Your syndicated listings (Zillow, Apartments.com, etc.) can display different contact details depending on where the renter interacts with your listing.
Because Aptly uses both a syndication feed and a listing widget, you may need to update contact info in more than one place.
This guide explains where each contact appears and how to update it.
How Contact Information Works
There are two types of contact information involved:
Location | Where the renter sees it | Controlled By |
Syndication feed | Contact shown on listing sites (Zillow, etc.) | Syndication Settings |
Listing widget | Contact shown after clicking Apply / View Details | Listing Settings + Listing Overrides |
1) Update Contact for Syndicated Listing Sites
(Zillow, Apartments.com, etc.)
This controls who receives inquiries directly from listing websites.
Steps
- Go to Locations → Listings
- Click Syndication
- Enable syndication (if not already enabled)
- Find Lead Notification
- Choose one:
Option A — Property Leasing Agent
Uses the agent assigned on the property/listing card.
This is determined by:
- Property Manager field on the Unit card
- Leasing Agent assigned to the card
➡ The assigned user’s contact info will be sent in the syndication feed.
Option B — Specified Contact Info
Manually enter:
- Contact Name
- Contact Email
- Contact Phone
➡ This contact will appear on all syndicated listing sites.
2) Update Contact Shown Inside the Listing Widget
(After renter clicks Apply Now, Tour, or View Details)
This controls what renters see after leaving Zillow and landing on your Aptly listing page.
Steps
- Go to Boards → Listing Settings
- Scroll to Boards section
- Select which Contact Field appears on listings
You can choose the contact stored on:
- Property
- Unit
- Custom contact field
3) Configure the “Contact Us” Form (Create a Lead Automatically)
Instead of sending an email, you can have renters submit a form that automatically creates a card in Aptly.
This is useful if you want inquiries to immediately enter your leasing workflow, automation, or pipeline.
When enabled, renters will see a Contact Us form in the listing widget. After submission, a card is created on the selected board.
Step 1: Create the Form
- Go to the board where you want renter inquiries to appear
- Open Forms
- Create a new form
- Add the fields you want prospects to complete (name, phone, move-in date, pets, etc.)
- Save the form
Step 2: Connect the Form to the Listing Widget
- Go to Boards → Listing Settings
- Scroll to Contact Us Form
- Enable Use Form
- Select:
- Board – where the card will be created
- Form – the form renters will complete
What Happens After Submission
Action | Result |
Renter submits the form | A new card is created automatically |
Card location | Selected board |
Workflow | Automations, tasks, and notifications can trigger |
Why Use This
Using a form instead of a basic contact email allows you to:
- Capture structured lead data
- Automatically route inquiries
- Trigger leasing workflows
- Track non-application interest
This is the recommended setup if you want website inquiries to enter your leasing pipeline instead of a general inbox.
4) Set Global Contact Us Information
This controls how renters contact your team from the listing widget.
- Go to Boards → Listing Settings
- Scroll to Contact Us Information
- Enter the contact details
This is especially important if you use the listing widget for:
- Applications
- Screening
- Showing scheduling
5) Override Contact on an Individual Listing
You can customize contact info for a single property.
Steps
- Open the listing
- Scroll to the bottom
- Edit:
- Leasing Contact Info
- Contact Us form
These overrides replace your global listing settings.
What Renters Actually See
Renter Action | Contact Source |
Viewing property on Zillow | Syndication Lead Notification |
Clicks Apply / View Details | Listing Widget Contact |
Sends message from widget | Contact Us Form |
Property-specific override exists | Listing override replaces global settings |
Important
Changing the contact in only one location may not update everywhere.
To fully update your listing contacts, verify:
- Syndication lead notification
- Listing widget contact field
- Contact Us form
- Any listing overrides
By keeping all three areas aligned, you ensure renters always reach the correct leasing contact no matter where they start their search.