What Is an Integration?
An integration is a connection between Aptly and another software platform that allows information to move between systems automatically. Integrations help reduce manual data entry, keep information up to date, and create a more connected workflow for your team.
For example, an integration may allow:
- Property data to sync from your property management software into Aptly
- Lease information to update automatically between systems
- Work order statuses to stay aligned across platforms
- Communication tools to send or receive information in real time
- Listing, screening, or scheduling tools to share updates with Aptly
Rather than managing the same information in multiple places, integrations help ensure your systems are working together.
How Integrations Typically Work
At a basic level, integrations work by allowing two systems to exchange information through a secure connection.
In most cases, one system acts as the source of truth for certain information, while the other system receives or reacts to those updates.
Common Integration Workflow
A typical integration workflow looks like this:
- An action happens in one system
- That system sends updated information through the integration
- The connected system receives the update
- The information is processed and reflected in the other platform
For example:
- A lease is created in your property management software
- The integration sends that lease into Aptly
- Aptly creates or updates the lease automatically
- Your team can continue working from the Aptly Leases board
This process often happens automatically in the background without requiring manual updates.
Understanding Syncing Between Systems
One-Way Sync
Some integrations are designed as a one-way sync.
This means information only moves from System A to System B.
Example:
- Property information updates in your property management software
- Aptly receives those updates
- Changes made in Aptly do not send back to the property management software
Two-Way Sync
Other integrations support two-way syncing.
This means updates can move in both directions.
Example:
- A status changes in Aptly
- The connected system receives the update
- Updates made in either platform stay aligned
The direction of the sync depends on how the integration was designed.
What Information Can Be Shared?
Each integration supports different types of information depending on the connected platform.
Common examples include:
- Properties and units
- Leads and contacts
- Applications and screenings
- Work orders and maintenance requests
- Listing information
- Tour scheduling details
- Resident information
- Status updates and workflow stages
- Notes or activity history
Not every field or action will sync between systems. Some information may only exist in one platform.
Why Timing Matters
Integrations are not always instantaneous.
Some updates happen in real time, while others sync periodically on a schedule.
Depending on the integration, updates may:
- Sync immediately
- Sync every few minutes
- Sync after a specific action occurs
- Require a manual refresh or trigger
Because of this, it is normal for there to occasionally be a short delay before information appears in both systems.
Understanding Automations vs Integrations
Automations and integrations often work together, but they are not the same thing.
Integrations
Integrations move information between systems.
Example:
- A work order is created in your property management software and appears in Aptly.
Automations
Automations perform actions based on triggers or conditions.
Example:
- When a work order enters a certain stage in Aptly, an automation assigns a teammate or sends a notification.
An integration brings the information into Aptly, while automations help your team act on that information.
Common Reasons Data May Not Match Between Systems
Because integrations are designed differently depending on the connected platform, there may be times when information does not appear exactly the same across systems.
Common reasons include:
- The field is not supported by the integration
- The sync only works in one direction
- The update has not synced yet
- A required field is missing
- An automation changed information after syncing
- The information is managed independently in each system
Understanding which system controls specific information can help troubleshoot syncing questions more effectively.
Best Practices for Using Integrations
To get the most out of your integrations, we recommend the following:
Understand the Source of Truth
Know which platform manages specific information.
For example:
- Property details may be managed in your property management software
- Workflow stages may be managed in Aptly
Making updates in the correct system helps prevent confusion.
Review Your Automations
Automations can impact how information appears after syncing.
Regularly reviewing your automations can help ensure workflows behave as expected.
Allow Time for Syncing
If information does not appear immediately, allow a few minutes for syncing before troubleshooting.
Keep Integrations Connected
Some integrations rely on active credentials or permissions.
If a connection becomes disconnected, syncing may stop until it is reauthorized.
Integration Support
If you experience unexpected syncing behavior, your dedicated account team can help investigate.
When reaching out, it is helpful to include:
- The affected record or example
- What action was taken
- Which system the update was made in
- What you expected to happen
- Screenshots or timestamps when available
This information helps our team identify whether the behavior is expected, automation-related, or caused by a syncing issue.
Final Thoughts
Integrations are designed to simplify your workflow by connecting Aptly with the tools your team already uses. Understanding the basics of how information moves between systems can help you troubleshoot more effectively, build better workflows, and get the most value out of your connected tools.
While each integration may behave a little differently, the overall goal is the same: reducing manual work and helping your systems stay aligned.
You’ll find more information about your specific property management system and how it syncs here