How do I connect my chat widget to my property management system?

Chatref acts as a bridge between your tenants and your existing tools. Use the custom-actions feature to define API calls that your property management software integration will trigger. When a tenant asks about a balance or submits a request, the ai-agents can securely fetch data or update records in real time. This real estate software chat solution connects to any platform that offers a REST API—whether it’s a mainstream PMS or a custom-built system. The result is an automated tenant data sync that keeps everyone in the loop without manual updates.

Turn common tenant interactions into self-service workflows. In Chatref, you can create actions that:

• Pull account balances or lease details via property management API chat
• Submit and track maintenance tickets
• Book amenity reservations or inspection times

Set these up once and your ai-agents handle them repeatedly. When a request needs human attention, the shared-inbox lets your team jump into the same thread with full context, so nothing falls through the cracks. This CRM chat integration eliminates repetitive data entry and speeds up response times across your portfolio.

Conversations don’t have to live in isolation. Use Chatref’s custom-actions to post chat summaries, tags, or full transcripts back to your property management software. This turns your tenant portal chat into a connected layer of your operations. For example:

• Log a completed support interaction to the tenant’s profile
• Attach a conversation to a maintenance request
• Update move-in/move-out notes automatically

The shared-inbox ensures your property managers always see the latest context, whether they’re in Chatref or reviewing records in your property management system.

Understand which integrations are driving results. Chatref’s insights dashboard shows you which custom actions are triggered most, how often tenants use self-service, and which topics lead to human handoffs. Use these reports to refine your automated flows and identify gaps in your knowledge base. Regular digest emails highlight trends, so you can continuously improve your property management software integration without digging through logs.

What property management systems can I connect to?

Chatref works with any property management software that exposes a REST API. This includes popular platforms like AppFolio, Buildium, Yardi, and Entrata, as well as custom-built solutions. As long as your system supports webhooks or API calls, you can set up a connection through Chatref’s custom actions. If you’re unsure, our team can help you review your software’s documentation to confirm compatibility.

How do I set up automated actions for tenant requests?

In your Chatref agent’s settings, navigate to the “Actions” tab. Define a new custom action by providing the API endpoint, authentication method, and the data to send/receive. You can map chat fields (like tenant email or request type) to API parameters. Once saved, your ai-agent will trigger the action when a matching user intent is detected. No third-party middleware is required—everything runs through Chatref.

Can chat pull tenant data from my property management software?

Yes. With a properly configured custom action, Chatref can call your property management API to fetch real-time data such as current balance, lease end date, or open maintenance tickets. The response is grounded in your own documents and displayed directly in the chat widget, giving tenants accurate answers without leaving the conversation.

How do I sync chat conversations with my tenant records?

Set up a custom action that sends conversation details (summary, tags, or full transcript) to a “create note” or “update record” endpoint in your property management system. You can trigger this automatically when a chat session ends or manually from the shared-inbox. This keeps your tenant records up to date and eliminates double-entry for your team.

What happens if a tenant asks about their account balance?

If you’ve configured a custom action to retrieve account balances, the ai-agent will securely call your property management API, validate the tenant’s identity (e.g., by email or unit number), and return the current balance—all within the chat. If the action requires further verification or the balance query exceeds a threshold, the conversation can be routed to a human team member via the shared-inbox with all context preserved.

How can I see which integrations are working best?

Open the Insights page in your Chatref dashboard. You’ll see a breakdown of custom action usage, including how often each action is triggered, its success rate, and the conversations it appears in. You can filter by date range or agent to compare performance across properties. These metrics help you understand which automated flows save the most time and where to focus improvements.