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.
Properties and Units
- Published for Rent flag must be updated in each individual system.
- In Rentvine, this means that syndication is selected for one or more sources. If enabled, Aptly will write back to Websites and Showing Providers.
- Rent Ready field is set when a property or unit advertising is set to active in Rentvine. It is synced to Aptly as a checkbox field, but it cannot be updated in Aptly.
Rentvine Marketing Tab
Aptly Units
Marketing Sync Control with Rentvine
We’ve added a new setting that allows you to turn off marketing updates from Rentvine. This is designed for customers who rely on Aptly as their system of record for marketing data. Because Rentvine marketing updates don’t always reflect real-time changes, leaving the sync enabled could result in Aptly data being unintentionally overwritten.
When marketing sync is disabled:
- Aptly becomes the source of truth for marketing data
- Listings managed in Aptly remain unchanged
- Syndication and listing widgets stay consistent
This setting is optional and only recommended if Aptly is actively used for marketing and syndication.
Initial marketing data will be pulled on on first sync of the property/unit but will not be updated by the PMS there after.
When this is disabled it will affect all properties. You may see differences between the RV marketing data vs Aptly.
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.
Leases - Move-Outs Process
- Forwarding address, Expected Move Out Date, and Notice Date can push from Aptly to Rentvine when the Lease enters a stage titled with Move-Out. To add the Lease stage, first add it in Rentvine as a Lease Status. It will be added in the overnight sync to Aptly.
Media (Marketing Photos)
- Images are not updated or synced from Aptly to RentVine.
- Images removed from a Building/Unit will not be deleted in Aptly. You must manually remove any images in both Rentvine and Aptly.
Files (Leases and Work Orders Only)
Files for Leases and Work Orders added in Aptly can be uploaded to RentVine Files.
To enable file syncing, navigate to your Rentvine integration settings in Aptly and select Sync Files.
Once enabled, files will sync from Rentvine into Aptly based on your configured lease and work orders sync settings (Read Only, Create, Update, or Create/Update).
To sync files from Aptly to Rentvine, your lease and work orders sync setting must be set to Update or Create/Update. After uploading a supported file (such as PDF, PNG, or JPEG under 25MB) to the Standard Files field on a card, you’ll see in with a refresh in Rentvine.
Files added in Rentvine will sync into Aptly either immediately (if webhooks are enabled) or during the next scheduled sync.
Important Notes:
- Files only sync to the Standard Files field in Aptly (identified by the double check mark)
- Only files on Leases and Work Orders can sync
- Custom file fields are not supported for syncing
- File deletions are not synced between systems
- Only supported file types under 25MB will sync successfully
Max file size is 25MB.
Supported file types:
'docx',
'csv',
'doc',
'pdf',
'png',
'jpg',
'svg',
'jpeg',
'wav',
'mpg',
'mp4',
'gif',
'xls',
'xlsx',
'numbers',
'zip',
'txt',
'ppt',
'pptx',
'tiff',
'tar',
'rar',
'ics',
'mp3',
'wav'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.
- If a property is deactivated in Rentvine, it will be archived in Aptly. Upon reactivation, the property and unit must be manually reactivated.
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 | Current Balance | One Way | Maintained in Rentvine | Updated once a day with a full Rentvine Sync |
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) |
Leases | Files | Bidirectional | Can add a file in Rentvine or Aptly to sync. Deletion of files must be done manually in both systems | 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 | Bidirectional | Aptly does not push updates to RentVine. | Every 3–4 hours |
Vendors | Vendor Name and Info | Bidirectional | Vendor records in Aptly do not update RentVine. | Every 3–4 hours |
Vendor Contacts | Name, Phone, Email | Bidirectional | 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 | One Way (Aptly to Rentvine) | Internal comments sync to Rentvine notes | Real time |
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 |
Frequently Asked Questions
- I updated a location (building, unit, lease) in Aptly, but the changes don’t reflect in Rentvine.
- Ensure that you have 2-way sync enabled (Create/Update or Update Only).
- Check the Sync logs for errors. Open Card Sources > Rentvine > Sync Logs. Anything with red is an error.