With HappyCo's Entrata integration, you can automatically create inspections, tasks and make ready projects, helping you to manage your properties with ease.

🏗️ Looking for steps on how to set up the integration? Setting up your Entrata Integration →

Key benefits

🏘️ Sync your properties, units and their residents Integration syncs all properties and units into HappyCo and ensures all units are identical in Entrata & HappyCo. This syncs every 24 hours.

⏰ Schedule inspections when a resident is given notice, moves out or in Integration will automatically create any new move out or move in inspections. A report can be created upon completion and these PDF reports will be synced back as a lease document.

🧹 Create Make Ready projects Integration creates Make Ready projects in HappyCo and syncs inspection reports back to the resident moving out in Entrata. Optionally, you can allow tasks in these Make Ready projects to sync to Entrata as a work order.

✅ Keep your work orders and tasks in sync New work orders created in Entrata will sync to HappyCo as a task; new tasks in HappyCo will sync to Entrata as a work order; and updates to either will sync as well.

🛠️ Create work orders from inspections Upon completion of an inspection in HappyCo, all items where a work order may be required will be created as a task in HappyCo which then can be automatically and immediately sync to Entrata as a work order.

How the integration works

Sync properties, units & residents

Once setup, the integration can import all properties if desired, along with their units. The primary resident for each lease will then be synced automatically, for use with Tasks and Resident Inspections.

Any changes to these units in Entrata (such as being removed, renamed, etc) are updated back into HappyCo every 24 hours.

The following information is retrieved from Entrata for units:

• Building
• Floorplan
• Unit Type
• Unit Bedrooms
• Unit Bathrooms
• Square Feet
• Market Rent
• Address
  • Line 1
  • Marketing Name as Line 2*
  • City
  • State
  • Country
  • Postal Code

*Units may be imported as Room Spaces for Student Housing properties

In addition, the following information is retrieved from Entrata about residents:

• Name
• Email
• Phone Number
• Lease Start
• Lease End
• Move In Date
• Notice Given Date
• Move Out Date
• Charge*
  • Code
  • Description
  • Amount
  • Frequency
  • Start
  • End

*Importing resident charges is in experimental and requires additional setup in HappyCo.

Schedule make ready projects

When a resident has been scheduled to move out in Entrata, a Make Ready Project can be scheduled within the next day. Each project will be created with the default tasks and inspections you have configured. These tasks will then sync back as work orders in Entrata.

By default, projects are created 60 days before the move-out date, but this window can be customized (e.g., extended to 90 days) based on your business needs by contacting HappyCo support.

The project starts the date the resident is due to move out. However you can set tasks and inspections to be due before this time, such as a pre-move out inspection.

If the move out date for a resident is updated in Entrata, project will be shifted to start on this new date including the due dates of the uncompleted tasks and scheduled inspections. The change will be synced within 24 hours.

Schedule inspections when a resident moves in/out

Inspections can be scheduled based on:

• The lease from date
• When a resident moves in
• The date the resident is scheduled to move out (Move Out) Note: It is recommended to schedule move out inspections using the project creation feature of this integration.
• When a resident is given the notice to vacate (Notice Date) Note: It is recommended to schedule pre-move out inspections using the project creation feature of this integration.

For each of these, a single inspection can be created, allowing up to 4 inspections, one for each type. If you're looking to have multiple inspections triggered by a move out event, we recommend using projects to accomplish this.

The integration will check if any new inspections need to be created once every 24 hours.

Sync inspection reports

Reports will be synced back as a PDF to the corresponding lease documents.

Inspections scheduled standalone from Entrata

Reports from scheduled inspections based on the integration above can have the reports synced back to the Resident in Entrata.

If an inspection is created manually by an inspector, the report will not be synced back to the resident in Entrata.

Inspections scheduled as part of a make ready project

You have the option to enable certain reports from project inspections to be synced back to the resident moving out.

To enable syncing these reports, you will need to provide the names of which templates you'd like to sync back to the previous resident, which can be customized on a per property basis.

By default this is disabled because there are risks with unintentionally syncing back inspections not intended for the resident moving out (such as move-in inspections).

Keep tasks & work orders in sync

The integration will ensure that the Tasks in HappyCo and work orders in Entrata are kept in sync.

Optionally ignore specific types of work order

By default, all work order types will be imported from Entrata. However specific work order types such as Make Ready or Renovation can be excluded within our HappyCo task import integration configuration.

Initial Import of Work Orders

When setting up an integration initially for Tasks, we generally import all work orders created in the last 90 days. This can be further back if required. Ongoing we check existing work orders created in the last 90 days for status changes.

Raising a Work Order in Entrata

When creating a work order in Entrata, a corresponding task will be created within the next 15 minutes. The attributes of the Task created from the Entrata Work Order are as follows:

Entrata → HappyCo

Syncing a new Task to Entrata

The attributes of the Entrata work order created from a Task are as follows:

HappyCo → Entrata

Changes to Description in HappyCo

After the first time a task is synced with Entrata and back (under 15 mins), the description field in HappyCo will be formatted so that there are the titles Description, Location, Entry Notes and Pet Info. Underneath these titles will show the content of these fields within Entrata. Updating them in the Task description will sync back to Entrata (only Description and Entry Notes). If the titles are removed then the entire description will become the Description.

Mapping categories, priorities and statuses

When a task is created, it is set with a category, priority and a status. These are generally fixed values within the HappyCo ecosystem for standardization purposes. However when creating a work order in Entrata, these systems have different categories, priorities and statuses.

As such during the setup process, a map is configured for each of these values. In Entrata these are entirely customizable and each must be individually mapped. For example you may have a Mold category with corresponding sub-categories. This can be mapped so that when a Task is created in HappyCo with Mold subcategory, that the corresponding work order is set with the Mold category in Entrata.

Likewise, a map can be developed for statuses and priorities to support these use cases.

Work Order Location

HappyCo currently uses a basic algorithm to choose the in-unit/property location for the Maintenance Category and Problem chosen through the mapping. The accuracy of this data therefore may not be reliable.

Recurring Work Orders in Entrata

Entrata does not allow HappyCo to make updates to Recurring Work Orders in their system.

Optionally sync Project Tasks

By default, all tasks that belong to a project will also have a work order created in Entrata. However this is entirely optional and can be disabled if you would like to keep your make ready tasks only in HappyCo.

Create inspections customized to the unit's floorplan

The number of bedrooms and bathrooms per unit can be used to automatically insert the right number of bed and bath sections into an inspection.

To enable this in a template, click on a section and check Multiple section based on number of rooms, and then select the room type the section is (either Bedroom or Bathroom).

Setting up your Entrata integration

Step 1: Add HappyCo as an API User in Entrata

First, have an Entrata admin navigate to Apps > API Access. Next, give the HappyCo application access to the following API endpoints:

API Access Endpoints Required

Step 2: Confirm Maintenance Settings

The integration requires certain settings for Work Orders to sync properly.

• In Entrata, navigate to Residents > Maintenance > General Settings
• Set the following values for each setting
  • Show Category > Problem with Work Order Creation = Yes
  • Default Permission to Enter for Entrata Generated Work Orders = No
  • Allow for the AI Generation of Closing Notes = No
    • If you do not plan to sync closing notes from HappyCo to Entrata, this setting can be set to Yes

Step 3: Provide login details for API User

To access your Entrata instance, we will need your organizations API URL:

• Example API URL: https://apis.entrata.com/ext/orgs/**myorg**/v1
  • “myorg” needs to be replaced with the subdomain of your organization, which is typically the name of your org in Entrata

Once we receive the URL, we can confirm that we have the necessary access to complete the remaining setup by the HappyCo team.

Sync Frequencies

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