Aptly allows Rentvine, Propertyware, Rent Manager, and Buildium users to draft leases within Aptly to create a draft lease in your respective Property Managment Software (PMS). Using Aptly Screening, you can complete the entire lead funnel without leaving Aptly.
Prerequisites for Drafting a Lease in Aptly
To draft a lease, the following items are required:
- Use Rentvine, Propertyware, Rent Manager, or Buildium as your Property Management Software.
- Enable 2-Way Sync (Create/Update) under Card Sources. This allows data from Aptly to sync with your connected Property Management Software.
- Approve an applicant in Aptly Screening.
- Once an applicant has completed the Aptly Screening process and has been vetted as a potential renter, you’ll want to approve the candidate. After doing so, the New/Match Lease link will appear on the screen in the Approval Center.
Set Up the Lease Start Card
Before creating a lease from an application, it’s important to configure your Lease Start card correctly. This ensures all required information flows seamlessly into your property management software and prevents errors during approval.
Step 1: Configure Contact Fields
Start by reviewing the contact fields on your Lease board. These fields determine which individuals are included in the lease and how they are categorized when pushed to your property management system.
- Navigate to your Lease Board
- Edit the Contacts fields (e.g., Residents/Tenants, Other Contacts)
For Residents/Tenants:
- Apply filters to ensure only relevant contact types are selectable:
- Applicant
- Future Resident
- Resident
For Other Contacts:
- Add filters for supporting contact types such as:
- Emergency Contacts
- Guarantors
- Minors
If your workflow separates these into different fields, you can apply more specific filters accordingly.
Step 2: Apply Filters to Property Fields
Next, review your Building and Unit fields.
- Ensure these fields have the correct filters applied so users can only select:
- Valid properties
- Available or relevant units
Step 3: Enable Required Fields
Finally, confirm that all required fields for your property management software are enabled on the Lease Start card.
- Review your integration or PMS requirements
- Enable any mandatory fields
Required Fields to Draft a Lease
There are specific fields required for each Property Management Software for the draft lease to be added.
To ensure that these fields are always completed before lease creation, toggle them on for the Start Card and as Required on the Leases board (see above).
Rentvine | Propertyware | Buildium | Rent Manager |
• Portfolio
• Building
• Unit/ Rentable Location
• Tenants/Residents
• Lease Start Date
• Lease End Date
• Move-In Date | • Portfolio
• Building
• Unit/ Rentable Location
• Tenants/Residents
• Lease Start Date
• Lease End Date | • Portfolio
• Building
• Unit
• Tenants/Residents
• Lease Start Date
• Lease End Date | • Portfolio
• Building
• Unit
• Tenants/Residents
• Lease Start Date
• Lease End Date |
How to Draft a Lease in Aptly
- To draft a lease in Aptly, click New/Match Lease after approving an applicant.
- In the pop-up window, select Create New Lease.
- Complete the required fields in the new pop-up window to create the Draft Lease to begin a new lease in your Property Management Software.
- Once you complete these fields and click Submit, Aptly will create the Draft Lease on the Leases board. Simultaneously, it will push the Lease information and contact information to your respective PMS.
- Begin the Lease Creation process in your Property Management Software with all the important details from the Application.