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Yardi and LeaseHawk CRM Integration Guide

This guide provides instructions on how to integrate LeaseHawk with your Yardi Property Management System (PMS).

Last Update:
January 13, 2021

Version Requirements

The following are the recommended Yardi version and plug-in requirements for utilizing the Yardi standard ILS Guest Card interface:

  • Voyager 6.0.08.x: Interfaces plug-in v17.3 with ILS Guest Card plug-in v3 or higher.
  • Voyager 7s: Interfaces plug-in v2.3 with ILS Guest Card plug-in v3.2 or higher.
  • ILS Guest Card plug-in v5 or higher is recommended for all versions.

If for some reason you can’t upgrade to the recommended version, the Yardi Interface Team can review your current situation to see if basic functionality is possible. However, the recommendations are made by Yardi as a result of known issues and fixes that have been addressed.

The current version and plug-in interface being used can be found within Yardi Voyager under Administration > About. From this screen, you can see the current version and all installed plugins.

If you are currently utilizing an ILS Guest Card plug-in version, that is older than v5, it is recommended you upgrade to the latest version so that it automatically includes LeaseHawk in the list of certified vendors. Otherwise, an add-on package is required to load LeaseHawk into the list of available, certified ILS Guest Card vendors for selection. To obtain this add-on package, rather than upgrading, contact Yardi Technical Support at (800) 866-1124. Loading the add-on package will take less than 5 minutes and will not impact any other aspects of Voyager. Yardi Technical Support can assist as needed.

Yardi’s standard interfaces have not been qualified for use with the Yardi Military product.

What LeaseHawk Will Need From You

You will need to provide the following information to LeaseHawk to allow us to access your Yardi system. If you need assistance obtaining this information, you may request it from Yardi Technical Support.

  1. Web services URL (This should be the MITS 4.0 version of the URL. Hint: This is not the same URL used to log into Yardi)
  1. Interface User
  1. Password
  1. Server
  1. Database
  1. Property List
  1. Interface Entity
Note: If you have already provided LeaseHawk with access to your Yardi system, as part of your LeaseHawk ACE Service, LeaseHawk should have the necessary access for the CRM already. All configuration requirements are still needed.

You must complete the following configuration within Yardi for each applicable property:

  1. Create an Agent named: first name “Lease” last name “Hawk”
  1. Ensure the appropriate interface version (4.0, not 2.0) is being used. You can update the Schema Version in 7S if necessary via the following steps:
  • Select Interfaces and review Interface Vendors on the left side menu.
  • Pick the ILS/Guest Card Entity Type and click Submit.
  • In the Interface Configuration pop-up, on the right side, search for “lease” and then click on “leashawk – LeaseHawk” in the results.
  • Make sure the Schema Version (ILS export only) value is v4.0 and not v2.0. This updates the Schema Version just for the LeaseHawk configuration.
  1. If you are using Lease Week Security in Yardi, enable “Bypass Lease Week Security” for LeaseHawk user interface.
  1. Create an ad source named “LeaseHawk App”.
  1. If it doesn’t already exist, create an ad source named “Other” that LeaseHawk will use as a default if/when an ad source doesn’t match Yardi.
  1. Verify that you are not using the optional Yardi package “OptRequireGuestCardUnitType”. If you are, you must provide a default unit type ID for LeaseHawk to use on all guest cards as this package makes the Unit Type field mandatory in Yardi. You can tell if your property is using this optional Yardi package if the Unit Type field on the guest card within Yardi is shaded (usually blue).
  1. Grant LeaseHawk access to use the ILS/Guest Card interface. Yardi Admin rights are required. See Exhibit B for detailed instructions.
In addition, you will need to work with your LeaseHawk Implementation Manager during the implementation process to:
  • Provide a list of property names as they appear in Yardi and the related Yardi property IDs.
  • Answer any questions that arise from LeaseHawk’s efforts to map ad sources to Yardi.
  • Identify and communicate a preferred default Event Result/Reason for LeaseHawk to use when inserting the first contact event of guest cards. If you don’t want to use an existing value, we recommend creating and using “LeaseHawk” as an Event Reason.
  • If applicable, per configuration #6 above, identify and communicate a default unit type.

Standard Integration Components

The Yardi integration provides the following functionality to eliminate duplicate entry, improve accuracy and save time. Leasing workflow changes, within Yardi, are also used to automatically update Relationship status within the LeaseHawk CRM in order to track leasing pipeline progress and conversions.

Insert Guest Card:

  • Guest Cards will automatically push once placed in the prospect or applicant status. If necessary, tap or click the “Send Guest Card” link from the Contact Edit screen to manually push a specific contact record into Yardi as a Prospect.
  • Contact information along with the original communication (i.e. Event) is submitted. By default, Event information is sent and related to the original communication only as it is required by Yardi. Details regarding subsequent communications are available within the LeaseHawk CRM and Reporting.
  • The CRM user submitting the initial guest card will be required to select the appropriate leasing agent from a list of active names within Yardi.
  • Phases or several Yardi property IDs for a single property can be supported by LeaseHawk. You will need to indicate which phases are related and then the user will be presented with a pick list when submitting a guest card to ensure it gets inserted into the desired Yardi instance/property.

Update Guest Card:

  • After the initial guest card is successfully sent to Yardi, changes saved to the contact information and preferences to that contact record within the LeaseHawk CRM will automatically be sent to Yardi. See Exhibit A for a list of applicable contact information and preferences fields.
  • Guest card updates are no longer applicable once the contact has been converted to Resident relationship status.
  • Updates are processed every 5 minutes.

Relationship Status Updates:

  • When status in Yardi is changed to Applicant or Approved Applicant, the Relationship for the related contact record within the LeaseHawk CRM will automatically be updated to “Applicant.” The date and time the change was made will be recorded and indicate that it was “System Made” versus performed manually by an individual within the LeaseHawk CRM.
  • When status in Yardi is changed to any Resident status (i.e. Future, Current), the Relationship for the related contact record within the LeaseHawk CRM will automatically be updated to “Resident”. The date and time the change was made will be recorded and indicate that it was “System Made” versus performed manually by an individual within the LeaseHawk CRM.
  • Updates are processed daily. LeaseHawk CRM Relationship statuses are only moved forward, never backwards.

Optional Integration Configuration

In addition to the standard integration components, you may elect to utilize the optional configuration settings below.

Send All Communications:

  • Once this setting has been activated, LeaseHawk will automatically send all inbound and outbound communications to Yardi within 5 minutes for any active contact that previously successfully inserted the guest card to Yardi via the LeaseHawk CRM. This leasing activity includes emails, calls, text conversations and walk-ins.
  • If the leasing agent’s first and last name, related to the LeaseHawk CRM, DOESN’T EXACTLY match a leasing agent within Yardi, the activity will be associated to the default leasing agent name “Lease Hawk”.
  • Communications are no longer sent to Yardi once the contact has been converted to Resident relationship status.

Inactivation Reasons:

  • When this setting has been activated, the list of reasons displayed for selection for a contact with a relationship status of Lead, Prospect or Applicant will be pulled from Yardi rather than using the LeaseHawk standard reason list.
  • Any inactivation that uses the Yardi reason list will also cause an inactivation request to be sent to Yardi in an attempt to set the guest card record to a canceled guest within Yardi. Yardi’s rules determine if/when the inactivation request submitted by LeaseHawk is processed. For example, if the record is still classified as a Prospect within Yardi.

Additional Information

  • Ad source mapping between Yardi and LeaseHawk will be coordinated during initial property setup to ensure successful importing of information into Yardi. Ongoing management will be required to keep revised and/or new sources in sync. It is recommended that you have one person handle all ad source updates across systems.
  • The LeaseHawk CRM will indicate if required fields are missing that are necessary to insert data into Yardi. The Yardi Standard interface requires both a first name and last name. Other required fields are determined and/or defaulted by LeaseHawk.
  • The LeaseHawk CRM will indicate on the Contact Edit screen if and when the guest card was initially submitted to Yardi. For manually pushed Guest Cards, a pending status may initially be shown until the response from the Yardi system is received. An error message would be displayed in the event of an unsuccessful insert into Yardi.

Exhibit A

Specific Fields Sent/Updated in Yardi

Below are the fields included as part pf the integration with Yardi:

Contact Information

  1. First Name
  1. Last Name
  1. Street Line 1
  1. Street Line 2
  1. City
  1. State
  1. Zip
  1. Phone Numbers (Office, Home, Mobile, Fax)
  1. Email Address (Primary only)
  1. Property (automatically determined by LeaseHawk)
  1. Expected Move-In Date
  1. Unit Type (based on selection made at time of guest card submission) Note: Selection is not required, but once made, the bed and bath fields within the CRM can no longer be manually edited.
  1. Bedrooms (defaulted to 0 if none provided per Yardi instruction) Note: desired number of bathrooms is not currently supported by Yardi.

Event Information

  1. First Contact (i.e. email message, phone call, walk-in)
  1. Agent (based on selection made at time of guest card submission)
  1. Ad Source (must match a Yardi ad source or will be defaulted to “Other”)

If email is the first contact type, the following fields are also applicable:

  • Email Agent
  • Email Result (hardcoded to default reason provided)
  • Email Date
  • Email Comments

If phone call is the first contact type, the following fields are also applicable:

  • Phone Agent (hardcoded to “Lease Hawk”)
  • Phone Result (hardcoded to default reason provided)
  • Phone call Date

If SMS/text is the first contact type, it will be coded as “Other” since this type is not currently supported by Yardi.

The First Contact value is based on the first inbound communication recorded within the LeaseHawk CRM regardless of the date and number of communications present on the date when the guest card is submitted. This is done to provide the most accurate original ad source attribution.

Exhibit B

Instructions for Granting ILS/Guest Card Interface Access

  1. Click on Review Property link.
  1. In the Functions drop-down, select the Interface Configuration option.
  1. Select the ILS/Guest Card link.

  1. In the Available Agencies list, scroll down to select LeaseHawk, then click the Select > button. Make sure LeaseHawk is displayed in the Agencies Selected for Property list and click Save.