Automatically transform incoming emails into cards on your Aptly board—it’s a smarter way to manage your tasks, leads, maintenance requests, invoices, and more.
Generating a Board Email Address
Each board in Aptly can have its own board-specific email address. When an email is sent to that address, Aptly automatically creates a card on the board for each message received. This feature is especially useful for capturing new leads, maintenance requests, or any inbound email communication that needs to be tracked and managed in your workflow.
How to Generate a Board Email Address
- Open Integrations
- Navigate to the board where you want to enable email intake.
- Click the Integrations icon (plug symbol) in the top-right corner of the board.
- Enable Board Email
- Select Board Email from the list of integrations.
- Toggle ON at the top of the screen.
- A unique board email address will automatically generate for that specific board.
- Copy and Use the Board Email Address
- Once generated, copy the address provided.
- Use this address wherever you receive notifications or incoming messages that should create cards.
- Example: For a Renter Leads board, set this address as the notification or forwarding email in your lead source platform (such as Zillow, Apartments.com, or your website form).
- Every email sent to this address will create a new card on your board.
- Regenerate the Email Address (Optional)
- You can regenerate the board email at any time if needed.
- Important: If you do this, make sure to update any external sources that send messages to the old address—otherwise, new cards won’t be created.
Configure Default Contact Type
Next, choose the default contact type for cards created from this board’s email address.
This ensures that contacts are automatically categorized correctly when new cards are created.
- Renter Leads Board → Prospect
- Owner Leads Board → Owner Prospect
- Maintenance Intake Board → Resident
Select the contact type that best matches the type of leads or messages you expect to receive. If a contact does not currently exist in Aptly, it will be created with that contact type
Optional: Create from Parsed Emails Only
You’ll also see a setting called Only Create from Parsed Emails.
- When toggled ON, Aptly will only create cards from emails that are supported by Aptly’s internal email parsers.
- When toggled OFF, Aptly will create a card for every incoming email, regardless of whether it matches a known parser.
✅ Recommended Setting: Keep this toggled off to ensure that no leads or requests are missed—especially if an email parser changes or requires an update from Aptly’s engineering team
Use Cases for Board Emails
Board emails help streamline workflows and keep your inbox clutter-free. Here are some examples:
- Renter or Owner Leads (most popular)
Use your board email as the notification email for lead sources.
- Invoices
Receipts from vendors turn into cards on your Invoices board when sent via email.
- Help Desk
Emails from residents will create a card directly to the help desk board. You can manage each email as a card with additional reporting metrics and automations.
What Gets Parsed?
When you use a board email address, all emails will be parsed according to the content available in the email.
Email Part | Aptly Field |
Subject | Card Title (only if Manual Card Naming is enabled) |
Body | Description |
Attachments/Inline Images | Files Field |
Sender | Related Contact |
Address | Preferred Rental or Address Field |
Email Parsers
Any email also runs through your existing email parser rules. For instance, Zillow lead notification emails will be processed just like if you’d manually set up a Zillow email parser, including contact details and preferred rental.