Use LeadSimple to manage all your processes, including maintenance! Learn how to set up and use LeadSimple's Maintenance product below.

This article includes instructions for Rentvine users. If you use AppFolio, read these instructions instead.

Setting up the Integration

LeadSimple syncs Work Orders created in Rentvine to a special process, specifically built to streamline your maintenance flow.

The first step is to configure your Rentvine integration to sync Work Orders: watch this video or walk through the steps below!

Don't have Rentvine connected to LeadSimple yet? Start here.

From LeadSimple, navigate to Settings > Integrations.
Click on Rentvine on the Integrations screen; then click the integration to open the settings for it.
You'll see this window pop up. Open the Sync Work Orders section.
Turn on Sync Work Orders.
Under Process Template, choose Use a recommended Work Order process template (more details below).
Choose which types of Work Orders you want to sync.
Decide if you want to sync past Work Orders or not.
Hit Save! Now your integration will start a one-time full resync of your data (which can take anywhere from 2 to 24 hours).
If you would like to have your stages in LeadSimple control the status of the work order in Rentvine, 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 Rentvine 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 Rentvine.

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 Rentvine.

Please Note: turning on Work Orders will trigger a one-time full resync of your data from Rentvine 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?

Under Process Template, you have the option to sync Rentvine Work Orders 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 Rentvine.
Then map your statuses from Rentvine 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 Rentvine.
Hit Save!

How LeadSimple Maintenance Works

Once you set up your integration, you will see a new Process Type called "Work Orders Best Practice" (assuming you didn't choose to use an existing process type above).

Creating Work Orders

New Work Orders will sync here from Rentvine. 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 a 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.

Note: You can set up your integration to update the status of work orders in Rentvine when you change the stage in LeadSimple. See Step 9 in the setup instructions above.

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 Rentvine.

Vendor Assignment

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.

Provided you choose a Vendor that was synced from Rentvine, this assignment will sync back to Rentvine accordingly.

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:

Note that this field is only available in Conditional Logic. 👍

Edits & Two-Way Sync

Edits made to the Work Order in LeadSimple will sync back to the Work Order in Rentvine to keep it up to date! The opposite is also true; Rentvine will sync changes to the Work Order back into LeadSimple. Say goodbye to double data entry! 🎉

See the full list of which fields sync back and forth below.

Learn more about our two-way sync with Rentvine for other operational processes here.

Accessing Rentvine & Printing Work Orders

You can quickly view the Work Order, Property, Owner, Tenant, and Vendor in Rentvine with one click in LeadSimple! Find and click on the Rentvine logo to take you directly to that record in Rentvine.

You can also easily print the Work Order details to attach and share with third parties.

Create Custom Work Order Dashboards

Don't forget to update your process views and dashboards to increase efficiency and allow for some quick reporting on your maintenance process.

Update Dashboard Columns

Update your dashboard columns to get relevant information right at your fingertips without having to click into each work order.

Simply click the gear icon on the right of the columns (you may need to scroll to the right for it to appear).

Then select the columns you would like to include and drag and drop their order. You can have up to nine columns.

Then click Change Columns and your columns will be updated!

You can also add filters to the dashboard to filter by priority, active/complete, stage, assignee, and much more!

Make sure to save the view so you don't have to update the columns and filters every time. You can create multiple views so it's easy to pull the list of active, overdue, resident/internal/unit turn, high priority work orders, etc.

Work Order Status Updates & Stage Changes

Note: You can set up your integration to update the status of work orders in Rentvine when you change the stage in LeadSimple. See Step 9 in the setup instructions above.

Note that status changes to the Work Order in Rentvine will not update the stage of the corresponding Work Order process in LeadSimple.

What Work Order data syncs back and forth between Rentvine and LeadSimple?

This is a comprehensive list of the data that syncs from Work Orders in Rentvine:

Type [unit turn, resident, owner, internal]
Priority [urgent, normal, low]
Property
Unit
Requesting Tenant
Job Description
Tenant Remarks
Work Order Number
Assigned Vendor
Assigned Tech
Vendor Trade
Entry Allowed
Vendor Instructions
Entry Notes
Tenant Availabilities
Scheduled Start
- Note that you can have the date & time in LeadSimple, but only the date will sync to Rentvine as this is a date-only field in Rentvine
Scheduled End
- Note that you can have the date & time in LeadSimple, but only the date will sync to Rentvine as this is a date-only field in Rentvine
Created At
Responded At
Assigned At
Scheduled At
Work Completed At
Invoice Received At
Completed At
Canceled At

How often do Work Orders & updates sync between systems?

Work Orders sync to and from Rentvine every 5 minutes.

What are the available merge tags for work orders?

They are the following:

{{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}}

Why do the work order merge tags not appear in my merge tag list in my account?

If you do not see the work order merge tags in your list, it may be that your process is not categorized as a maintenance process.

Go to General under Process Settings and you can update the process category.

Is there a separate portal that my owners, tenants, or vendors need to log into?

No, your owners and tenants can use the Rentvine 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.