Rental application pre-screening
What this workflow does
This workflow helps property managers check whether a rental application is ready for review.
If the application is complete, the property manager is notified and the applicant receives an acknowledgement. If the application is missing information, the applicant is asked to provide the missing details.
Who uses it
This workflow is useful for property managers, leasing consultants, rental application teams, agency administrators, and tenant intake teams.
When to use it
Use this workflow when a rental application is submitted from an online form, property management platform, CRM, agency website, or manual intake process.
Process diagram
Information needed
|
Information |
Why it is needed |
|---|---|
|
Applicant name |
Identifies the applicant and personalises messages. |
|
Applicant email |
Allows the agency to contact the applicant. |
|
Property address |
Identifies the rental property. |
|
Property manager email |
Sends the application to the right manager. |
|
Income summary provided |
Confirms whether income information was supplied. |
|
Identity check provided |
Confirms whether identity information was supplied. |
|
References provided |
Confirms whether references were supplied. |
|
Urgent review |
Shows whether the application should be reviewed urgently. |
|
Move-in date |
Helps the manager assess timing. |
|
Weekly rent |
Gives context for the application. |
Step-by-step explanation
Step 1: Assess rental application
The workflow checks the application and sends it directly to the right action.
The application is ready for review when it has applicant name, applicant email, property address, property manager email, income summary, identity check, and references.
If any required item is missing, the applicant is asked for more information. If the application is complete and urgent review is requested, the property manager receives an urgent review message. If the application is complete and urgent review is not requested, the property manager receives a standard review message.
Step 2: Notify manager
The property manager receives either an urgent review message or a standard review message.
Step 3: Acknowledge the applicant
The applicant receives a message confirming that the application has been received and will be reviewed.
Step 4: Request missing details
If the application is incomplete, the applicant receives a message asking them to provide the missing details requested by the agency.
Step 5: Finish the workflow
The workflow finishes with one of these outcomes:
|
Outcome |
Meaning |
|---|---|
|
|
The application is complete and ready for review. |
|
|
The applicant has been asked for missing information. |
How it helps the agency
This workflow helps the agency reduce incomplete applications, help applicants understand what happens next, separate urgent applications from standard applications, create a consistent intake process, and help property managers focus on applications that are ready to review.
Privacy reminder
Rental applications can include personal information. Agencies should only collect information needed for the application process, handle it carefully, and follow their privacy obligations.