Building Engines Integration

In this guide you will learn about the Integration Building Engines and how it works with VTS Rise.

• What is Building Engines?
• Sync methods between VTS Rise and Building Engines
• Work order syncing
• Work Order Statuses
• Building Engine Integration Troubleshooting
• Updating Tenant Names

What is Building Engines?

Building Engines is a work order management integration. This allows work orders to be created in VTS Rise and pushed to Building Engines. 

The following data is synced from Building Engines to VTS Rise:

• Tenants: Tenants are pulled from VTS Rise via Tenant admin email and mapped to the correct floors and suites.
• Suites and floors: Floors are imported first, then Suites are added to floors.
• Work orders, problems, categories and work order status updates. 

Sync methods between VTS Rise and Building Engines

• Work orders, problems, floors and suites can be manually synced from the VTS Rise admin portal. 
• A programmed nightly update is run daily at midnight (Local time of your property) to import the following from Building Engines to VTS Rise:
  • Problems: If a problem is deleted in building Engines, it is then deleted form VTS Rise during the nightly sync. If a problem is updated in Building Engines, then it is updated in VTS Rise during the sync. 
  • Floors and Suites.
• A work order created in VTS Rise will sync to Building Engines immediately. Then all actions are taken in Buildings Engines, syncing status changes to VTS Rise. Once a work order is closed in VTS Rise, an email and app notification will be sent to the end user. 
• A sync is run every 15 minutes to sync Work order status updates from Building Engines to VTS Rise.
• Tenants are manually imported from Building Engines when the tenant administrator email is entered in the VTS Rise Property Settings. 

A VTS Rise representative must make this configuration. To do so send your implementation manager a list of tenant admin email addresses associated with the tenants that need to be added to VTS Rise.

Work order syncing

• Work orders are pushed from VTS Rise to Building Engines. Currently, work order attachments such as PDFs and photos are not pushed from VTS Rise to Building Engines.
• Work order statues are imported from Building Engines to VTS Rise. They can only be updated in Building Engines.
• Work order problems are imported to VTS Rise from Building Engines. All work order problems are mapped to the category "All."

Work orders synced from Rise will appear in Building Engines as coming from the email of the tenant admin listed in the Property Settings call field.

Work Order Statuses

Building Engines Status	VTS Rise Status
Open	Open
In Progress	In Progress
Complete	Complete *Closure note is added: Completed by Building Management
Rejected	Closed *Closure note is added: Rejected by Building Management
Canceled	Closed *Closure note is added: Canceled by Building Management

Building Engine Integration Troubleshooting

For this Integration to function correctly, we need to have a Valid Tenant Main Contact Listed in the Property Integration Settings. It is a best practice to always ask for Tenant Main Contact when a Building Engines issue occurs.

Issue: Tenant cannot submit Work Orders

1. Check Tenant Suite Number

In the Admin Portal, navigate to Operations, then Tenants.

Check to make sure that the Tenant has a Suite Number listed, as this is required when submitting a work order. 

2. Check Tenant Main Contact Email is Listed

Check the Building Engines Integration Settings to see if the Tenant Main Contact email is listed. From the Admin Portal, navigate to Settings, then to Integrations and open the Building Engines Integrations settings.

Use Command + F (Mac) or Ctrl + F (Windows) to search for the Tenant Main Contact Email Address. You can also search by the email domain “@XXXX.com” to see if another email was previously listed. (There can be more than one email listed)

If there is an older Tenant Main Contact Listed, replace it with a new email address and click Save Changes. If there is no Tenant Main Contact listed, select Add New at the bottom of the page. Be sure to add the Tenant Main Contact Email Address and Tenant Name in the description field.

3. Initiate Building Engine Sync

After the Tenant Main Contact Email is updated in integration Settings, initiate Building Engines Sync to populate Suite Numbers.

Navigate to Operations, then Occupant Management, then Tenants. Once in Tenants, select More, and finally Import Tenants from Building Engines.

Wait approximately 30 minutes before checking to see if Suites are now added to Tenant profiles in the Admin Portal.

If the Tenant Main Contact is listed in Integration Settings, but suite numbers are still not populating after the integration syncs, contact support. 

If a duplicate tenant is created during the sync, contact support.

Issue: Work order did not sync to Building Engines

1. Check Building Engine Work Order ID

In the Admin Portal, navigate to Operations, then Work Orders. Locate the work order by searching, and then Check to see if the work order has a Building Engine Work Order ID. 

If there is a Building Engines Workorder ID, the sync was successful. If there is not an ID, proceed to the steps below. 

2. Check Tenant Main Contact Email is Listed

Check the Building Engines Integration Settings to see if the Tenant Main Contact email is listed. From the Admin Portal, navigate to Settings, then to Integrations and open the Building Engines Integrations settings.

Use Command + F (Mac) or Ctrl + F (Windows) to search for the Tenant Main Contact Email Address. You can also search by the email domain “@XXXX.com” to see if another email was previously listed. (There can be more than one email listed)

If there is an older Tenant Main Contact Listed, replace it with a new email address and click Save Changes. If there is no Tenant Main Contact listed, select Add New at the bottom of the page. Be sure to add the Tenant Main Contact Email Address and Tenant Name in the description field.

3. Initiate Building Engine Sync

After the Tenant Main Contact Email is updated in integration Settings, initiate Building Engines Sync to populate Suite Numbers.

Navigate to Operations, then Occupant Management, then Tenants. Once in Tenants, select More, and finally Import Tenants from Building Engines.

Wait approximately 30 minutes before checking to see if the Building Engines Workorder ID field populates. 

If the Tenant Main Contact is listed in Integration Settings, but Building Engines Workorder IDS are still not populating after the integration syncs, contact support. 

Updating Tenant Names

If you need to update or change a Tenant Name, please reach out to your VTS Rise contact for assistance.

For further questions on the integration or on how to establish the integration, please reach out to the Client Success team at VTS Rise!