Manage how property, appointment, contact, tenancy, and negotiator information syncs from Alto into Inventory Base.
Once Alto has been connected to your Inventory Base account, you can choose what information should sync and how imported records should behave.
Before You Continue
Need to connect Alto first?
Go to Alto Integration: Overview & ConnectionNeed report upload help or troubleshooting?
Go to Alto Integration: Reports, Troubleshooting & FAQs
Where to Find Your Alto Settings
To manage your Alto sync settings:
Log in to your Inventory Base online dashboard.
Go to Settings.
Select Integrations.
Find Alto Integration.
From here, you can manage property syncing, inspection syncing, appointment types, negotiators, tenancies, contacts, landlords, and report upload settings.
Main Alto Sync Options
Once connected, you may see the following Alto settings:
Step | Setting | What it does |
1 | Sync properties | Manually imports or updates matching Alto properties in Inventory Base. |
2 | Sync properties daily | Automatically syncs matching Alto properties into Inventory Base each day. |
3 | Sync inspections | Manually imports or updates matching Alto appointments as Inventory Base inspections. |
4 | Sync inspections daily | Automatically syncs matching Alto appointments into Inventory Base each day. |
5 | Manage property filters | Controls which Alto properties are allowed to sync. |
6 | Manage appointment entry types | Controls which Alto appointment types create Inventory Base inspections. |
7 | Manage negotiators | Controls which Alto negotiators’ appointments are imported. |
8 | Manage tenancies | Controls which tenancy statuses are included when importing tenant information. |
9 | Upload Report Deliverable | Controls whether completed PDF reports are uploaded back to Alto. |
Quick Setup Checklist
Before running your first full sync, check the following:
Check | Why it matters |
Property filters are selected | Controls which Alto properties can import. |
Appointment entry types are mapped | Controls which Alto appointments create inspections. |
Negotiators are selected | Controls whose appointments are imported. |
Tenancy statuses are selected, if needed | Controls which tenant records are imported. |
Controls notifications, reports, signatures, SMS settings, and contact removal behaviour. | |
Daily sync settings are enabled, if needed | Allows matching records to sync automatically each day. |
Once these settings are ready, you can use Sync properties and Sync inspections to run a manual sync.
Syncing Properties from Alto
Use Sync properties to import or update Alto properties in Inventory Base.
Once complete, you will see a confirmation pop-up.
You can also enable Sync properties daily if you want matching Alto properties to sync automatically each day.
Every property synced from Alto will have its own Alto ID, linking it directly to the corresponding property in Alto.
Managing Property Filters
Property filters control which Alto properties are imported into Inventory Base.
To manage these filters:
Go to Settings > Integrations.
Find Alto Integration.
Click Manage property filters.
Select the property data you want to include.
Save your changes.
Click Sync properties to run a manual sync, if needed.
You can filter properties by:
Filter | What it controls |
Property Categories | The type of Alto property, such as residential, commercial, or unspecified. |
Property Statuses | The Alto property status, such as available, let, under offer, archived, or withdrawn. |
Management Types | The management type, such as managed, fully managed, let only, or rent collection service. |
⚠️ Important
To help avoid duplicates, property addresses should match exactly between Alto and Inventory Base.
If Inventory Base finds an exact address match, the existing property will be updated.
If no exact match is found, a new property may be created.
Syncing Appointments as Inspections
Alto appointments can be imported into Inventory Base as inspections.
Use Sync inspections to manually import or update matching Alto appointments.
You can also enable Sync inspections daily if you want matching Alto appointments to sync automatically each day.
Before syncing inspections, check that:
Requirement | Why it matters |
Property filters have been selected | The related Alto property must be allowed to sync. |
Appointment entry types have been mapped | Inventory Base needs to know which Alto appointment types should create inspections. |
Negotiators have been selected | Only appointments linked to selected negotiators will import. |
Once a property and its relevant appointments have been created/synced from Alto, you will see this listed on your Inventory Base account.
Managing Appointment Entry Types
Appointment entry types control which Alto appointments are imported as Inventory Base inspections.
To manage appointment entry types:
Go to your Alto Integration settings.
Click Manage appointment entry types.
Map each Alto appointment type to the correct Inventory Base inspection type.
Leave any appointment types you do not want to import as None / Do Not Sync.
Save your changes.
ℹ️ Only appointments matching your configured appointment entry types will be imported as Inventory Base inspections.
Managing Negotiators
Negotiator settings control which Alto negotiators’ appointments are imported into Inventory Base.
To manage negotiators:
Go to your Alto Integration settings.
Click Manage negotiators.
Click Sync negotiators to refresh the list from Alto.
Select the negotiators whose appointments should import.
Your selections will be saved.
Managing Tenancies
The Manage tenancies setting controls which tenancy statuses are included when importing tenant information from Alto.
To manage tenancy settings:
Go to your Alto Integration settings.
Click Manage tenancies.
Select the tenancy statuses you want to include.
Only tenants from selected tenancy statuses will be imported.
Example tenancy statuses may include:
Tenancy status | What it means |
Active | Current active tenancy. |
Periodic | Tenancy has moved onto a periodic arrangement. |
Proposed | Tenancy has been proposed but may not yet be active. |
Renewal in Progress | A tenancy renewal is underway. |
Vacate in Progress | The tenancy is in the process of ending. |
Vacated | The tenancy has ended. |
Auto Assigning Inspections
If Auto Assign Inspections is enabled, Inventory Base will try to assign imported inspections to the relevant clerk.
This is based on the Alto negotiator details available during the sync.
If a matching clerk cannot be found, the inspection may still be imported, but it may need to be assigned manually in Inventory Base.
Syncing Inspection Changes
The Sync Inspection Changes setting helps keep Alto appointments and linked Inventory Base inspections aligned.
When enabled, supported changes can sync between Alto and Inventory Base for inspections that were originally created from Alto appointments.
This means:
Change | What happens |
An Alto appointment is updated | The linked Inventory Base inspection can be updated. |
The linked Inventory Base inspection state changes | Inventory Base will try to update the related Alto appointment. |
An Alto-linked inspection is cancelled in Inventory Base | Inventory Base will try to cancel the related appointment in Alto. |
⚠️ Note: This only applies to inspections linked to Alto. Inspections created directly in Inventory Base are not created as new Alto appointments.
Contact Import Settings
Contact import settings control how imported contacts, such as tenants, are added to inspections in InventoryBase.
Setting | What It Does |
Deliver completed report | Sends the contact a copy of the completed inspection report. |
Notify of appointment date | Notifies the contact of the appointment date and any updates. |
Pre-fill signature details | Adds the contact’s details for report signing where required. |
Receive SMS | Allows the contact to receive SMS appointment notifications and updates. |
Schedules imported contacts with a past vacate date for automatic deletion in the background, where enabled. |
Delete if vacated
The Delete if vacated setting helps keep older Alto-imported contacts up to date in InventoryBase.
When enabled, contacts imported from Alto with a vacate date in the past will be scheduled for automatic deletion in the background.
ℹ️ This only applies to contacts imported through the Alto integration and works alongside your existing contact removal settings.
Landlord Contact Import Settings
Landlord contact import settings control how landlord contacts imported from Alto are added to inspections in Inventory Base.
Setting | What It Does |
Deliver completed report | Sends the landlord a copy of the completed inspection report. |
Notify of appointment date | Notifies the landlord of the appointment date and any updates. |
Pre-fill signature details | Adds the landlord’s details for report signing where required. |
Receive SMS | Allows the landlord to receive SMS appointment notifications and updates. |
⚠️ Important Notes
These settings determine how imported contacts are configured on inspections.
The Delete if vacated setting applies to tenants. We are investigating extending this behaviour to landlords in future updates.
The Delete if vacated setting works alongside your existing contact removal settings.
Approved Supplier Sync
If a contact linked to an Alto inspection has the category Supplier, they may be imported as an Approved Supplier in InventoryBase.
When syncing approved suppliers, Inventory Base will try to match the supplier using:
Matching order | What InventoryBase checks |
1 | Email address |
2 | Contact name, if no email match is found |
⚠️ Note: Company name is not currently used for supplier matching.
To improve matching, make sure supplier email addresses are accurate in Alto.
Custom Fields and Alto Data
If your Inventory Base account has custom fields enabled, some Alto property data may be available to use as custom field or external data.
This can include Alto property information such as property status, where supported by your account setup.
Important Notes
Ensure contact email addresses are accurate in Alto to improve matching.
If a supplier is not matching as expected, check the email address first.
Property address matching must be exact to avoid duplication.