Data sources and freshness
Rentametrix reads from your systems and from the public market on schedules. A schedule is not a freshness guarantee: read the age before you act. All times are UTC.
Your operational data
Section titled “Your operational data”| Source | What it provides | How often | Never done |
|---|---|---|---|
| Entrata | Leases, residents, units, floor plans, pricing, specials, budgets and the GL tree for linked properties | Daily at 06:00 by default; some accounts are set to every six hours | Writes back |
| AppFolio | Lease history, occupancy, residents and charges for linked accounts | Hourly | Writes back |
| Lease tracker sheet | Beds, leases, statuses, rates and notes from your Google Sheet or Excel file | Daily at 06:00. A changed sheet recalculates summaries within about two minutes. A sheet whose row count drops by more than 30% halts the sync and waits for a person. | Writes to the sheet |
| Comp survey sheet | Your team’s weekly call-around comp sheet, imported as surveys tagged to your account | Weekly when enabled; set up by Rentametrix | Sharing across accounts |
Every PMS and tracker record lands in one staging table with its source and raw payload. On every sync the tracker is checked against the PMS bed by bed. Agreements go into the lease book; differences go to an exception list, never silently into the numbers. A nightly snapshot at 02:00 re-audits prelease, blended rate, net effective rent, occupancy and pace.
Market data
Section titled “Market data”| Source | What it provides | How often |
|---|---|---|
| Competitor web pages | Public per-bed rates, floor plans, amenities and web specials, with the source page and read time | Clemson daily at 05:00. Four more markets (NC State, UNC, UGA, ECU) weekly on Monday at 05:00. Other markets are built but not on a schedule. |
| Web specials lifecycle | Marks an offer live (seen in the last 7 days), fading (not seen for 7) or retired (14) | Checked hourly. Automatic retirement is off by default; a Data Reviewer retires stale offers from the Review inbox. |
| Social posts (Meta, Instagram, Facebook) | Offers posted on a property’s own social accounts, classified as specials | Daily at 08:00 and 09:00 when enabled for the market |
| Market sources | Articles and pages collected per market and listed under Intel sources | Daily at 05:00 for Clemson; other markets when enabled |
| Prelease estimates | Low, point and high estimates for competitor properties, labelled preview | Daily at 10:00 when enabled |
Every published market value points at a dated read. An offer the collector cannot confirm again is marked fading, then retired, rather than kept live.
Derived and delivered
Section titled “Derived and delivered”| Output | When |
|---|---|
| Leasing summaries | Recomputed after each sync that changes a lease; about two minutes behind a tracker change |
| Morning brief email | Per schedule set by a Rentametrix admin; the market and PMS jobs above are timed to finish before it |
| Reports | On demand; each carries a provenance footer with scope, season, as-of, basis and who generated it |
Where to read the age
Section titled “Where to read the age”- Market lens. The ”⋯” menu, Data health, Source freshness: one row per source (rates, specials, sources, leasing summaries) with its age and observed date, plus a row for the rate pipeline’s last run. Rates and specials show stale after 7 days, sources and summaries after 14.
- Market board. Amber on a public rate means a stale observation; italic means rolled forward from an earlier read.
- Velocity lens. The Provenance line: “as of” is the date the figures describe, “read” is when the page read them.
- Records lens. Status date is the effective date of the current status. The lease record does not store when it was last checked against the PMS, so no such column is shown.
- Exports. The provenance block on every Excel, CSV and PDF export.
- Chat answers. The Source, Basis and As-of row under the answer.
- Admin, Sync. For Data Reviewers and admins: every source with its last run, its schedule and its next run, green, amber or red. Entrata and daily rates go amber at 25 hours and red at 48; weekly rate markets go amber at 169 hours and red at 192; sources go red at 72.
When a number is older than you expect
Section titled “When a number is older than you expect”- Check Source freshness or the Sync page. A failed run shows there with its error.
- A rolled-forward public rate means the competitor’s page was not readable on the last run; the value is the last genuine read with its date.
- A tracker whose last sync is older than a day may have halted on the 30% row-count guard. Ask your admin to check the Sync page.
- If a source is red, tell support@rentametrix.com with the property and the source name.