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Integrate Leadsimple with Retently

Written by Alex Bitca

🗒️ Contents:

LeadSimple is the process and workflow platform many property management companies run their operations in. This integration lets you send a transactional survey when something happens in LeadSimple, such as a process reaching a specific stage, and choose exactly which person receives it.

LeadSimple is available on our higher plans. If you do not see it on the Integrations page, your current plan does not include it.

How it works

  1. You connect your LeadSimple account to Retently with your LeadSimple API key.

  2. You create a trigger and choose which LeadSimple event it listens to, which workflow and stage it applies to, and which contact role receives the survey.

  3. You assign that trigger to a transactional survey campaign.

  4. From then on, whenever the event happens in LeadSimple, Retently creates or updates the contact and sends them the survey, usually within a couple of seconds.

Everything after connecting is configured on the LeadSimple management page, at Integrations > LeadSimple. The campaign's Trigger tab shows a read-only summary and links back to it.

Connect LeadSimple

  1. In LeadSimple, open app.leadsimple.com/api_docs and copy the API key shown at the top of the page. The key belongs to the account, not to your user.

  2. In Retently, go to Settings > Integrations, find LeadSimple and click "Connect";

  3. Paste the API key;

  4. Leave "Create LeadSimple properties for segmentation" ticked if you want workflow details saved on your contacts. See Segmentation properties below;

  5. Click "Connect". You are taken straight to the LeadSimple management page.

📌 IMPORTANT: Connecting on its own does not send any surveys. Nothing is registered with LeadSimple until you add a trigger and save it.

Add a trigger

On the management page, in the "Triggers" section, add a trigger and configure these four fields:

  • LeadSimple event - what the trigger listens to, for example "Process Changed Stage", "Deal Changed Stage" or "Task Completed";

  • Workflow - limits the trigger to a single process type, for example "Move Out";

  • Stage - limits it further to a single stage, for example "Keys Returned";

  • Contact role - who receives the survey, for example the tenant, the owner or a vendor.

Saving is the moment Retently registers the subscription with LeadSimple. Workflow, stage and contact role lists are read live from your LeadSimple account, so they always match what you have set up there.

📌 IMPORTANT: If you leave Workflow and Stage empty, every event of that type in your whole LeadSimple account will send a survey. Set both unless that is what you want.

Choosing the contact role matters. A LeadSimple process usually holds several people in different roles, so surveying the owner about a tenant's move-out, or surveying a vendor, is worse than sending nothing.

Assign the trigger to a campaign

A trigger does nothing until a campaign is attached to it. On the campaign's "Trigger" tab, open the "Survey triggered via" menu, choose "LeadSimple", then pick your trigger. Each option shows what it fires on, so the right one is easy to identify.

Only transactional campaigns can be triggered by an external event. A trigger with no campaign is shown as "Needs campaign" on the management page and sends nothing.

📌 IMPORTANT: A campaign can have only one trigger. Assigning a LeadSimple trigger to a campaign that is already triggered by something else, such as Zapier, the API or another integration, replaces that trigger and stops it firing.

Each trigger listens to exactly one LeadSimple event. If you want to survey on two different events, create two triggers and two campaigns.

Segmentation properties

When this option is on, Retently records four properties on every contact it receives from LeadSimple:

  • Contact Role, for example tenant or owner. This is the most useful one: tenants and owners are different audiences and their scores should be read separately;

  • Process Type, for example "Move Out";

  • Stage, for example "Keys Returned";

  • Pipeline, for deal events.

You can then filter and segment your responses by these values like any other contact property.

The toggle on the management page controls future writes only. Switching it off stops Retently adding these values to contacts from that point on. It does not delete the properties and it does not remove values already saved on your contacts. Switching it back on resumes writing, but nothing is backfilled for the period it was off.

Custom fields you already map from LeadSimple contacts are a separate mechanism and are not affected by this toggle.

Disconnecting

Disconnecting is done from the overflow menu on the management page. It does the following:

  • All LeadSimple triggers are switched off, so the campaigns using them stop sending;

  • The webhook subscriptions Retently created are deleted from your LeadSimple account;

  • Retently deletes its stored copy of your API key.

No data is removed. Contacts imported through LeadSimple, all collected responses, and the segmentation properties and their values all stay in your account.

Your triggers are kept with their workflow and stage settings, but they come back switched off. After reconnecting, re-enable each trigger and save its event again so Retently can resubscribe.

📌 IMPORTANT: Retently cannot revoke your LeadSimple API key. If you are disconnecting for security reasons, rotate the key yourself in LeadSimple.

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