How to Transition Your Property Management Company to New Software

Migrating to new property management technology can feel daunting, but the benefits far outweigh the comfort of staying with the status quo. Whether past experiences or the anticipation of a stressful migration are causing hesitation, proper planning and the right software partner make the process easier and more effective.

Why the Right Software Matters

• Every business relies on efficient software, but the rental housing industry has unique challenges.

• Hesitations about switching software are common due to:

  • Concerns about migration stress

  • Fear of business disruption

  • Previous negative experiences

Good news: With proper planning and an experienced software partner, transitioning to a new property management platform is manageable and can significantly improve business performance and outcomes.

Signs You May Need New Property Management Software

Ask yourself these questions to determine if your current software is holding your business back:

1. Not Achieving Goals

   • Is current software limiting your team from meeting business objectives?

2. Lack of Mobility

   • Is the software only accessible in-office or on-site?

3. Excessive Manual Processes

   • Are you or your employees spending too much time manually entering data or handling resident, owner, and vendor requests?

4. Cumbersome Multi-System Workflows

   • Do employees need to log in and out of multiple platforms to complete tasks?

5. Disorganized Training

   • Are standardized training guides available for new hires and ongoing employees?

6. Limited Visibility

   • Can you quickly access property performance data in a detailed, actionable format?

7. Lack of Self-Service Tools

   • Do owners and residents have access to online portals for tasks and information?

8. Poor Vendor Management

   • Does coordinating multiple vendors take excessive time and resources?

Action: Tally how many “Yes” answers you get. A high number indicates it’s time to consider an upgraded software solution.

Key Steps for Migrating to New Property Management Technology

Transitioning to a new platform can improve performance, enhance customer experiences, and keep your company competitive. Key steps include:

1. Assessing and Planning the Transition

• Define your business needs: Identify wish lists, must-haves, and priorities.

• Conduct a software and process assessment: Analyze current software strengths, weaknesses, and gaps.

• Establish goals in writing for:

  • Leadership and employee alignment

  • Clear communication to potential providers (RFPs or briefs)

  • The company’s “north star” for selection and prioritization

• Develop a transition action plan:

  • Schedule around non-peak seasons

  • Include buffer time for testing and unexpected issues

  • Assign roles and responsibilities

• Consider budget, resources, and scheduling to minimize disruptions.

• Identify key stakeholders to ensure alignment and approvals.

• Pro tip: Gather input from end-users to identify potential challenges and ensure software meets team needs.

2. Selecting the Right Software Provider

Evaluate providers beyond price or flashy features. Consider these 12 areas:

1. User Experience: Accessibility across devices for all team members, vendors, property owners, and residents.

2. Included Features: Consolidate automated and mobile benefits in one platform; consider providers with both investment and property management capabilities, if applicable.

3. Onboarding Process: Clear steps, timeline, and contingency plans. Ensure adequate training and support.

4. Data Migration: Defined process and schedule for transferring existing data.

5. Customer Support: Availability via self-help guides, live chat, phone, email, tutorials, or in-person visits.

6. Goal Setting: Ability to help achieve specific business objectives.

7. Ongoing Training: Access to updated, provider-led training.

8. Issue Resolution: Expert support for troubleshooting or questions.

9. Communication and Updates: Proactive sharing of new features and enhancements.

10. Feedback Process: Regular opportunities to check in and provide feedback.

11. Industry Awards: Recognition or accolades indicating reliability and best-in-class performance.

12. Customer Reviews: Insights from other clients, including resolution of past issues.

3. Onboarding and Training

Five tenets ensure smooth onboarding:

1. Transparency: Communicate goals, current software challenges, and expected benefits.

2. Resources: Assign a dedicated project lead and provide additional support/resources.

3. Commitment: Communicate that the transition is final and non-optional.

4. Flexibility: Adapt to new processes and leave old system habits behind.

5. Timing: Allow sufficient time for testing, feedback, and iterative adjustments.

6. Positivity: Maintain a positive mindset to overcome challenges effectively.

4. Continued Software Partnership Success

• Treat software transition as an ongoing process.

• Maintain communication, continuous support, and resource allocation.

• Stay updated on new features or tools relevant to your business.

• Offer refresher training and ensure access for new hires.

• Evaluate performance: Measure usage against original goals and identify areas for optimization.

• Collect and apply feedback to refine processes and training.

• Keep open communication with your provider for both positive updates and constructive feedback.

AppFolio Recognition and Awards

AppFolio demonstrates reliability and customer satisfaction through multiple industry recognitions:

• Named a Leader in the 2025 G2 Grid for Property Management.

• Achieved 4.5/5 overall score across Capterra, Software Advice, and GetApp.

• Recognized as a Software Advice 2025 FrontRunner.

• Named to the Capterra Shortlist 2025 for Property Management and Real Estate Property Management.

• Category Leader on GetApp.

AppFolio supports a wide range of property management company sizes and needs. Download the free guide for more tips on transitioning to new software.