How Applications Work

An application is someone’s request to rent a unit. Applications are under General > Applications in the menu. You can fill one in yourself, or email the applicant a form to fill in. Approving an application makes the applicant a tenant, with a lease.

An application can be for a vacant or an occupied unit. It can only be approved while the unit is vacant.

Primary applicants and co-applicants

Each application has one primary applicant, who becomes the primary tenant when it’s approved. Co-applicants are the other people who will live there, and they become co-tenants.

You can edit the primary applicant’s details, but can’t remove them or swap them with a co-applicant.

What’s in an application

An open application has these tabs:

• Application Details: the unit, the move-in date, the lease period, the required deposit and the organization member handling it.
• Primary Applicant: their details, pets, vehicles, references, incomes, residences and employment.
• Co-Applicants: the same for each co-applicant.
• Screenings: your notes on each applicant’s screening.
• Documents: files you keep with the application, and Fill & Sign documents.
• Showings: the unit showings linked to the application.
• Deposit Amounts: the deposits the applicant has paid you.
• Approve / Reject: your decision.
• Activity Log, if your plan includes it: what’s changed on the application and when, with room for your comments.

Review an Application has the steps for each.

Application statuses

Status	What it means
Pending	You entered the applicant yourself or imported the application, or the applicant submitted the form. An imported one may have no applicant yet.
Waiting For Applicant	You emailed the form, and the applicant hasn’t submitted it yet. The list shows Waiting.
Approved	The applicant is now a tenant.
Rejected	You turned it down. Reactivate makes it Pending again.

An application with no primary applicant yet, such as one waiting for the form, can’t be approved until it has one.

What approving creates

• The primary applicant becomes the primary tenant, with the lease and settings you choose in Approve Application.
• Each co-applicant becomes a co-tenant, without Tenant Portal access.
• Their pets, vehicles, references, incomes, residences and employment go with them.
• The application’s documents also show on the tenant’s Documents tab. Documents on a screening stay on the application.
• The total of the application’s deposits becomes the primary tenant’s deposit balance, and each deposit is recorded as income, with its payment method and date.
• The unit becomes Occupied.
• Invoices that are already due are made, and the tenant gets them by email.

The application becomes Approved, and leaves the list until you filter for it. Deleting it later doesn’t change the tenant.

Emails applicants get

When	Subject	To
You create an application with Email Application, or send a new link	Finish your application for the property	The address you enter
You create an application with Enter manually	Application Created, with a PDF of the details	The primary applicant, if they have an email
The applicant submits the form	Your Application has been submitted	The applicant
You add a co-applicant	Co-Applicant Added	The co-applicant and the primary applicant

Applicants don’t get an email when you approve or reject an application. After approval, a tenant with Tenant Portal Access gets an email to sign in, and invoices are emailed as they’re made.