Property Management System (PMS) Integration

Property Management System (PMS)

A Property Management System (PMS) is a system used by a property manager to manage day-to-day operations of rental properties, such as apartments or condos.
Supported Systems
These are the currently supported systems:
  • Yardi
  • RealPage

What is PMS Integration?

PMS Integration connects Zentra to the Property Management System, enabling automatic synchronization of resident data. It establishes a one-way data connection from the Property Management System to Zentra. When resident information changes in the PMS (new move-ins, unit transfers, move-outs), those changes are automatically reflected in Zentra.

Key Capabilities

  • Resident Data Sync
    : Automatically import and update resident information from the PMS
  • Access Provisioning
    : Assign access to new residents based on their unit assignment
  • Lifecycle Management
    : Revoke access when residents move out or transfer units
  • Conflict Resolution
    : Review and resolve data discrepancies through the Sync queue

Source of Truth

The PMS is the source of truth for core resident data. To change a resident’s name, email, phone, or unit, update it in the PMS and run a sync.
Once PMS integration is connected, the following user fields become read-only in Zentra:
Field
Description
Name
Resident’s full name
Email
Primary contact email address
Phone
Primary phone number
Unit
Assigned unit or apartment number
Status
Lease status (active, terminated, etc.)
Lease Start
Move-in date
Lease End
Move-out date
A synced resident can be manually deactivated in Zentra, if necessary, even if their lease is still active in the PMS.

User Roles

Two user roles interact with PMS Integration:
Integrator
The Integrator performs initial setup and configuration:
  • Entering PMS API credentials
  • Matching units to Devices
  • Configuring default access settings
  • Setting lifecycle timing options
  • Managing integration settings after setup
Property Manager
The Property Manager handles daily operations:
  • Triggering manual syncs when needed
  • Reviewing and processing Sync queue items
  • Monitoring sync status and health
  • Resolving duplicate resident matches

Data Flow

The integration follows this data flow:
  1. The PMS stores the authoritative resident and lease data
  2. Zentra connects to the PMS via secure API
  3. During sync, Zentra retrieves updated resident data
  4. New or changed records are processed:
    • Valid records are imported automatically
    • Records requiring review go to the Sync queue
  5. Property managers process queue items as needed
  6. Resident profiles are created or updated in Zentra
  7. Access is granted or revoked based on configuration