Set-Up
The Property Tree API requires authentication between STAFFLINK and Property Tree. Please allow up to two weeks for set up to be performed. Contact your Customer Success Manager to implement this.
If there are multiple Property Tree accounts, they can all be fed into the same base, or separate bases if that is preferred, each account will need to be authenticated one by one.
Once implemented, please do not change the names of any tables used by the API. Consequently, please also do not change any of the fields that the API feeds data into for each record. If you change data in any of the fields, the API will also overwrite it on the next run.
Not all data is available from Property Tree, only selected data that is provided by the Property Tree API.
The following jobs run to syncronise data.
Properties
The Properties job feeds Properties from Property Tree. The job runs every 10 minutes updating any records that have been modified in Property Tree since the last run time.
Fields For Properties Table
Property Tree Data | Field Name | Field Type |
The portfolio office name | Office | Single Select |
Is the property archived | Is_Archived | Checkbox |
Has it been deleted | Is_Deleted | Checkbox |
The address | Address | Text |
Internal record ID | Record_Id | Text |
Property Manager | Property_Manager | Single Select |
Number of bedrooms | Beds | Number |
Number of bathrooms | Baths | Number |
Number of car spaces | Cars | Number |
Land area | Land_Area | Number |
Property primary type | Primary_Type | Single Select |
Property type | Property_Type | Single Select |
Internal Management Id | Management_Id | Text |
Owner agreement start date | Owner_Agreement_Start | Date |
When the agreement finishes | Owner_Agreement_End | Date |
Notes on maintenance | Maintenance_Note | Text |
Keys
The Keys job feeds Keys from Property Tree. The job runs every 10 minutes updating any records that have been modified in Property Tree since the last run time.
Fields For Keys Table
Property Tree Data | Field Name | Field Type |
Key Numbers | Registered_Keys | Text |
Always "Management Set" | Key_Type | Single Select |
Internal Record Id | Record_Id | Text |
Description | Description | Text |
Routines
The Routines job feeds Routines from Property Tree. The job runs every week, updating all records between 14 days ago and 60 days in the future.
Fields For Routines Table
Property Tree Data | Field Name | Field Type |
Inspection start time | Start | Date |
Inspection finish time | End | Date |
Inspection status | Status | Single Select |
Type of inspection | Type | Single Select |
Internal Id of tenancy | Tenancy_Id | Text |
Internal Id of property | Property_Id | Text |
Property Manager | Property_Managers | Single Select |
Who inspection is assigned to | Assigned_To | Single Select |
Inspection notes | Notes | Text |
Internal record Id | Record_Id | Text |
Compliance
The Compliance job feeds Compliance Records from Property Tree. The job runs once a day updating any records that have been modified in Property Tree since the last run time.
Fields For Compliance Table
Property Tree Data | Field Name | Field Type |
Internal record Id | Record_Id | Text |
Internal category Id | Category_Id | Text |
Internal management Id | Management_Id | Text |
Who serviced it | Serviced_By | Single Select |
When the compliance expires | Expiry_Date | Date |
When the reminder is set for | Reminder_Date | Date |
Who manages property | Managed_By | Single Select |
Authority form status | Authority_Form | Single Select |
Compliance Status | Status | Single Select |
Detail type | Property_Compliance_Detail_Type | Single Select |
Compliance required frequency | Frequency | Single Select |
Reminder frequency | Reminder | Single Select |
Last service date | Last_Service_Date | Date |
Next service date | Next_Service_Date | Date |
Type of smoke alarm | Smoke_Alarm_Type | Single Select |
Is deleted? | Deleted | Checkbox |
Compliance type | Compliance_Type | Single Select |
Tenancies
The Tenancies job feeds Tenancy & Arrears Records from Property Tree. The job has two parts. The first part updates tenancy information every 10 minutes. The second part updates arrear information once a day. Both job parts feed into the arrears table.
Fields For Arrears Table
Property Me Data | Field Name | Field Type |
Internal Record Id | Record_Id | Text |
Internal tenant record Id | Tenancy_Id | Text |
Internal property record Id | Property_Record_Id | Text |
Tenant names | Tenant_Names | Text |
Is the tenancy active | Is_Active | Checkbox |
Is the tenancy closed | Is_Closed | Checkbox |
Number of days in rental arrears | Days_In_Arrears | Number |
Total arrears amount | Total_Arrears | Currency |
Rent arrears amount | Rent_Arrears | Currency |
Deposited amount | Deposited | Currency |
Days in arrears for invoices | Invoice_Days_In_Arrears | Number |
Invoice amount in arrears | Invoice_In_Arrears | Currency |
Bond in arrears | Bond_Arrears | Currency |
Start of tenancy | Tenancy_Start | Date |
Break lease date | Break_Lease_Date | Date |
Date of vacate | Vacate_Date | Date |
Tenancy document start date | Agreement_Start | Date |
Tenancy document end date | Lease_End | Date |
Rent amount | Rent_Amount | Currency |
Bond amount | Bond_Amount | Currency |
Rent period | Rent_Period | Single Select |
Paid to date | Paid_To | Date |
How much is part paid | Part_Paid | Currency |
When rent is next reviewed | Next_Review_Date | Date |
Arrear types tenancy is in | Arrears_Types | Multiple Select |
Next date to follow up tenants | Next_Tenant_Follow_Up | Date |
Next date to follow up owners | Next_Owner_Update | Date |
Follow up bind date | Bond_Arrears_Follow_Up | Date |
Invoice follow up date | Invoice_Arrears_Follow_Up | Date |
Deposit follow up date | Tenancy_Deposit_Follow_Up | Date |
Part payment follow up date | Part_Payment_Follow_Up | Date |
Effective amount in arrears | Effective_Amount_In_Arrears | Currency |
Effective paid to date | Effective_Paid_To | Date |
Effective days in arrears | Effective_Days_In_Arrears | Number |
Linking Jobs
Linking jobs link data between tables. There are four fields that are involved, two ID fields and two link fields. The API will match records based on the ID fields and link the data using the corresponding link fields for that record. The following links are available, defined by the link between Table A and (->) Table B. Linking threads run every five hours.
Properties -> Keys
Data | Field Name | Field Type |
Id of Table A | Record_Id | Text |
Id of Table B | Record_Id | Text |
Link in Table A | Keys | Link |
Link in Table B | Property | Link |
Properties -> Maintenance
Data | Field Name | Field Type |
Id of Table A | Related_Property_Id | Text |
Id of Table B | Record_Id | Text |
Link in Table A | Maintenance | Link |
Link in Table B | Related_Property | Link |
Properties -> Arrears
Data | Field Name | Field Type |
Id of Table A | Record_Id | Text |
Id of Table B | Related_Property_Id | Text |
Link in Table A | Arrears | Link |
Link in Table B | Property_Address | Link |
Properties -> Routines
Data | Field Name | Field Type |
Id of Table A | Record_Id | Text |
Id of Table B | Property_Id | Text |
Link in Table A | Routines | Link |
Link in Table B | Property | Link |
Properties -> Compliance
Data | Field Name | Field Type |
Id of Table A | Record_Id | Text |
Id of Table B | Management_Id | Text |
Link in Table A | Compliance | Link |
Link in Table B | Properties | Link |