Use LeadSimple to manage all your processes, including maintenance!
Learn how to set up and use LeadSimple's Maintenance product by either following the video, or following the steps on this article.
Part 1: Setting Up the Integration
LeadSimple syncs Work Orders created in Buildium to a special process, purpose-built to streamline your maintenance flow.
The first step is to configure your Buildium integration to sync Work Orders: watch this video or walk through the steps below!
Don't have Buildium connected to LeadSimple yet? Start here.
1. Update Your Buildium Integration
You'll need to start in Buildium and go to Integrations → My Integrations in the bottom left. You may see a prompt to update the LeadSimple integration. If so, click on it to proceed. (This will grant LeadSimple the permissions needed for 2-way.)
Now that you've confirmed your Buildium & LeadSimple integration is up to date on Buildium's side, head back over to LeadSimple.
2. In LeadSimple, click Settings → Integrations, then select Buildium.
3. Click on the Buildium Integration and expand the Sync Work Orders section.
4. Use the toggle to turn on Sync Work Orders.
5. Under Process Template, choose Use a recommended Work Order process template (more details below).
a. Selecting "Use a recommended Work Order process template" will automatically populate our recommended work order template
b. Selecting "Use my existing Work Order process" will allow you to integrate the 2-way sync with an existing work order process you already have.
6. Choose which types of Work Orders you want to sync.
7. Decide if you want to sync past Work Orders or not.
8. Hit Save! Now your integration will start a one-time full resync of your data (which can take anywhere from 2 to 24 hours).
9. If you would like to have your stages in LeadSimple control the status of the work order in Buildium, you'll need to map the stages and statuses. Click on the integration again and open the Work Orders section.
Now your settings will say Use an Existing Work Order Process, linked to the new Work Order process that was just added to your account.
First, map your Tenant and Vendor contact roles. Then map your statuses from Buildium to whichever stage you would like them to sync to in LeadSimple. If there are stages that don't correlate exactly, you can add additional stages in your process by clicking Edit Process Stages Here.
Ensure that each stage is only mapped to one status in Buildium.
Important note: We will drive the status update from LeadSimple, so you will still need to start with LeadSimple to update the stage/status. This ensures that you won't accidentally move a work order to a stage your aren't aware of by changing the status in Buildium.
Please Note: turning on Work Orders will trigger a one-time full resync of your data from Buildium as we sync over your unit/property maintenance data.
Depending on how far back you chose to sync and how many units you manage this could take from 2 to 24 hours.
After this full resync completes, work orders will sync into LeadSimple every 5 minutes.
"What if I want to sync Work Orders to a custom work order process I already created?"
"What if I want to sync Work Orders to a custom work order process I already created?"
Under the Process Template section, you have the option to sync AppFolio Work Orders to an existing Work Order process, if you have one.
This is useful if you already use LeadSimple to handle maintenance and want to continue using that process.
If you want to do this,
Select Use my existing Work Order process.
Choose the Process Type you want to use.
Indicate which contact roles in that process are associated with the Tenant and Vendor respectively. This ensures we can sync those contacts correctly from AppFolio.
Hit Save!
Part 2: How LeadSimple Maintenance Works
Buildium work orders sometimes start out as "tasks". No worries, those will still trigger a corresponding work order in LeadSimple, and they will stay linked even after the Buildium "task" becomes a true "work order"!
If you start the work order in LeadSimple, we will wait to create the work order in Buildium until you assign a Vendor inside LeadSimple, as that is the point at which Buildium considers it a work order.
Once you set up your integration, you will see a new Process Type called "Work Orders" (assuming you didn't choose to use an existing process type above).
New Work Orders will sync here from Buildium. If you chose to sync past work orders when configuring the integration, those will sync here too.
You can manually create Work Orders from LeadSimple too. Just click the "Start Process" button and create a new process like you normally would!
Running the Work Order Process
Click an active Work Order in the list, and you'll see all the details you're accustomed to, easy to review!
Use the Stages and Tasks to power troubleshooting, scheduling, communication and much more. The best-practice template contains a full maintenance workflow, developed with help from experts in the property management industry.
Edits & Two-Way Sync
Edits made to the Work Order in LeadSimple will sync back to the Work Order in Buildium to keep it up to date! The opposite is also true; Buildium will sync changes to the Work Order back into LeadSimple. Say goodbye to double data entry!
You can easily assign vendors to the Work Order, without leaving LeadSimple.
Just scroll down in the right-hand context panel and click Add Vendor to this process.
You can also use Conditional Logic to have steps appear or not appear whether the vendor is assigned or not. Use the Assigned Vendor ID in your conditional logic.
You can quickly view the Work Order, Property, Owner, Tenant, and Vendor in Buildium with one click in LeadSimple! Find and click on the Buildium logo to take you directly to that record in Buildium.
Frequently Asked Questions
Is there a separate portal that my owners, tenants, or vendors need to log into?
Is there a separate portal that my owners, tenants, or vendors need to log into?
No, your owners and tenants can use the Buildium portal to submit work orders and your vendors can also log in there as needed as all data will sync directly to LeadSimple.
Communication to owners, tenants, and vendors can all go out from the process in LeadSimple so that all communication is automatically tracked and easy to find.
Can the type of work order (Resident, Internal, Unit Turn, Recurring) be used as conditional logic to determine any tasks firing off?
Can the type of work order (Resident, Internal, Unit Turn, Recurring) be used as conditional logic to determine any tasks firing off?
Yes it can! This is a great way to ensure that communications don't go out when the work order is an internal work order for example.
Buildium work orders start as "tasks", then become work orders once a vendor is assigned. At what stage will they sync to LeadSimple?
Buildium work orders start as "tasks", then become work orders once a vendor is assigned. At what stage will they sync to LeadSimple?
We sync them at the task stage, as we identify the owner or tenant maintenance request as a potential work order, then follow it even once it transitions to being a true work order in Buildium.
What Work Order data syncs back and forth between Buildium and LeadSimple?
What Work Order data syncs back and forth between Buildium and LeadSimple?
Type [unit turn, resident, owner, internal]
Priority [urgent, normal, low]
Property
Unit
Requesting Tenant
Requesting Owner
Job Description
Tenant Remarks
Work Order Number
Assigned Vendor
Vendor Trade
Entry Allowed
Vendor Instructions
Entry Notes
Tenant Availabilities
Created At
Responded At
Assigned At
Work Completed At
Invoice Received At
Completed At
Canceled At
Can't be synced, but can be tracked in LeadSimple:
Assigned Tech
Scheduled At
Scheduled Start
Scheduled End (can't be synced, but can be tracked in
How often do Work Orders & updates sync between systems?
How often do Work Orders & updates sync between systems?
Work Orders sync to and from Buildium every 5 minutes.
What are the available merge tags for work orders?
What are the available merge tags for work orders?
{{work_order.job_description | default}}
{{work_order.priority | default}}
{{work_order.work_order_number | default}}
{{work_order.entry_allowed | default}}
{{work_order.entry_notes | default}}
{{work_order.vendor_instructions | default}}
{{work_order.tenant_remarks | default}}
{{work_order.scheduled_start | default}}
{{work_order.scheduled_end | default}}
{{work_order.work_completed_at | default}}