# Getting started All you need to know about Aareon Connect ## About this documentation On this website you will find everything technical about Aareon Connect and related integrations. We explain here how you can make the individual partner integrations live, what the data mappings look like and which use cases are possible. 1. [**Use Cases**](/use-cases) - Integrations are provided via use cases 2. [**Partner & Apps**](/partner-and-apps) - How to configure partners & apps and go live 3. [**FAQs**](/faq) ## **Prerequisite for all QL integration** To use the QL API with secure web traffic (https), set it to port 443. Only allow incoming connections from these IP addresses for safety: * 88.198.206.226 (Aareon Connect) * 18.196.244.45 (Aareon Connect) * 185.33.186.243 (Aareon) ## Important external pages * [**Homepage of** Aareon Connect](https://connect.aareon.com/home) * [**All Marketplace Partners**](https://marketplace.aareon.com/) * [Sales - **FAQs**](https://connect.aareon.com/faq-fragen-antworten) # Use Cases Aareon Connect enables integrations in particular via concrete use cases Aareon Connect enables integrations in particular via STANDARDISED use cases. Why? Because only with standards can you connect various ERP systems with a multitude of partners and thus bring added value to hundreds of customers with integrations in the shortest possible time. ### Use Case Overview Below are all the current use cases that we offer and will offer in the Aareon Connect standard. The others will follow in the coming quarters. Please always use the terminology of these use cases in your communication with us, so that we speak the same language. If you have suggestions for optimising terms or this document, please feel free to contact us at any time.
CategoryUse CaseSynonymDescription
CRMMaster Data

Provision of data for onboarding and synchronisation of ERP and partner solutions.


Entities:
Companies, Schemes, Blocks, Dwellings, Tenants, Landlords

CRMVacanciesTransmission of free units for display e.g. tool for managing interested parties in solutions.
CRMProspectsApplicantsTransfer of interested parties for a vacant unit to the ERP for contract signature and data creation.
# Master Data Provision of data for onboarding and synchronisation of ERP and partner system ## Overview * **Interval**: Daily * **Synchronisation** : ERP -> Partner system * **Entities :** * Economic entities * Properties * Units * Tenant contract * Tenant * Owner contract information * Owner * **Partners** * Fixflo * MRI ## Description Master data synchronisation is the prerequisite for several other use cases and ensures that the 'base' entities are synchronised from the ERP to the partner system. This can either be used for the initial onboarding (i.e. into a partner system where there is no data yet) and then for the regular synchronisation or, in the case of existing data in the partner system, only for the latter. {% hint style="info" %} Not all partners used all entities; these are described in detail, including fields, on the partner pages. {% endhint %} # Vacancies Synchronisation of vacant units from the ERP into the partner system ## Overview * **Interval**: Daily * **Synchronisation**: ERP -> Partnersystem * **Entities**: * [Advertisement](/entitaeten/eigentuemer) * **Partner**: * [MRI](/partner-and-apps/mri-1) # Prospects / Applicants Synchronisation of Prospects / Applicants from the partner system into the ERP * **Interval** : Daily * **Direction** : Partner system -> ERP * **Entities** : * Prospects / Applicants * **Partner**: * [MRI](/partner-and-apps/mri-1) * [Fixflo](/partner-and-apps/fixflo)​ ### Description With prospects / applicants integration you can **transfer new prospects or/and applications from a partner system to your ERP** . If a new interested party is available, they will be transmitted along with their available information such as name, email and telephone number. # Partner & Apps # Fixflo Trusted specialist repairs & maintenance software ## Overview * **Categories**: *coming soon* * **Use Cases**: [Master Data](/use-cases/stammdaten) * **Marketplace**: [Link](https://marketplace.aareon.com/listings/fixflo) * **API Dokumentation**: [Link](https://api-docs.fixflo.com/ZG9jOjQ2NDA2-welcome-to-fixflo) ## Description Fixflo is the UK's market-leading lettings, block and commercial repairs and maintenance management software, making end-to-end repair management simple. ## Use Cases ### 1. Master data #### Overview * [General Information](/use-cases/stammdaten) #### Entities | ERP | Fixflo | | ------------------------------------------- | ---------- | | [Schemes](/entitaeten/verwaltungseinheiten) | Estate | | [Blocks](/entitaeten/wirtschaftseinheiten) | Blocks | | [Dwellings](/entitaeten/gebaeude) | Properties | | [Tenants](/entitaeten/mieter) | Tenants | | [Landlords](/entitaeten/mietvertraege) | Landlords | # Freshdesk Freshdesk is a cloud-based helpdesk system that offers solutions for customer service. ## Overview * **Categories**: *coming soon* * **Use Cases**: [Master Data](/use-cases/stammdaten), Tickets * **API Dokumentation**: [Link](https://developers.freshdesk.com/api/) ## Description Freshdesk is a cloud-based helpdesk system that offers solutions for customer service. ## Use Cases ### 1. Master data #### Overview * [General Information](/use-cases/stammdaten) * All new and updated contacts are synchronized from Freshdesk to QL #### Entities | ERP | Freshdesk | | ------- | --------- | | Clients | Contacts | #### Field mapping **Clients (ERP) - Contacts (Freshdesk)** | ERP | Freshdesk | | ------------- | ------------------ | | No | Unique External ID | | Ext Client ID | ID | | Email | Email | | Forename | First name | | Surename | Last name | | Tel No 1 | Mobile | | Tel No 2 | Phone | ### 2. Tickets #### Overview * All new and updated tickets are synchronized from Freshdesk to QL #### Entities | ERP | Freshdesk | | -------- | --------- | | Contacts | Tickets | #### Field mapping **Contacts (ERP) - Tickets (Freshdesk)** | ERP | Freshdesk | | ---------------- | ----------------------------------- | | No | QL Contact Number (custom field) | | Client ID | Contact - Unique External ID | | Brief Desc | Subject | | Full Desc | Description | | Class Level 1 | *Based on custom categories field* | | Class Level X... | *Based on custom categories fields* | # Mobysoft The most trusted rent arrears software solution in the social housing sector. ## Overview ## Description The most trusted rent arrears software solution in the social housing sector, being used by over 180 housing providers across over 2 million tenancies. It utilises the latest Artificial Intelligence technology, in an ethical manner, to ensure income collection is efficient and effective. Landlords can rest assured they are investing in a proven best-of-breed technology platform that can be tailored to their needs. ## Initial Setup and Configuration 1. In order for the integration to be set-up by the Aareon Connect team, credentials of the customer for both QL and Mobysoft must be provided. 2. Ensure you have followed the general QL API setup, [as per Prerequisite here](/). 3. The Aareon Connect team will then configure the integration for you. ## Use Cases 1. **Create new arrears actions** You will be able to create a new arrears action with or without a new arrears activity from RentSense into QL. This will allow the end user to view new arrears actions or activities in QL from Mobysoft 2. **Create new activity for an existing action**\ You will be allowed to create a new activity for an existing action from RentSense into QL. Once the activity is created with Rentsense, it will auto assign itself to the Action within QL. 3. **Create new contact (Optional)**\ The end user will be given the choice to decide if they want a contact created or not before activating the integration The arrears actions and activity is to be attached to the contact if created. ### Field Mapping | Rent Sense | ERP | | --------------------- | ------------------------ | | Tenancy Reference | Tenancy Reference Number | | Output Stage (“\|”) | ActionCode | | Output Stage (“\|\|”) | ActivityCode | | Exclude Until | HoldExpiryDate | ### FAQ 1. **How do I sync my master data from QL to Mobysoft?** Mobysoft already has a script in place for this, please contact their support team (email here?) to get this set up. 2. **How often does my data sync over?** Master data is synced daily. New Actions/Activities created in Mobysoft will be synced asynchronously into QL.
# MRI Connecting real estate visionaries with innovative proptech that powers thriving communities ## Overview * **Category :** *Coming soon* * **Use cases :** [Prospects / Vacancies](/use-cases/interessenten) * **Marketplace :** [*Coming soon*](https://marketplace.aareon.com/product/uk-partner) ## Description MRI Real Estate software is a comprehensive solution designed to streamline and optimize various aspects of real estate management and operations. It encompasses a range of functionalities such as property management, accounting, lease administration, asset management, and reporting. MRI software helps real estate professionals efficiently manage their portfolios, track financials, monitor leases, analyze property performance, and make data-driven decisions. It serves as a centralized platform to enhance productivity and decision-making in the real estate industry. ## Initial Setup and Configuration 1. In order for the integration to be set-up by the Aareon Connect team, credentials of the customer for both QL and MRI must be provided. 2. Ensure you have followed the general QL API setup, [as per Prerequisite here](/). 3. The Aareon Connect team will then configure the integration for you. ## How the integration works **Use-case**: [**Vacancies / Prospects**](/use-cases/leerstaende) **General information about the integration** MRI integrates with QL so that any advertisement that is created in QL is then also created in MRI with the same information. Any successful application in MRI will then send the applicant details to QL. The integration has two parts is based on a series of webhooks that activate and push data to the system once a property of the ERP has an advertisement created. 1. Once that is done an advertisement is automatically created in MRI based on the information received and the ERP is then updated with the specific id of the newly created advert. 2. Once an application in MRI has been successfully resolved (I.E. an applicant has rented the property in the advert), the details of the future tenant (name,email,number) are then sent back to the ERP via an XML import. The following pieces of data are synced from QL to MRI as part of this integration:
Data entitiesNotes
Advert / VacancyPulled directly from QL via webhook as soon as one is created.
Prospect / ApplicantThe successful applicant for a vacancy ( the person the vacancy has been allocated to)
When an advert is created in QL the following request body is sent to Aareon Connect ``` { "Town": "string", "UPRN": "string", "Street": "string", "HasLift": "boolean", "Latitude": integer, "Locality": "string", "Postcode": "string", "StreetId": "string", "Apartment": "string", "HasGarage": "boolean", "HasGarden": "boolean", "HouseName": "string", "Longitude": integer, "HeatingType": "string", "HouseNumber": "string", "PetsAllowed": "boolean", "ChargeAmount": "string", "DwellingType": "string", "VoidFromDate": "datetime", "LabelMapCodes": [], "AvailableToLet": "datetime", "OwningDeptCode": "string", "ChargeFrequency": "string", "LettingsAreaCode": "string", "ManagingDeptCode": "string", "NumberOfDoubleBedrooms": "string", "NumberOfSingleBedrooms": "string", "ExternalAdvertReference": "string", "ExternalPropertyUserCode": "string", "ExternalPropertyReference": "string" } ``` The following fields are to be provided in QL in order for the integration to create an advert in MRI
PropertyDescriptionNullable
Town (string)The name of the town where the property is located.Yes
UPRN (string)Unique Property Reference Number, a unique identifier for the property.Yes
Street (string)The name of the street where the property is situated.No
HasLift (boolean)Indicates whether the property has a lift (true or false).No
Latitude (integer)The latitude coordinate of the property's location.No
Locality (string)Additional information about the property's locality.Yes
Postcode (string)The postal code or ZIP code of the property.No
StreetId (string)Identifier for the street where the property is located.Yes
Apartment (string)The name or number of the apartment within the property.Yes
HasGarage (boolean)Indicates whether the property has a garage (true or false).No
HasGarden (boolean)Indicates whether the property has a garden (true or false).No
HouseName (string)The name of the house, if applicable.Yes
Longitude (integer)The longitude coordinate of the property's location.No
HeatingType (string)The type of heating system in the property.Yes
HouseNumber (string)The house number or building number.Yes
PetsAllowed (boolean)Indicates whether pets are allowed in the property (true or false).No
ChargeAmount (string)The amount of charges associated with the property.No
DwellingType (string)The type of dwelling (e.g., apartment, house).Yes
VoidFromDate (datetime)The date from which the property became vacant.No
LabelMapCodes []An array of label map codes, which could represent additional information.Yes
AvailableToLet (datetime)The date when the property is available for rent.Yes
OwningDeptCode (string)Code representing the department that owns the property.No
ChargeFrequency (string)The frequency of charging for the property (e.g., monthly, annually).No
LettingsAreaCode (string)Code representing the area where the property is available for rent.Yes
ManagingDeptCode (string)Code representing the department responsible for managing the property.No
NumberOfDoubleBedrooms (string)The number of double bedrooms in the property.No
NumberOfSingleBedrooms (string)The number of single bedrooms in the property.No
ExternalAdvertReference (string)Reference code for external property advertisements.No
ExternalPropertyUserCode (string)User code for external property references.No
ExternalPropertyReference (string)Reference code for the property in external systems.No
Once an applicant has been accepted and the allocation has been made the applicant details are stored and sent to QL automatically. # Microsoft SharePoint ## Initial Setup and Configuration ### QL To use the QL to SharePoint integration, you need to be at least on QL-version 4.15.3 and you need a Microsoft SharePoint **Cloud version** with a user that has appropriate access. The integration assumes you do **not** use the SharePoint account yet. Steps to get started: 1. To start with integration, speak to your account manager and acquire Aareon Connect and the QL to SharePoint integration. 2. Make sure you are at least on version 4.15.3 on QL. 3. Ensure you have followed the general QL API setup, [as per Prerequisite here](/). 4. Hold your SharePoint credentials ready for one user that has user rights to read, create and update files. 5. Now speak to your consultant or account manager, as the setup will be done by Aareon UK. ### Aareon Connect 1. In Aareon Connect (access will be granted through your consultant), enable all SharePoint integrations (the setup is almost exactly the same for all of them):
2. At the **Custom Data** step, make sure to enter the SharePoint names exactly as shown in SharePoint:
1. **SharePoint Site Name**: This is the name as shown in the URL of the SharePoint site when you have it opened.\ e.g.: `https://mycompany.sharepoint.com/sites/`**`MyQLSite` ➔ MyQLSite** is what you need to enter as the site name 1. In case you want to use the root site, you should leave the field empty 2. **SharePoint Drive Name**: This is the name as shown in the UI of the SharePoint when you have it opened.\ e.g. in the screenshot it's **My QL Documents**
1. In case you want to use the default drive (**Documents**), you should leave the field empty {% hint style="warning" %} Never rename any folders. The integration identifies the folders by the names.\ Also: No file name with the same pre-existing file or folder name should already exist. Otherwise there is the risk of mix ups in the integration. {% endhint %} ## Use Cases ### Use Case 1: Save Files created in QL to SharePoint As a user I want my QL files (file drops from 4.15.3 and letters from 4.15.3) to be synchronized into the respective folder of my SharePoint automatically so I can find/use/archive them in SharePoint easily. Based on each file that is uploaded in QL, a folder of the corresponding "parent" entity is created and the file uploaded to QL is also copied to the SharePoint folder. #### Overview of folder structure SharePoint

Folder structure of QL in SharePoint

Data files that are synced: Applicants, contacts, complaints, general, orders, properties, tenancies, schemes. Note, this is the standard folder structure that is created sub-sequentially whenever you add new files to your QL system. Other sub-folders are created when necessary. How will the integration react to certain scenarios: 1. **New** files is added in QL: It will be synced to SharePoint 2. **Existing** files is **changed** or **replaced** in QL: It will overwrite the file in SharePoint 3. Existing files is **deleted** in QL: The integration does not delete old files yet, this will come later in H2 2024.
{% hint style="info" %} **Triggers** for files to be synced to SharePoint: 1. Once a file is **drag and dropped** in QL. 2. Once a letter is created in QL. {% endhint %} ## Q\&A
Do you also import files we store in SharePoint back to QL? No, at the moment not. This is intended later.
Where in one SharePoint is the folder structure of QL built up - in the root folder of one SharePoint or can I select another sub-folder? You can either use the root folder (default) or specify a folder ("drive") where it should be built up. See [#aareon-connect](#aareon-connect "mention") above for more details.
Will the folder structure be in my root SharePoint site or can it be on another site as well? You can either use the root site (default) or specify another site where it should be built up. See [#aareon-connect](#aareon-connect "mention") above for more details.
What is the Letter naming convention in SharePoint? The naming format is Letter\_letter description from document control. The management\_date is in yyMMddHHmmss format.
How is the folder structure created? How can I migrate documents? The integration creates a folder structure that it will be using, as well as performs the initial sync of QL documents.\ \ After starting to use the SharePoint integration and having some non cross-linked documents, one will need to manually move the documents if one wants to have them in the newly created folders. Moreover, you will need keep the integration-created folder structure to ensure the correct flow of documents.
How do I authenticate (log in) the SharePoint integration? An (ideally dedicated) for the integration created SharePoint user has to only log in once into Sharepoint and authenticate the integration. This is done in QL directly. The integration requires one user with full CRUD (Create, read, update, delete) access on SharePoint for the integration and then all other users who want access documents in SharePoint, will need to be given access by the Microsoft admin to the SharePoint folder. However, those users do not need be given access to the integration in QL.
If documents are removed in QL, are they also removed on the SharePoint integration? This is not something that is a part of the V1 of the integration. \ \ To correct uploading mistakes, users will need to go and manually remove those documents in SharePoint from the wrongly placed folders.
# Entities Note: **Entities** are equated with **API endpoints**. # Schemes Project within a defined area A "scheme" refers to a **planned development or project** involving the construction or redevelopment of properties and the associated infrastructure **within a defined area**. Schemes may involve the construction of multiple buildings, roads, utilities, and amenities within a particular location and can encompass a wide range of real estate endeavors, including residential, commercial, industrial, or mixed-use developments. # Blocks A shared building among properties A "block" is a single building or a group of buildings that are **part of a larger development or estate**. These blocks can consist of **apartments, flats, or commercial spaces** like the shared roof of a house, a shared garden, or a shared garage. As blocks can be subject to their own maintenance and service obligation, they are often managed as distinct entities within a larger property complex. # Dwellings Housing units A "dwelling" refers to a place of **residence or a housing unit** that is used for living purposes. Dwellings can take various forms, including houses, flats, apartments, bungalows, and other types of residential accommodations. # Tenants User of a dwelling A "tenant" is **a person or organisation** that uses a property for rent. The relationship between the tenant and the owner is usually governed by a **tenancy agreement**, which sets out the terms of use of the property. # Landlords Owner of a property A "landlord" is the legal person or group of persons who has **full ownership of a property**. The owner has the **right to use, sell or rent** the property, and to make decisions regarding maintenance and repair. # Advertisements An advertisement for a vacant property An "advertisement" for a property is a **promotional presentation** that provides essential information about a real estate asset, such as its location, features, dimensions, price, and contact details. Typically designed **to attract potential buyers or renters**, these advertisements aim to showcase the property's key attributes and create interest among prospective clients. # Categories # Lift Management Monitoring the functionality and safety of lifts ## Description Lift monitoring" refers to the monitoring of lifts in buildings to ensure their smooth functioning. The aim is to detect and rectify potential faults at an early stage in order to avoid operational interruptions and possible hazards. Typical monitoring measures include carrying out maintenance and inspection work, analysing lift data and monitoring repairs and spare parts orders. Our partners offer efficient ways for building owners and managers to automate and optimise lift monitoring through the use of smart sensors and monitoring software.. ## Partner Links to the documentation partner pages: * [Here are all the partners in the Marketplace](https://marketplace.aareon.com/category/lift-management) # Lease Management Supervision and maintenance of lease management ## Description "Lease management" deals with the professional management of real estate by owners or their representatives. The aim is to protect the owners' assets while meeting the needs of tenants. This includes the maintenance and repair of properties, monitoring rent payments and tenancy agreements, as well as administrative tasks such as bookkeeping and communication with tenants. Our partners provide efficient owner management solutions to ensure seamless communication with tenants, exchange information and simplify lease management and payment monitoring. ## Partners Links to the documentation partner pages: * * * * [Here are all the partners in the Marketplace](https://marketplace.aareon.com/category/lease-management) # Repairs and Maintenance Management Order information and communication for repair work ## Description "Repairs and Maintenance Management" are tools for property management companies to simplify cooperation with tradesmen and service providers. The aim is to provide an efficient solution for managing maintenance and repair work. Typical functions include creating and managing orders, monitoring the progress of work and coordinating appointments between tradesmen and tenants. Our partners offer efficient ways to quickly and easily find and commission tradesmen and service providers for repair and maintenance work. They simplify order management and communication between all parties involved. ## Partner Links to the documentation partner pages: * * * [Here are all the partners in the Marketplace](https://marketplace.aareon.com/category/repairs-and-maintenance-management) # Reporting Überwachung von Kennzahlen und Leistungsindikatoren ## Beschreibung "Reporting" ist ein wichtiger Bestandteil der Immobilienverwaltung, um wichtige **Kennzahlen und Leistungsindikatoren** im Blick zu behalten. Es ermöglicht Vermietern und Immobilienverwaltungen, die **Leistung ihrer Immobilienverwaltung zu überwachen und zu verbessern**. Themen im Reporting umfassen **Vermietung, Mieteinnahmen, Ausgaben, Reparatur- und Instandhaltungskosten** sowie **Leerstand und Mietausfälle**. Unsere Partner bieten effektive Reporting-Tools, um die Performance der Immobilienverwaltung zu analysieren und zu verbessern. Durch **Datenanalyse und Visualisierung** erhalten Vermieter und Immobilienverwaltungen schnell Einblicke und treffen fundierte Entscheidungen. ## Partner Links auf die Dokumentations-Partnerseiten: * [Hier alle Partner im Marketplace](https://marketplace.aareon.com/de/category/reporting) # Valuation & Pricing Preis- und Bewertungsanalysen ## Beschreibung "Valuation and Pricing" sind entscheidend in der Immobilienbranche, um den **Wert einer Immobilie zu bestimmen** und den **Kauf- oder Verkaufspreis festzulegen**. Unsere Partner bieten professionelle Valuations- und Pricing-Services an, um eine **objektive Einschätzung des Immobilienwerts** zu gewährleisten. Faktoren werden sorgfältig analysiert, um eine realistische und faire Preisgestaltung zu ermöglichen. ## Partner Links auf die Dokumentations-Partnerseiten: * [PriceHubble](broken://pages/OPg0OiLuX6nSJS9wvdhn) * [QUIS](/partner-and-apps/mri-1) [Hier alle Partner im Marketplace](https://marketplace.aareon.com/de/category/valuation-and-pricing) # FAQs {% content-ref url="/pages/0RjhQsBW86q1w41W8DDq" %} [Customer FAQs](/faq/customer-faqs) {% endcontent-ref %} {% content-ref url="/pages/aAs39Pa9y72WLN4fAjJh" %} [Partner FAQs](/faq/partner-faqs) {% endcontent-ref %} # Customer FAQs
What is Locoia? Locoia is a subsidiary of Aareon that specialises in connecting different software solutions in order to synchronise data between them and automate processes.
Can customers who use Aareon ERPs "in house", i.e. host them on their own server, also use Aareon Connect? Yes, this is generally possible and is supported as standard.
# Partner FAQs
As a partner, how can I propose a customer for Aareon Connect (AC) and what is the process? 1. Partner explains to the client that AC is Aareon's integration product. For more information, please feel free to contact Aareon or the account manager responsible for you. 2. Aareon then contacts the customer about AC. 3. The customer decides in favour of AC. Aareon and the Locoia team activate AC for the customer's ERP and approach the customer. 4. The customer then needs the partner's API key (or login details to the API) and may need to request this from the partner's account management or find it in the partner user interface. 5. AC-Team puts the integration live with the client in a partner test account. 6. The customer is asked to check the data in the test account using a standardised list of questions for each use case. 7. After confirmation that all data is as expected, the integration goes live in the partner production account.