This article covers the detailed behaviors, limitations, and field-level sync details for work order sync between HappyCo and Entrata. For a high-level overview, see the Entrata Integration Overview →.
Work Order Creation
Entrata → HappyCo
When a work order is created in Entrata, a corresponding work order appears in HappyCo within 60 minutes.
View synced fields
| Entrata Field | HappyCo Field | Notes |
|---|---|---|
| Unit / Property | Location | If no unit, links to property. Location accuracy may vary. |
| Maintenance Category / Problem | Work Category | Based on mapping config |
| Maintenance Status Type | Status | Based on mapping config |
| Priority | Is Urgent | Based on mapping config |
| Scheduled Start | Scheduled Date | |
| Permission to Enter | Permission to Enter | |
| Resident of Unit | Resident | |
| Reporting Resident | Resident (reporter) | Only if the reporting resident is a primary resident |
| Maintenance Description, Maintenance Location, Entry Notes, Pet Info | Description | Combined into a formatted description with labeled sections; see Description Format below |
| Assignee | — | Not used — defaults to Unassigned |
| Created By | — | Not used — defaults to "Entrata" |
HappyCo → Entrata
When a work order is created in HappyCo, a corresponding work order is created in Entrata near-instantaneously.
View synced fields
| HappyCo Field | Entrata Field | Notes |
|---|---|---|
| Location | Unit | If no unit, links to property |
| Work Category / Sub-category | Maintenance Category / Problem | Based on mapping config |
| Status | Maintenance Status Type | Based on mapping config |
| Is Urgent | Priority | Based on mapping config |
| Permission to Enter | Has Permission To Enter | |
| Completed At | Completed Date Time | |
| Associated Lease | Active Lease (linked) | Links the work order to the active lease in Entrata, if available |
| "Description" text in Task Description | Access Notes | Only the main description section syncs back to Entrata |
| "Entry Notes" text in Task Description | Entry Notes | If empty and there is an active lease without permission granted, Entrata will be set to "Permission required for entry, contact resident" |
| Scheduled Date | — | Not used |
| "Location" text in Task Description | — | Not used — does not sync back to Entrata |
| "Pet Info" text in Task Description | — | Not used — does not sync back to Entrata |
Work Order Updates
HappyCo → Entrata
When a work order is updated in HappyCo, the following fields sync to Entrata near-instantaneously:
- Status → Maintenance Status Type (based on mapping config)
- Is Urgent → Priority (based on mapping config)
- Permission to Enter → Has Permission To Enter
- Completed At → Completed Date Time
- "Description" text → Access Notes
- "Entry Notes" text → Entry Notes
Note on Recurring Work Orders: HappyCo cannot push updates to recurring work orders in Entrata. Changes made in HappyCo to recurring work orders will not sync back.
Entrata → HappyCo
Updates made in Entrata sync back to HappyCo within 60 minutes.
Work Order Description Format in HappyCo
When a work order is imported from Entrata, the HappyCo description is formatted with labeled sections to preserve Entrata's field structure:
<maintenance description> Location: <location> Entry Notes: <entry notes> Pet Info: <pet info>
Of these labeled sections, only the main description text and the Entry Notes section sync back to Entrata when updates are made in HappyCo. The Location and Pet Info sections are not synced back.
Work Order Type Exclusions
Specific Entrata work order types (for example, Make Ready or Renovation) can be excluded from import into HappyCo during setup. If you want certain types excluded, coordinate with your HappyCo contact during the setup process.
Initial Import
When work order sync is first enabled, HappyCo imports existing open work orders from Entrata. Ongoing, HappyCo checks for new and updated work orders every 60 minutes.