Migrate from Entrata to monday CRM

Each Entrata Property becomes a Monday CRM Board. The board is named using the property name, and a Group is created for each property location or building within that board. Property-level custom fields (address, unit count, property type) become Columns at the board level. Board creation order matters because Unit sub-items will reference their parent board Item ID.

Each Unit maps to a monday CRM Item within the Property board, using the Unit number or name as the Item name. Unit-specific fields (bedroom count, bathroom count, square footage, market rent) become Columns on the Item. Sub-items on each Unit Item track lease history for that unit. If Units exceed 500 per board, we split into separate boards by building or floor to stay within monday CRM's performance thresholds.

Active Residents map to monday CRM Contacts. Name, email, phone, move-in date, and unit assignment are the core fields mapped. Entrata's Resident record links to the Unit record via the Lease object — we resolve this by linking the Contact to the Unit Item via monday CRM's item linking column. Current resident status is stored as a Person Type column value on the Contact.

Entrata Prospects split into two destinations: personal contact information lands in monday CRM Contacts; the application record (status, applied date, desired move-in, desired unit type) lands as an Item on a dedicated Applicant Pipeline board with Status column tracking stage from Applied through Approved, Lease Sent, to Moved In or Rejected.

Guarantors migrate as monday CRM Contacts with a Relationship Type column set to 'Guarantor'. They are then linked to the associated Resident Contact via monday CRM's relation column. Guarantor income and approval status from Entrata are stored as custom columns on the Guarantor Contact record.

Each Lease becomes an Item on a dedicated Leases board. Key columns: Unit (linked Item), Resident Primary Contact (linked Contact), Start Date, End Date, Monthly Rent, Security Deposit, Lease Status (Active, Expired, Terminated, Renewed). Sub-items on the Lease Item track amendments, addenda, and rent change history. The Lease Item links to the Unit Item via monday CRM's item-link column to preserve the property-addressable relationship.

Work Orders migrate as Items on a Work Orders board with columns for: Property (linked), Unit (linked), Category, Priority, Status, Assigned Vendor, Created Date, Closed Date, Description, Cost. Historical work orders preserve original create and close timestamps in custom date columns. Active Work Orders are clearly flagged with a Status column value so your team knows what requires immediate attention post-migration.

Entrata Vendors are split into two records in monday CRM: the vendor company's contact card (name, email, phone, category) lands in Contacts with a Person Type = 'Vendor'; a corresponding Item on a Vendors board holds detailed vendor information (contract terms, insurance status, service categories, rating). Work Order Items reference the vendor via monday CRM's item-link column.

Property Owners migrate similarly to Vendors: contact details go into monday CRM Contacts with Person Type = 'Owner'; owner-specific records (ownership percentage, payout schedule, owner statements) land as Items on an Owners board. The Owner Contact is linked to all Property boards they own via monday CRM's relation column so ownership structure is visible from any property view.

Entrata's payment and transaction records have no direct equivalent in monday CRM. We migrate the last 24 months of payment history as sub-items on the corresponding Lease Item — each sub-item captures payment date, amount, type (ACH, check, cash), and status (completed, returned, partial). Older historical transactions are exported to a CSV archive attached to the Lease Item for reference. Full accounting ledger data should remain in Entrata or an accounting system.

Owner statements (PDFs generated in Entrata) are downloaded and re-uploaded as file attachments on the corresponding Owner Item in monday CRM. Original statement date and period covered are stored as columns on the attachment item so statements are findable by date range.

Leads captured through Entrata's marketing tools (website forms, ILS leads) migrate as monday CRM Contacts with Source column indicating the original channel. Campaign-level data (campaign name, start date, cost) is captured as Items on a Marketing board. Individual lead engagement (views, inquiries, tours) is logged as Activity on the Contact record.