Add New Applicant
To add a new applicant, navigate to the Tenancy Builder part of the website, click on Applications -> Applicants in the sidebar, and then click "Add new" on the right.
Fill in the fields as presented and as shown below.
Select a Landlord
Select a landlord from the dropdown. If the landlord doesn't exist, you must add one by navigating to Tenancy Manager -> All Data in the sidebar and clicking Add new landlord. When you return to add a new applicant, you will see the landlord in the drop-down.
Letting Unit
Select a letting unit from the dropdown. The list will show all related letting units to the landlord selected in the previous step. If it doesn't exist, navigate to Tenancy Manager -All Data in the sidebar. For the landlord, click the small triangle on the left to expand the record and click Add new letting unit. You may also add a letting unit by navigating to Tenancy Manager -> Letting Units in the sidebar.
First Name and Last Name
Enter the first and last names of the applicant (prospective tenant).
Tenant Type
Select whether the applicant is the lead tenant or a joint tenant. This setting determines the number of questions and pages on the application form. The lead tenant has all the necessary questions, including, for example, the proposed start date, if they have pets and so on. A joint tenant doesn't have any questions that might be repeated; for instance, it doesn't ask about the start date or pets, amongst others, to avoid repetition.
Property Use
Select from the dropdown what the use of the property is for. This selection will modify the fields shown to the tenant. Residential shows all fields, whereas garage, for example, shows fewer fields (for example, choosing garage won't ask if they have pets).
Proposed Rent and Deposit
Enter the proposed rent and tenancy deposit. This will be displayed to the applicant on the form.
Is a Guarantor Required
If "Yes" is selected, a page for guarantor information will be added to the application for the prospective tenant to complete.
Should the form ask for bank statement authorisation?
Optionally, when the applicant has submitted the form, we can ask them to authorise their bank so that we can read the last 90 days of the transaction history. If they authorise, you can utilise this data by viewing the application form and clicking Analyse with AI. The AI will include a summary of the data in its analysis, and you can ask follow-up questions like, "From the transactions, is there evidence of the applicant paying rent to their landlord regularly?"
Save
Once all information has been entered, click "save" to save the data, and a pop-up will be displayed.
On saving, a unique website URL is generated for that applicant to complete an online application.
Sending the Application Invitation
You will need to email the applicant the unique URL and access code manually, and there are two copying options.
The access code is an extra layer of security; personal data cannot be entered or edited without it.
Copy All Text
If you click the copy all text button, the text in the popup will be copied to your clipboard and can be pasted into your preferred email client for sending to the prospective tenant.
If you edit the text, don't delete the "complete application" text containing the unique URL. If you accidentally delete it, close the popup, edit the applicant and click save again.
Copy Link and Code
If you prefer to use your own wording, text message or app to send the link, click the "copy link" button next to the URL. Then, paste the copied URL into whatever you use to communicate with the prospective tenant.
Please do the same for the access code and ensure it's pasted into the email.
You can send the access code in a separate message for extra security. That way, if a message is intercepted, it will only contain one of the two required items to access the form.
Close the popup when copied.
Testing the Form
You can test the form by copying the URL and pasting it into a new browser tab. Enter the access code, and you'll see what the applicant sees.