How an Architect Builds Aptly Boards
If you’ve ever opened Aptly and immediately felt overwhelmed, you’re not alone. It’s powerful — but it’s also easy to get lost in the buttons, automations, and fields before you even know what you’re trying to build.
That’s where most people go wrong. They open Aptly before they’ve opened a notebook.
At Process Architect, we don’t just build boards — we architect them. That means we build them with intention, in a logical order, and with the end user in mind.
Here’s the exact framework we follow when building any Aptly board — whether it’s for move-outs, renewals, onboarding, or maintenance workflows.
Start with the Basics
Before you even open Aptly, take a deep breath and get clear on what you’re building.
Ask yourself:
What problem are we fixing?
Who will actually use this process day-to-day?
What does “done” look like?
If you can’t answer those three questions, you’re not ready to build yet.
Example:
Say you’re building a Move-Out Process.
Don’t start with a blank board — start with paper:
Tenant gives notice → Schedule inspection → Send cleaning checklist → Create work orders → Close out.
That’s your foundation.
Pro tip:
Use the same words your team already uses.
If your team says “Move-Out,” don’t name the board “Tenant Turnover.”
Language consistency matters — not just for clarity, but because renaming later can break automations.
Build in the Right Order
Building a process is like building a house — you have to pour the foundation before adding the roof.
When we build an Aptly board, we always follow this order:
Stages → the big milestones (like “Notice Received” or “Inspection Complete”)
Tasks → the specific actions inside each stage
Fields → the data points you need to track (dates, statuses, costs)
Automations → the things that can run on their own
Example:
If you’re creating a New Owner Onboarding process:
Stages: Intro Call → Agreement Signed → Setup → First Report
Tasks: Send welcome email, collect W-9, connect bank info, verify portfolio
Fields: Agreement Date, Setup Complete (yes/no), PM Assigned
Automation: When Setup Complete = Yes → Send “Ready to Go!” email
Simple, logical, scalable.
Keep Tasks Clear and Simple
Clarity is your best productivity hack.
A good task should never make someone stop and think, “What does that mean?”
Each task should:
Start with an action word (Send, Schedule, Review, Apply)
Explain exactly what to do
Include any links or documents
Have a clear owner and due date
Example:
Schedule Move-Out Inspection with Tenant
Checklist:
Call or text tenant
Add inspection date to calendar
Update custom field “Inspection Date”
Pro tip:
If you build a lot of processes, add short task codes (like “MO101”).
They make it easier to reference and reuse later — especially when training or documenting.
Fields That Make Work Flow
Fields are how Aptly “thinks.”
They power automations, organize data, and tell your system what to do next.
Common field types:
Date: Move-Out Date, Inspection Date, Renewal Date
Dropdown: Status (Submitted, Approved, Denied)
Checkbox: Keys Returned, Owner Notified
Text: Notes, Instructions, Special Circumstances
Magic combo:
Use a date + status field together to trigger smart reminders.
For example:
“If Inspection Date is in 2 days and Status ≠ Completed → send reminder to Maintenance.”
That’s the difference between reactive and proactive operations.
Build Automations That Help, Not Hurt
Automations should save time — not create messes.
Before automating, make sure the process actually works manually.
Best practices:
Test everything manually first.
Only automate what’s always consistent.
Keep automatic messages short, clear, and human.
Add safety checks (like “only send if date is filled in”).
Examples:
When “Lease Expiration Date” is 60 days away → send renewal reminder.
When “Work Order Complete = Yes” → email owner with photos.
Every Monday → follow up with city until registration is approved.
Automation is a finishing touch — not a foundation.
Keep It Easy to Read
A clean board = a happy team.
Organize your boards in a way that makes sense visually and logically.
Group related items, use color or emojis strategically, and keep critical info front and center.
Example Layout:
Property Info: Owner, City, Zip
Application Details: Submitted Date, Status
Inspection: Date, Outcome, Notes
Documents: Lease, Photos, Registration
Don’t crowd your boards. If everything is “important,” nothing is.
Test Together and Ask Questions
You can’t build good systems in a vacuum.
Before you go live, walk through the board as a team.
Ask:
“Does this make sense for someone new?”
“Can we make this faster?”
“Where could this break?”
Run test cases, fake properties, fake tenants — see what happens.
If it’s confusing now, it’ll be worse in real life.
Example:
Before launching your Maintenance Requests board, create a fake property, submit a test request, and follow it all the way through.
If an automation misfires, fix it before it hits your clients.
Track, Review, Improve
Once your board is live, your work isn’t done — it’s just beginning.
Processes need maintenance too.
Watch for:
Tasks people skip often
Automations that over- or under-fire
Stages that drag too long
If “Inspection Complete → Owner Notified” is consistently taking five days, maybe it’s time to add a reminder or adjust your task sequence.
Set a recurring calendar reminder once a month to review your key processes. Ask:
What’s working well?
What feels slow or confusing?
What can we simplify or automate better?
Final Thoughts
Building in Aptly isn’t about creating a pretty board — it’s about creating clarity.
A clear process reduces questions, missed steps, and miscommunication. It creates space for your team to do their best work — and for you to stop managing fires and start managing growth.
So before you open Aptly next time, open your notebook.
Make your playbook first, then build it.
