You can now create RentCheck inspections straight from AppFolio, without logging into RentCheck. Kick off move-ins, move-outs, renewals, mid-lease checks, and more right from where you already work. The inspection goes out the moment you trigger it, and the completed report syncs right back to AppFolio.
What is Realm-X?
Realm-X is AppFolio's automation layer, and it's what powers this behind the scenes. You can create a RentCheck inspection on demand through the Realm-X Assistant, or automatically through a workflow that fires when something happens in AppFolio, like a resident giving move-out notice. You don't need to know anything about Realm-X to get started.
You can create RentCheck inspections from AppFolio in two ways:
Realm-X Assistant (one-off): Create a single inspection on demand straight from the Assistant, without setting up a workflow. Available on all AppFolio plans.
Realm-X Flows (automated): Add the action to any workflow so an inspection is created automatically each time that workflow runs. Available on AppFolio Plus and Max tiers.
However you trigger it, RentCheck will automatically:
Create the inspection for the property or unit, using the inspection details you provided.
Send the invite right away to whoever is set to perform it, whether that's a resident or a member of your team.
Sync back to AppFolio with the full inspection PDF report once it's completed.
Before you get started
You'll need:
The AppFolio integration connected in RentCheck, with Realm-X activated. Head to Settings → Integrations → AppFolio and connect. Once it's connected, you'll see a Realm-X Inspection Automation section appear just below the integration. Activate it to start creating inspections from AppFolio.
Your properties synced. RentCheck can only create an inspection on a property or unit that has been synced from AppFolio.
At least one published inspection template. These can be standard RentCheck inspection templates, or your own custom inspection templates.
Turn on the RentCheck to Inspection Sync in your AppFolio-RentCheck data sync settings
Setting it up
Once Realm-X is activated in RentCheck, you can create inspections from AppFolio in either of two ways:
Realm-X Assistant (one-off on-demand)
Realm-X Flows (automation)
Pick whichever fits what you're trying to do, or use both.
Using the Realm-X Assistant (One-off)
Available on all AppFolio plans.
Open the Assistant. In AppFolio, open the Realm-X Assistant from the top of the sidebar on the right.
Type "Create partner inspection" and select RentCheck as the inspections partner.
Provide the property/unit, the inspection template, who should perform it (resident or technician), and the due date.
The Realm-X Assistant creates the inspection in RentCheck right away, and you can check its status from the Assistant.
Using Realm-X Flows (Automated)
Available on AppFolio Plus and Max tiers.
Step 1: Create your workflow
In AppFolio, open the Realm-X Flows builder and either create a new workflow or edit an existing one (a move-out workflow, for example). To open the builder, go to Dashboard → Manage Realm-X Flows → Create/edit any workflow.
Step 2: Add the “Create Partner Inspection” action
Below your trigger, click the plus button and select Add an action. Scroll down the actions list and choose Stack → Create Partner Inspection for Occupancy.
Step 3: Fill in the inspection details
When you add the action, you’ll set the following:
Setting | What it means |
Inspections partner | Select RentCheck. |
Performed by | Choose Resident or Technician (more on this below). If you choose Technician, you’ll then select which RentCheck teammates it should be assigned to. |
Inspection template | Which RentCheck template to use, chosen from your published inspection templates. |
Schedule inspections | Choose how many days before or after a workflow variable (like the move-out date) the inspection should be scheduled. |
Step 4: Save and publish
Save the workflow, click publish, and you’re done. From here on out, every time that workflow runs in AppFolio, the inspection is created and sent automatically. You can check your Realm-X automation runs in AppFolio - the action shows as completed once RentCheck has created the inspection, or failed with a reason if something needs your attention.
Choosing who performs the inspection
Resident: RentCheck looks up the property’s current or future residents in AppFolio depending on the Flow's context and emails the inspection invite to them. It always pulls the live resident list from AppFolio when the workflow runs, so you don’t have to keep anything updated on your end.
Technician: The inspection is assigned to the RentCheck teammate (or teammates) you select. Each assigned teammate needs access to that Inspection template and that property in RentCheck.
What shows up in your Realm-X dropdowns
RentCheck sends your templates and team members over to AppFolio so they’re selectable right in the Flows builder. A couple of things to know about what appears there:
Templates: Only published templates that cover the entire property (all rooms and areas) can be used for automation. Templates that require specific feature selection, like “Maintenance Check,” aren’t compatible.
Teammates: Only active RentCheck users appear in the list
Staying current: Any time you add or remove a template or a teammate in RentCheck, we send the update to AppFolio automatically, so your workflow options always reflect the latest state of your account.
Need more help?
If a workflow keeps failing after you’ve checked the items above, don’t hesitate to reach out to our Customer Support team via live chat. Share the property and the approximate time the workflow ran, and we’ll take a look.