Rentvine Integration Reference Guide
Latchel’s integration with Rentvine makes property maintenance easier by syncing work orders, tenant info, and property details between both systems. This means no more double entry—just smooth, automatic updates so you can focus on managing properties while Latchel handles the maintenance coordination. Use this guide to help you understand how the integration works and make sure Rentvine and Latchel stay in sync.
Integration Requirements
To begin your Rentvine integration with Latchel, you’ll need to obtain your Rentvine credentials or API keys. Please follow the steps below to retrieve this essential information.
The Latchel engineering team will need 3 pieces of data:
- API key
- API secret
- Customer subdomain. This subdomain is found in the URL of your portal. It is the first bit after “https://”. In the screenshot below, the subdomain is “demopm5”.
Obtaining the Rentvine Credentials
Follow these steps to setup an API Key.
Login to Rentvine, navigate to Settings>Account>User, Roles and API Keys.
Go to Api tab, then click New API Key. Enter “Latchel” as the Name and select “Administration” as the Role. Then click Save.
Copy and paste the text (do not take a screenshot) of the of the returned API Key and API Secret and send it to your Customer Success Manager, or Latchel product support contact.
Get Property and Resident Data from Rentvine
This step is only necessary if you already have existing property and resident records in Latchel. To avoid creating duplicate records when activating your Rentvine integration, it’s essential for the Latchel Data Support Team to obtain the Property ID/Unit ID and Tenant ID from your Rentvine account. Please follow the steps below to retrieve this data.
Download the csv reports. First, export report of Lease Tenants. Go to Reports, search for “tenants” to show both Lease Tenants, and Tenants.
Export the property report with Property ID, and Unit ID by choosing Lease Tenants. Then click Build Report.
Then click Columns, make sure to check the boxes for Property ID, and Unit ID. Click Export, and save it on your computer as prompted.
Next, obtain the Tenant ID by going to: Reports > Tenants. Choose only Active tenants, then click Build Report. Make sure the Tenant ID column is selected, then click Export to download the report.
Finally, forward both of these reports to your Customer Success Manager or the Latchel Product Support team by emailing team@latchel.com or success@latchel.com. You may include your API keys in the same email for convenience.
What happens when a customer first activates their integration?
When an admin first activates the customer’s Rentvine integration nothing happens immediately. The integration will be active and will be scheduled for hourly imports.
A. Properties
The following Property fields are brought over from Buildium to Latchel.
| Buildium Field | Value/Interpretation in Latchel |
|---|---|
| PropertyId | ref_property_id |
| UnitId | ref_unit_id |
| address | address1 |
| address2 | address2 |
| city | city |
| stateID | state |
| postcalCode | zip |
| blank | criticalNote |
| unit.isActive | property.is_active |
| name, unit name | integration_data |
Automatic Property Reconcillation
To ensure accurate customer billing Latchel runs on automated process each month to de-activate any active units in Latchel that no longer exist in Buildium. This process currently happens on the 27th at 3am PST. Learn more of how this works by going to How Latchel Integration Works.
When a property is deactivated through the reconcillation process, it will be logged to the property in Latchel as:
B. Residents
The following resident fields are synced from Rentvine to Latchel. Currently, we sync all eligible residents during each sync. All residents on a property are included to ensure that any of them can submit a work order in Latchel.
| Rentvine Field | Value/Interpretation in Latchel |
|---|---|
| contactID | ref_user_id |
| name | name |
| phone | Primary phone number* |
| propertyId | ref_property_id |
| unitId | ref_unit_id |
| Move In Date | move_in_date |
| Move Out Date | move_out_date |
Previously-created residents
Once a resident is created we only change a few things on subsequent syncs:
- Property/unit associations
- Move in / move out dates
- When a resident is passed their move-out date, we’ll mark them inactive at the relevant property in Latchel.
C. Work Orders
Unlike properties and residents, which only sync from Rentvine to Latchel, work orders sync both ways—Rentvine to Latchel and Latchel to Rentvine.
- Rentvine → Latchel
The Rentvine integration syncs work orders that have been created in the last 72 hours.
| Platform field | Field/Interpretation in Latchel |
|---|---|
| Work order Number | order_number |
| Id | ref_job_id |
| Description: first 50 characters | name |
| Description | Description |
| scheduled Start Date | scheduled_start |
| Status | If the work order is for a vacant unit, set the status to “Scheduling with Vendor.” For occupied units, set it to “Diagnosing Issue.” The platform’s status does not influence the initial status Latchel assigns to the work order. |
| Priority | is_urgent is true if Priority is “High” |
| ContactID or tenant ID | ref_user_id |
- Latchel → Rentvine
Work orders are synced to Rentvine a few seconds after they are created in Latchel.
| Field in Latchel | Field/Interpretation in Platform |
|---|---|
| order_number | Order number is synced back to Latchel and updated in Latchel to reflect the order number in Rentvine |
| name + description | description |
| vendor_instructions | Vendor Instructions |
| is Shared With Tenant | Entry Notes |
| is Shared With Owner | Vendor Id Latchel vendor - we create and add a “Latchel Vendor” for this purpose |
| priority ID | if is_emergency: 3, else 2 |
| work Orde Status ID | always closed for now |
| is Vacant | is_vacant |
| requested By Contact ID | tenant_id |
| ref_property_id | property ID |
| ref_unit_id | unit ID |
Latchel files do not sync to Rentvine at this time.