Getting Data from Entrata

Getting Data from Entrata

If you’re looking for the best way to get data from Entrata, this guide covers all the essential steps. Entrata is one of the “big four” property management systems, alongside Yardi, MRI, and RealPage. Most institutional property managers rely on one of these platforms, and Entrata stands out for its robust and easy-to-use APIs.

Why Use Entrata to Get Data?

Entrata’s APIs grant access to crucial property management data, including financials (trailing 12, balance sheets, income statements), operations (box score, rents, occupancy), and more. The bidirectional APIs allow for both “GET” and “POST” commands. Here, we’ll focus on using “GET” commands to retrieve data for reporting and automation.

How to Set Up API Access to Get Data from Entrata

To start, you’ll need an Entrata admin to set up API access:

1. Navigate to the “App” section in the top menu and select “API Access.”
2. Click on “Add API User.” Select the appropriate API user. If the user isn’t listed, contact your Entrata representative to add them.
3. Choose the properties you want to grant API access to by clicking “+ Add.” You can select individual properties or all properties.
4. Under “Data Permissions,” select the APIs to enable. For example:
   • Properties
     • GetPropertyUnits
5. Save your settings and securely store your credentials, as the password will only be displayed once.

Calling Entrata’s API to Get Data

1. Use tools like Postman or programming languages such as Python to call the Entrata API.
2. Many API calls require the PropertyID as a parameter. Retrieve it first using “getProperties.”
3. Parse the JSON responses to extract the data you need.

Best Practices for Saving Entrata Data

1. Save the extracted data to a database, dataframe, or flat file for further processing.
2. Ensure data security, especially if dealing with sensitive information. Avoid saving customer data if unnecessary.
3. Automate the process to loop through all properties and retrieve data efficiently.

Alternative: Using Report Exports to Get Data from Entrata

If API access isn’t feasible, consider Entrata’s built-in report export functionality:

1. Schedule reports to be sent to a centralized email inbox.
2. Automate the extraction of attachments, scrub and flatten the data, and load it into a staging area.
3. Tools like Microsoft Logic Apps or Python are effective for automating this workflow.

Final Thoughts

Entrata makes it straightforward to access critical property management data through APIs and report exports. By following this guide, you’ll be equipped to set up API access, retrieve your data securely, and integrate it into your reporting or automation workflows. Whether you’re leveraging APIs or report exports, the key to success is consistency and security in your data handling processes.

At Crex Software, we help partners streamline these workflows by providing automation solutions that integrate report exports into data services.