RentPress Appointment Scheduler

Overview

RentPress Appointment Scheduler lets prospective renters book property tours directly from your website. Tour availability syncs in real-time with your CRM, and bookings automatically create guest cards — no manual entry needed.

Key Benefits

Instant booking: Visitors self-schedule tours with a branded calendar embedded on your site
Real-time availability: Tour times are pulled directly from your CRM for accurate, up-to-date slots
Automatic CRM integration: Each booking creates a guest card in your CRM automatically
Better marketing attribution: Native, on-site solution gives your marketing team clearer visibility into lead sources and conversions
Seamless integration: Built to work with the RentPress system you already use

RentPress Appointment Scheduler requires an active subscription. To get started, reach out to your 30 Lines representative or contact 30 Lines support.

Requirements

Before you begin, ensure you have the following installed:

• RentPress for Websites (version 7.15.3 or later)
• RentPress: Gravity Forms Add-on (version 1.2.0 or later)
• Gravity Forms
• ⚠️ Important: The property must have Yardi RentCafe service active and Appointments API enabled. Without these, submissions and API responses will not function correctly.

 

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Step 1: Enable Appointments API

In your RentCafe CRM, enable the Appointments API for the property where you plan to use tour scheduling. You may need to contact your Yardi representative to have it activated for that property.
 

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Step 2: Configure RentCafe Credentials

1. Go to your WordPress dashboard
2. Navigate to Forms > Settings > RentPress Forms
3. Enter your RentCafe credentials:
   • RentCafe API Token (Provided by RentCafe)
   • RentCafe Company Code (Provided by RentCafe)
   • API Username (Provided by 30 Lines)
   • Dashboard Company ID (Provided by 30 Lines)
   • Dashboard API Key (Provided by 30 Lines)
   • RentCafe API Version (Check the box for Use RentCafe V2 API)

Resource: RentPress: Gravity Forms Add-On

 

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Step 3: Create Your Gravity Form

Required Fields

Build a new Gravity Form and add the following fields with types:

• Name – Name or Text
• Email – Email
• Selected Time – Text
  • Set Visibility to Hidden
  • Under Appearance, add a custom CSS class (e.g., selected-time)
    Note: Remember this class name — you’ll need it in Step 4.
• Property Code – Hidden
  • In the Advanced tab, check Allow field to be populated dynamically
  • Set Parameter Name to: property_code

Quick Import Option

Skip manual setup by importing the pre-built demo form:

1. Download the JSON file: gravityforms-rentpress-appointment-scheduler.json
2. In WordPress: Forms → Import/Export → Import Forms
3. Click Choose File, select the JSON file, and click Import

Once imported, proceed to Step 4: Map Form Fields

Optional Fields

Enhance your form with these additional fields:

• API Response – Hidden
• API Response Code – Hidden
• Message – Text Area

Tip: You may add extra fields (e.g., Phone Number) as needed. Refer to the Step 4: Map Form Fields image for a full list of available fields.

 

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Step 4: Map Form Fields

1. Go to your form’s settings
2. Navigate to the Appointments tab
3. Map all required fields to their corresponding fields:
   • First Name – Name (First)
   • Last Name – Name (Last)
   • Email Address – Email
   • Property Code – Property Code
   • Appointment Date And Time – Selected Time
4. Optional: Map API Response and API Response Code fields

 

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Step 5: Set Up Error Notifications

This is an optional step but recommended to help with troubleshooting.

Configure the API Response Code Field

Add a default value to your API Response code field (e.g., “No Response” or “200”)

Create the Notification

1. Create a new notification
2. Important: Include the string error_notification in the notification name (e.g., “Appointment error_notification”)
3. Configure recipients (use “Configure Routing” to send to different people based on error codes)
4. Add the API Response field value to the email body for context
5. Enable conditional logic with these conditions:
   • API Response Code IS NOT 200 AND
   • API Response Code IS NOT No Response (or your default value)

This ensures notifications only send when there’s an actual error (200 = success in RentCafe API).

 

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Step 6: Create a Confirmation Page

1. Create a new WordPress page for form confirmation
2. In your form settings, set the form to redirect to this page on submission

This helps refresh the scheduler and improves user experience.

 

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Step 7: Add the Scheduler Shortcode

Add the RentPress Appointment Scheduler shortcode to the page where you want the scheduler to appear.

Shortcode Usage

[rentpress_appointments formID="4" propertyCode="p1234567" formTimeClass="appointment-time"]

Required Attributes

• formID — Your Gravity Form ID
• propertyCode — The property code from RentCafe
• formTimeClass — The CSS class you added to the Selected Time field

Optional Attributes

• propertyId — RentCafe property ID (recommended to prevent duplicate time slots)
• primaryColor — Hex code for selected state colors (e.g., #3399FF)
• secondaryColor — Hex code for day, time and borders (e.g., #333333)

Example Complete Shortcode

[rentpress_appointments formID="4" propertyCode="p1234567" propertyId="12345" formTimeClass="appointment-time" primaryColor="#3399ff" secondaryColor="#333333"]
 

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Troubleshooting

Duplicate Time Slots

If you see duplicate time slots, make sure to include the propertyId attribute in your shortcode.

Notifications Not Sending

• Verify the notification name includes error_notification
• Check that conditional logic is enabled
• Ensure API Response Code has a default value

Tours Not Creating in CRM

• Verify your RentCafe V2 credentials are correct
• Check that all required fields are mapped in the Appointments tab
• Review logs files. Logs can be enabled in RentPress Forms settings at the bottom. Logs save to the plugin folder.

 

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See Also

• RentPress: Gravity Forms Add-On