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Swiftlane <> AppFolio Integration
Swiftlane <> AppFolio Integration
Saurabh Bajaj avatar
Written by Saurabh Bajaj
Updated over a month ago

Summary

AppFolio is a widely used Property Management system across USA. It is well suited for small and medium buildings.

Swiftlane has build an integration with AppFolio using their scheduled reporting feature. Customer admins can schedule reports to be generated and sent over email to them. The report will have data about recent changes in their resident’s list (add / update / removed tenants, etc.)

Swiftlane generates an email ID specific to the customer account for this integration and customer admins can schedule a report in AppFolio to be received on this email id. Swiftlane then processes the report and adds / updates / deactivates users based on it.

Integration Configurations

Create AppFolio Connection on Swiftlane

  • Go to admin dashboard (admin.swiftlane.com) → Integrations → AppFolio. Click “Configure” in the AppFolio box

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  • Click on “Add Connection” button to create a new connection with AppFolio

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  • Provide Property Name and Description. This page also provides the next steps to be followed on AppFolio portal.

    Make note of the steps and all required attributes to be added in Scheduled Report.

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  • Once you click on “Add Connection” in this screen, Swiftlane will generate a unique email ID and will be shown against the newly added connection. Copy this email ID

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  • The connection status is “Configurations Pending”. Please leave it at that for now. We will make config changes after the AppFolio report is scheduled

  • Click on Edit and view the email address listed where the Scheduled reports should be sent

AppFolio Configurations for Scheduled Report

  • Login to AppFolio dashboard and go to Reporting and Create a Tenant Directory Report

  • Use the CSV output format and keep the default selected fields

  • Then go to Scheduled Reports and create a daily scheduled report in CSV format for the Tenant Directory

  • Configure a new report for Tenants.

  • Here, select the required fields mentioned on Swiftlane Dashboard for this report and also schedule the report as per your need (most people schedule daily or weekly).

  • Add Swiftlane generated email id as Recipient for this report.

  • Please make sure all mandatory fields are part of the report and report format is .CSV

  • Below are few screenshots from AppFolio Dashboard -

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Swiftlane - Integration Configurations

  • Go to the newly created AppFolio connection in Integrations → AppFolio (Configure) → Click “Edit”

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  • Admins can configure various settings on this page. Below are the details

    • General section lists basic info about AppFolio connection - non editable fields like Connection Name, Description, Email ID (for scheduled report) and Status

    • Access Groups:

      • Admins can select one or more existing access groups in Swiftlane account

      • When Sync with AppFolio happens (i.e. scheduled report is received and processed), then all newly added tenants will be added to Swiftlane and will get added to these selected Access Groups

      • Those tenants will get all accesses to the doors that these default access groups have

    • Create Intercom Directory Entry? (Yes / No)

      • If “No” is selected, the newly added tenants during sync will not get their tenant entry created in Intercom Directory and their visitors won’t be able to make intercom calls to them unless admins manually create entry for them

      • If “Yes” is selected, admins get option to choose how they want to display their tenant’s name on Swiftlane readers. They can choose “Tenant Entry Creation Rule” and format can be selected from available formats

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    • Auto-Sync:

      • If turned On, it’ll immediately process the scheduled report as soon as it’s received.

      • If turned Off, the scheduled reports received will be ignored.

    • Send Auto-invites?

      • If turned On, it’ll immediately send out Swiftlane invite email to all newly added tenants during sync (report processing). They will be in “Invite Sent” status and they will be able to start accessing doors as per their access group.

      • If turned Off, the newly added tenants won’t get Swiftlane Invites and they will remain in “Not Invited” status. Tenants won’t get access till they get the invite. Admins can manually send invites in bulk from Users section as well.

    • Tenant Directory Settings

      • Admins can select list of sites in existing Swiftlane account

      • If “Create Intercom Directory Entry?” is set as Yes, then the tenant’s entries will be created in all selected sites

      Here is the screenshot of configurations page -

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  • File Logs

    • It has list of all files received on the Swiftlane generated email id along with timestamp of when they were received

    • Admins can download the files as well

    • This is mainly for debugging purpose, if something goes wrong with the sync

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  • Sync Logs

    • These are the logs of all actions happened after file processing

    • It has events like file processing error, new tenants added, old tenants deactivated, tenant entries created, etc.

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