Frequently Asked Questions

We integrate with:

Find a full list of PMS integrations in this help article:

All PMS integrations support a sync of contacts (resident, tenant, owner), locations (both occupied and vacant), leases, and vendors.

Use the PMS integration to view contact and location information without having to toggle platforms. Consolidate all conversations and tasks (inspections, pet applications, dispositions...anything!) to contacts in Aptly for a single, consolidated record on your residents, tenants, owners, and leads.

We support integrations with Microsoft Office 365 and Gmail.

Yes. Aptly syncs your inbox in real time. It’s best to use Aptly for all communications in order to prevent delays.

Aptly only integrates with Gmail and Microsoft365.

Microsoft Office 365 users and Gmail users can integrate their mail calendar in Aptly.

Yes! In fact, using Aptly as your primary email platform is recommended to use our features harmoniously. This provides a consolidated platform that connects all work, including email.

Emails that are scheduled for later are found in the Outbox. This folder needs to be toggled on to view it in your list of inbox folders.

We use a proxy phone number provider, Twilio, to mask your existing phone number(s) and route all phone calls and text messages in Aptly. You can use a proxied number on personal phone lines and shared phone lines.

You can add a shared phone number and select users who have viability and usage permissions to the line (ie a tenant service team share a tenant service line).

Personal lines work like personal inboxes in that they are private to the user (ie an independent contractor leasing agent uses this phone number in ILS syndication and calls and text on their portfolio are only visible to the leasing agent).

Admins have a special permission option that allow them to see all lines and activity on those lines for both shared and personal phones alike.

Yes. You can, by default, record all calls and review them in-app at any time.

Yes. A few use cases for this might be receiving a picture of a photo ID for prospective tenants prior to the showing or sending a copy of a lease to a tenant.

Yes. We have a best practice recommendation of "burring" the personal Aptly phone lines (re-route to the individual) in the phone tree so you do not have to provision your main existing phone number.

Yes, we have a mobile app for Apple and Android stores. Visit your respective app resource to download the lastest version.

No. We use internal comments to communicate with team members. You can @mention your teammates on emails and cards.

Yes. We support a guest user role for people you wish to see and interact with your task management boards without being able to use inbox, phone, or settings functionality.

A use case for this role would be inviting vendors as limited users and assigning them tasks -- like pool servicing -- and allowing them to see contact details of tenants in need of pool servicing, making comments on tasks, filling in custom filed requirements, and moving cards to a done state when the servicing is complete.

You can send customer satisfaction surveys to specific contact types (like owners, tenants, and prospects) upon closing of an email or when you move a task management card into a pre-configured closed stage.

Aptly task management boards, or Boards, are integrated with your inbox, phone, and PMS. You can create cards directly from your inbox and relate the card to a contact in your PMS.

For example, owner John Smith emails you requesting a random inspection for his tenant. You would convert this email into a card and attach it to an Inspections board where the owner, tenant, and location will be related and the inspection card -- and the details (fields) you choose to contain in that card like the inspection date and report -- will forever be related to the owner, tenant, and location records.

Yes, but ours are property management-specific and were designed by seasoned property management and property management technology professionals. Boards can be installed complete with custom fields, communications templates, and checklist templates. All template boards can be customized.

The best thing to do is to create Miro Boards of your processes. This will aid you in creating your boards.

Cards are kanban boards containing separate cards of information used for data storage or linear staged-based tracking.

kan•ban: 1. a Japanese manufacturing system in which the supply of components is regulated through the use of an instruction card sent along the production line. 2. a source of highly entertaining Google search memes:

There are several reasons. The biggest being PMS integration (which allows you to reference and/or link contact and location information to an Aptlet card) and communication integration. You can create cards from email or text conversations as well as communicate from cards without leaving the Aptly platform.

Cards are best used in the beginning to organize processes that you're managing in fragmented or outdated technology, like spreadsheets. Think, inspections, make-ready statuses, complaints, and employee onboarding.

Cards can also be used to make "tribal knowledge" visible, usually contained in personal notebooks or scattered across several platforms. Think, new hire training, to-do lists, vacation requests, and an internal knowledge base.

We did! Aptly, as a company, migrated several processes into Cards. From employee vacation requests (which used to be completely unorganized and non-visible) to our customer onboarding (which used to be managed in Trello) to our engineering backlog (which used to be managed in Jira). Our most valuable migration has been eliminating the ultra-expensive, yet under-utilized CRM, Salesforce.

Cards are visible to everyone who has access to the board. If you wish for certain cards to be private, you’ll need to change the Board’s access to private and @mention your team on the cards you want them to see.

Contact Aptly's Customer Success team to discuss your company needs at help@getaptly.com. We have several options to support you.

Check out our Boards Articles. You can also take our free Aptly Academy course: Boards and Cards.

Yes, they do. When connecting a new phone line in Aptly, there are two options to connect: add a new Twilio account or connect an existing Twilio account. Twilio is integrated with Aptly and all phone calls are sent through Twilio.

You can unarchive a card in two ways - you can make an update to the card or search for the card and unarchive it. To un-archive, click on the three vertical dots in the top right corner of the card. Choose Re-open.

Contacts cannot be bulk updated. You will have to manually update each contact. This alleviates the possibility of error.

A private card will remain visible only to users with access to the private card’s board. To add access to a single private card, you can @mention a user and they will have access to the single card. You can also allow a user limited/restricted access to a board.

Partly yes. If you merge 2 cards and need to unmerge them, you can easily do so for a card on a board. When it comes to locations and contacts, you cannot unmerge these once they are merged.

To unmerge:

The archived card will move to the stage it was in when it was merged. This does not completely unmerge 2 cards. The previously merged card will remain with all the information from the combined cards. The cards will be unlinked.

You can ensure that spellcheck is enabled in the settings of your browser and/or add the Grammarly Chrome Extension. Both of these options will run spellcheck on multiple sites, including Aptly.

A filter allows you to pull particular data on a board into a filtered view. Click on the View button in the top right of the board view. Then, click on Add Filter at the bottom of the list.

To see a different view of your boards, click on the View button. Then, select the filter on the drop-down. To clear the view, choose All from the dropdown.

Archived and Deleted Cards can be found by clicking on the View button above stages in the top right. Deleted Cards remain in the Recycle Bin for 30 days.

A card remains archived unless there is activity on the card. Activity can be comments, stage changes, update fields, etc.

There are a couple of reasons why a card isn’t being created correctly from an email.

There can be several reasons a merge field isn’t working.

The communication templates live in one main place - the Template Library. You can have specific templates show on a board by updating the settings for the template in the Library. If you create a template on a board, the template will automatically show on that board once it is saved.