Question 1

What is Property Management?

Accepted Answer

Property Management is a module that connects your existing property management system (PMS) to Staffify AI. It allows your AI agents to:

Identify tenants automatically by phone number (calls) or unit number (widgets)
Look up lease details, rent amounts, and move-in dates
Create maintenance tickets with property context
Answer tenant questions 24/7

Supported systems include Yardi, AppFolio, Buildium, RentManager, ResMan, and any API-based PMS.

Question 2

How do I set up a Data Source?

Accepted Answer

The setup wizard guides you through 5 steps: Connection (enter your API base URL and authentication credentials), Test Connection (verify credentials work), Endpoints (configure paths for tenant and property data), Field Mapping (map your API fields to Staffify fields), and Sync Settings (choose sync frequency and options). Go to Property Management, then the Data Source tab to get started.

Question 3

What authentication types are supported?

Accepted Answer

Four authentication types are supported: API Key (custom header with your API key, most common), Bearer Token (OAuth2 access token in Authorization header), Basic Auth (username and password authentication), and OAuth2 (full OAuth2 with automatic token refresh). All credentials are encrypted with AES-256-GCM.

Question 4

What is OAuth2 token auto-refresh?

Accepted Answer

For APIs with expiring access tokens, Staffify can automatically refresh tokens before they expire. Select OAuth2 as authentication type, enter your access token, refresh token, token URL, client ID, and client secret, then enable the Auto-refresh tokens toggle. Staffify checks token expiry before each API call and automatically refreshes if expiring within 5 minutes.

Question 5

How do I configure Field Mapping?

Accepted Answer

Click Fetch Sample Data to detect available fields, then map each API field to a Staffify field using the dropdowns. The external_id field is required. Click Save Field Mapping when done. Common tenant mappings include: resident_id or tenant_id to external_id, full_name or name to name, phone_number or mobile to phone, email_address to email, and unit or apartment to unit_number.

Question 6

What is the Sync History?

Accepted Answer

The Sync History table shows all sync operations with metrics including: Time (when the sync ran), Type (All, Tenants, or Properties), Trigger (Manual, Scheduled, or Webhook), Status (Success, Partial, or Failed), Created (new records created), Updated (existing records updated), Failed (records that failed), and Duration (how long sync took).

Question 7

What is the Circuit Breaker?

Accepted Answer

The circuit breaker protects against cascading failures when your API has issues. After 5 consecutive failures, the circuit breaker trips and syncs are blocked for 30 minutes to prevent overwhelming a struggling API. When tripped, you will see a red warning with a countdown. Fix the issue, then click Reset to try again.

Question 8

How do I reset the Circuit Breaker?

Accepted Answer

Identify the issue by checking sync logs for error details, fix the underlying problem (credentials, endpoint URL, etc.), click the Reset button on the circuit breaker warning, test your connection to verify it works, then run a new sync. If the sync fails again, the failure counter will continue from where it left off.

Question 9

What sync frequencies are available?

Accepted Answer

Four frequencies are available: Manual (for small portfolios or infrequent changes), Hourly (for active leasing with frequent updates), Daily (most common, balances freshness and API usage), and Weekly (for stable portfolios with minimal changes). You can also trigger manual syncs anytime by clicking the Sync Now button.

Question 10

How does two-way sync work?

Accepted Answer

When enabled, two-way sync pushes changes made in Staffify back to your PMS. New tenants added in Staffify are created in your PMS, tenant info updates are reflected in your PMS, and new maintenance requests are created in your PMS. Two-way sync requires your API to support write operations. Check your PMS documentation for API write permissions.

Question 11

Why is my sync failing?

Accepted Answer

Common causes: 401 Unauthorized (check API credentials or refresh OAuth2 token), 404 Not Found (verify endpoint paths), 0 records synced (check if endpoint returns data and verify field mapping), Timeout (your API may be slow, try again later), or Circuit breaker triggered (fix the issue then reset the circuit breaker).

Question 12

How do I test my API connection?

Accepted Answer

Enter your API base URL and credentials, then click Test Connection. A successful test shows the response time and status. Failed tests show the error message. Testing verifies your credentials work before saving. Always test after making changes.

Question 13

What happens when a tenant calls?

Accepted Answer

When a tenant calls your Staffify phone number or contacts you via widget, the AI identifies the tenant by phone number (for calls) or by asking for their unit number (for widgets). If found, the AI greets them by name and has context about their unit, lease, and property. If not found, the AI politely asks how it can help without assuming identity.

Question 14

How do I create maintenance tickets via AI?

Accepted Answer

When a tenant reports an issue via call or widget, the AI identifies the tenant, asks about the issue and gathers details, then creates a maintenance ticket with the property and unit from the tenant record, issue description from the conversation, priority based on issue type, and contact info for follow-up. Tickets appear in the Maintenance Requests tab and can sync to your PMS.

Question 15

What tenant fields can I sync?

Accepted Answer

Required tenant fields are external_id (unique ID) and name or first_name/last_name. Recommended fields are phone and email. Optional fields include unit_number, rent_amount, lease_start, lease_end, status, security_deposit, and notes.

Question 16

What property fields can I sync?

Accepted Answer

Required property fields are external_id (unique ID) and address_line1. Recommended fields are city, state, and postal_code. Optional fields include unit_number, property_name, beds, baths, sqft, rent_price, and status.

Question 17

How do I edit or delete my Data Source?

Accepted Answer

To edit: click Edit on the Data Source card, update settings (credentials must be re-entered), test the connection, and save changes. To delete: click Delete on the Data Source card and confirm deletion. Warning: deleting the Data Source stops all syncing. Your tenant and property data remains in Staffify but will not be updated from your PMS.

Question 18

What security measures protect my data?

Accepted Answer

Security features include: Encryption (AES-256-GCM for all credentials), HTTPS Only (all API connections require HTTPS), Audit Logging (full history of all syncs and changes), Circuit Breaker (automatic protection against failures), and Token Refresh (automatic OAuth2 token management).

Question 19

What PMS systems are supported?

Accepted Answer

Any system with an API can connect via the generic Data Source. Supported systems include Yardi Voyager (OAuth2 recommended), AppFolio (API Key), Buildium (API Key), RentManager (Bearer Token), ResMan (OAuth2), Propertyware (API Key), and custom or internal APIs (all auth types supported). Contact the team for enterprise integrations with dedicated support.