptly to RentVine.
- Attachments added in Aptly are not inserted into RentVine records.
- Work order attachments or invoices created in Aptly do not sync back to RentVine.
Sync Behavior and Performance
- Bulk updates initiated in Aptly may fail if RentVine webhooks are active, due to the speed and volume of changes. If you need to update a large number of records at once, we recommend temporarily disabling the RentVine webhook to avoid sync failures due to volume and speed.
- When a lease or property is deleted in RentVine, Aptly will not automatically remove the corresponding record. The record must be deleted manually in Aptly.
Identifying Integrated Fields
To determine which fields are integrated and will write back to RentVine, open the Card Settings for the board you're working on. Integrated fields will display a link icon next to them. This indicates that changes made in Aptly will sync back to Rentvine (if the update access is enabled in your integration settings).
If a field does not have a link icon, it is an Aptly only field and will not write back to RentVine.
Best Practices
To ensure the best possible integration experience:
- Use RentVine as the source of truth for contacts, vendors, and stages and custom field creation.
- Schedule periodic data reviews to catch stale or orphaned records.
- Avoid high-volume updates unless coordinated with the Aptly support team.
- Document custom workflows and fields that are essential to your process, so they can be validated during onboarding or sync troubleshooting.
Viewing Sync Errors
If an update fails, you can view detailed error messages by checking the Sync Logs under Integration Settings in Aptly. These logs provide insight into which records failed and why. In most cases, errors are due to:
- Attempting to update a read-only field
- A required field being missing from the record
Review the log messages for guidance, make the necessary corrections, and once made, a simple modification to the failed record should force the sync to reconnect.
Aptly ↔ RentVine Sync Matrix
Category | Field / Object | Sync Direction | Notes / Limitations | Sync Frequency |
Associations | Association Details | One Way | Syncs key association details, including properties and owners. | Every 3–4 hours |
Portfolios | Portfolio Details | Bidirectional | Syncs key portfolio fields, including owner balances. | Real time (with webhook enabled) |
Portfolios | Portfolio Stage | Read Only | Maintained via Aptly logic based on the active stage in RentVine. Stage modifications are not supported. | N/A |
Portfolios | Custom Fields | Bidirectional | Fields are bidirectional. If deleted in RentVine, they must be manually deleted in Aptly. | Real time (with webhook enabled) |
Properties | Property Name, Address, Building Details | Bidirectional | Core data syncs on creation and update. | Real time (with webhook enabled) |
Properties | Property Stage | Read Only | Maintained via Aptly logic based on an active lease tied to the unit or property. | N/A |
Properties | Custom Fields | Bidirectional | Fields are bidirectional. If deleted in RentVine, they must be manually deleted in Aptly. | Real time (with webhook enabled) |
Properties | Property Images | One Way | Images do not sync from Aptly to RentVine. Must be maintained in Rentvine. | Every 3–4 hours |
Units | Unit Details | Bidirectional | Includes bed/bath counts, square footage, marketing descriptions, and amenities. | Real time (with webhook enabled) |
Units | Unit Stage | One Way | Maintained via Aptly logic based on active lease status. | N/A |
Units | Unit Images | One Way | Images do not sync from Aptly to RentVine. Must be maintained in RentVine. | Every 3–4 hours |
Units | Custom Fields | Bidirectional | Fields are bidirectional. If deleted in RentVine, they must be manually deleted in Aptly. | Real time (with webhook enabled) |
Leases | Lease Terms | Bidirectional | Key fields include lease balances. | Real time (with webhook enabled) |
Leases | Lease Fees & Recurring Charges | On Create Only | If a lease is created in Aptly, the starting lease fees and recurring charges can be pushed into RentVine during the lease creation process. More details available here. | Real time (with webhook enabled) |
Leases | Lease Stage | One Way | Maps to RentVine’s Lease Status. Changes must be made in RentVine. To reflect updates, delete all related Aptly stages and re-initiate sync. | Every 3–4 hours |
Leases | Custom Fields | Bidirectional | Fields are bidirectional. If deleted in RentVine, they must be manually deleted in Aptly. | Real time (with webhook enabled) |
Tenants | Contact Info | One Way | Contact updates in Aptly do not sync to RentVine. | Every 3–4 hours |
Applications | Application Data | Not Supported | RentVine application data is not pulled into Aptly. Use Aptly screening instead. | N/A |
Applicant Contacts | Name, Phone, Email | Not Supported | Applicant data is not pulled from RentVine. Use Aptly screening instead. | N/A |
Tenant Contacts | Name, Phone, Email | Bidirectional | Changes to the tenant contact details (name, email, phone) will push back into RentVine. | Every 3–4 hours |
Owner Contacts | Name, Phone, Email | One Way | Aptly does not push updates to RentVine. | Every 3–4 hours |
Vendors | Vendor Name and Info | One Way | Vendor records in Aptly do not update RentVine. | Every 3–4 hours |
Vendor Contacts | Name, Phone, Email | One Way | Aptly does not push updates to RentVine. | Every 3–4 hours |
Work Orders | Status, Title, Priority, etc. | Bidirectional | Attachments and invoices from Aptly do not sync to RentVine. | Real time (with webhook enabled) |
Work Orders | Notes | Not Supported | Notes do not sync between platforms. | N/A |
Work Orders | Custom Fields | Bidirectional | Fields are bidirectional. If deleted in RentVine, they must be manually deleted in Aptly. | Real time (with webhook enabled) |
Work Orders | Attachments | Not Supported | Attachments must be added manually in RentVine. | N/A |
Financials | Invoices | Not Supported | Invoices do not sync between platforms. | N/A |
Portal | Communication | Not Supported | Portal communications are not pulled into Aptly. | N/A |