3 Biggest Obstacles to PropTech Resilience (and How to Overcome Them)

One missed tour confirmation. Two duplicate renewal texts. Three dashboards telling three different stories.

For multifamily operators, small PropTech failures compound quickly, slowing leasing velocity, frustrating onsite teams, and eroding trust with prospects and residents. As portfolios grow and tech stacks expand, complexity becomes unavoidable. Without intentional design, even well-built systems develop weak points.

Resilient PropTech stacks are those built for accuracy and flexibility. They’re built to absorb change, adapt to new tools, and support leasing, operations, and the resident experience without disruption.

Here’s how to overcome the three most common obstacles to PropTech resilience.

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Related: 2026 Multifamily Planning: Complete Guide for Operators

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Broken or Redundant Automations

When automations work, they save teams hours of time; broken automations add those hours back (and then some) while damaging the leasing or resident experience. When tour confirmations or renewal letters go unsent, the onsite team is left scrambling.

Redundant automations create friction points too. When prospects receive two nearly identical confirmation emails within a few minutes, or a resident gets back-to-back texts about a package delivery, automation feels clunky and frustrating instead of seamless and efficient.

To build resilience in your workflow, go through every automation as a prospect or resident might when:

1. Onboarding new PropTech. Test your automations whenever new automations are set up or whenever a new piece of tech is added to your stack that interacts with or affects a resident.
   
2. Changing the content, cadence, or delivery of your automation. After you edit the contents of an automated message, update an automation schedule, or change how automated messages are sent (e.g., from email to text), run through the entire process to make sure it flows as expected.
   
3. Conducting your year-end audit. Take advantage of the Q4 slowdown and run a comprehensive test of all of your automations as a matter of course.

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Ineffective Handoffs

Workflow breakdowns usually happen wherever data passes between people and/or systems. Any time a lead submits their information multiple times, a leasing agent misses an alert from the CRM, or a guest card comes in with incomplete information, operations slow down.

You can’t completely avoid handoff hiccups, but you can build PropTech resilience by preparing for them. Here’s how:

1. Understand your integrations and how your data flows from system to system. Property data moves between systems in a specific order and cadence. When you update information in one system, understand how and when it moves through the others. Systems sync immediately, periodically, or upon request. Map out the timing of your data syncs so you know when to expect updates to be completed.  
2. Ensure proper onboarding and training for every solution in your tech stack. Functionality issues often stem from user error, poor adoption, or inexperience. Make sure onsite teams are well trained and equipped with the right knowledge and tools to be successful.
3. Look for friction points and ineffective tools. Tech stacks are most effective and resilient when they are lean. Extra steps, integrations, and programs will overcomplicate processes and create more stress points.

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Lacking a Single Source of Truth

Perfect data alignment across every system is unrealistic. Data may be catalogued and identified differently across each of your systems and dashboards. For instance, some of your systems may not have full access to all data sources. Some of your systems may be on a longer delay to receive the most current data.

To mitigate this fragility in your PropTech stack, you need a single source of truth (SSOT) upon which you (and your integrations) can always rely when pulling and modifying data.

To identify your SSOT, ask yourself:

1. Which source has the most information? Your SSOT will most likely be the system with the most access to your other systems.

2. Which source has the most up-to-date information? Your SSOT should have real-time or close-to-real-time data updates.

3. Which source is the most accessible? Your SSOT should be a place where you can access data quickly and easily.

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Read Also: 2026 Multifamily Market: Record Supply, Rising Vacancy & What Operators Need to Know

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Build Toward What’s Next

As your business goals evolve, and as new solutions become available, a PropTech stack should be easy to build on and work with as you add, remove, and replace technology. By auditing workflows, validating data, and understanding how systems interact, you’ll put yourself in a position to adopt new technology with the confidence that it will integrate cleanly, support real needs, and deliver measurable impact.

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