How do I automate occupancy reporting using AppFolio?

Creating an occupancy report

  1. Navigate to AppFolio and log in to your account.

The AppFolio Dashboard appears.

  1. Select the Leasing dropdown in the left navigation and then select Metrics.

The Leasing Metrics Dashboard appears.

  1. Enter and select ALL in the Search dropdown.

Note: Selecting ALL will create an occupancy report for all of your properties. If you only want to create a report for a specific property, search for and select that one instead.

  1. Set the Start and End Date to yesterday's date and then select Apply Date Range.

  1. Select the Group By dropdown and then select Property.

Your changes are applied.

  1. Select search and your occupancy report appears. Select Download/Export as CSV/XSLX to retrieve a one-time report.

Automating occupancy reports

Configuring your report

  1. Select the Reporting dropdown in the left navigation and then select Reports.

The Reports page appears.

  1. Search for and open your Occupancy Summary report.

The Customize Report page appears.

  1. Search for and select which properties you want to include in your automated reports and then select Update.

The Customize Report pop-up closes and your Occupancy Summary appears.

  1. Configure your report:
    1. Unselect the Unit Type checkbox.
    2. Select and enable the Property checkbox.

  1. Select the Actions dropdown and then select Save Layout.

A pop-up appears.

  1. Name your report and then select Save.

Your report configuration is saved.

Scheduling your report

  1. Select the Reporting dropdown in the left navigation and then select Scheduled Reports.

The Scheduled Reports page appears.

  1. Select the New Scheduled Report button under the Tasks section in the top right of the window.

The New Scheduled Report page appears.

  1. Configure your automated report:
    1. Enter a name for your automatic report in the Schedule Name field. Be sure to include both Apartments.com and the name of your business in this field.
    2. Select the report you created in the previous section from the Saved Reports dropdown.
    3. Select XLSX or CSV from the Format dropdown.
    4. Enter aptsdatapartnerships@costar.com in the Recipients field.
    5. Enter a subject line in the Subject field. Be sure to include both Apartments.com and the name of your business in this field.
    6. Select a start date and then select how often you want to send a report from the Frequency dropdown.
    7. Select Save.

Your automated report is created.

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