Applicant List
All prospective tenants for your listings in one place — filter, prioritise, and invite the right applicants to viewings in just a few clicks.
The Applicant List shows every person who has enquired about your listings — across all properties and rental cases. Locari automatically qualifies applicants, keeps the communication running, and surfaces who is genuinely suitable. The decision is yours.
What Locari does automatically: Receives applications, makes first contact, asks follow-up questions, updates phases, and pre-qualifies applicants against your criteria. What you decide: Who to invite to a viewing, who to accept — and who to decline.
Common Tasks
- Filter the list by listing
- Move an applicant to a different phase
- Show only applicants with unread messages
- Search and sort applicants by name
- Delete an applicant
- Review an individual application
Applicant Pipeline and Views
The Applicant List is available in two views: Kanban (default, columns by phase) and Table (compact list view). Toggle between views in the top-right corner — your preference is saved automatically.
The 5 Phases of an Applicant
Every applicant moves through up to five phases. Locari advances phases automatically; you can also change them manually.
| Phase | Meaning |
|---|---|
| Initial Review | Application received, Locari collects basic data |
| Viewing | Applicant scheduled or invited for a viewing |
| Documents | Documents requested or under review |
| Approved | Applicant selected — tenancy process begins |
| Rejected | Application not pursued further |
What the AI controls: Locari automatically moves applicants from "Initial Review" to "Documents" once all basic data is collected, and flags applicants for manual review when information is contradictory or documents are incomplete. What you do: Applicants flagged for manual review appear at the top of the list with a warning icon — you decide whether the application continues.
Change Phase Manually
- Open the applicant in the table or Kanban card — or click the phase badge directly in the row.
- Select the new phase from the dropdown.
- Example: The Müller family is moved directly to "Approved" after their viewing — Locari automatically sends the acceptance notification.
Only permitted transitions are offered (e.g., "Approved" can only be set back to "Rejected", not to an earlier phase).
Fields in the Table View
Each row shows these columns:
- Name and email — applicant name with an unread indicator (blue dot); warning icon for manual review
- Listing — title and address of the associated rental case
- Phase — current phase as a coloured badge (e.g., Initial Review, Documents)
- Status — qualification level (e.g., Qualified, Active)
On mobile devices, name and phase appear as cards; listing and status are hidden.
Filters and Sorting
Available Filters
- Listing — narrow down to a single listing; a counter shows how many applicants each listing has.
- Phase — select one or more phases simultaneously.
- Date range — today, this week, this month, or a custom date range.
- Unread messages — show only applicants with new, unread messages.
- Manual review — show only applicants where Locari needs your decision.
- Search — free-text search by name or email address.
Sort Options
- Last updated (newest/oldest)
- Application date (newest/oldest)
- Name (A–Z, Z–A)
The most recently used filters and sort order are saved locally and restored the next time you open the list.
Typical scenario: You are renting out three flats simultaneously. Filter by listing "Example Street 12" → 8 applicants visible → filter by status "Qualified" → 3 candidates for viewing, including Mr. Weber with income 3,200 € at 900 € rent (30% burden).
Applicant Status Values
In addition to the phase, every applicant carries a status reflecting their qualification level:
- Active — application in progress, Locari is communicating actively.
- Qualified — applicant meets all your criteria; recommended for the next step.
- Disqualified — criteria not met; application continues until you decline.
- Withdrawn — applicant withdrew their own application.
- Archived — completed application, no longer active.
Declined and Completed Applicants
Declined or withdrawn applicants remain visible in the list — select the phase Rejected or status Withdrawn in the filter to view them specifically. This lets you trace when and how each application ended — relevant for any information obligations under anti-discrimination law.
Retention: Applicant records are kept for up to 6 months after the selection process concludes and are then automatically deleted in accordance with GDPR.
Note: Do not manually delete an applicant during an active selection process — the record and communication history will be permanently lost.
Permissions and Further Actions
- Visible to: all team members of the owner account.
- Change phase and status: all members.
- Delete applicant: administrators only — the action is irreversible.
- Open an individual applicant: click a row or card to open Applicant Details — household, criteria match, documents, emails, notes, history.
Additional actions (edit, delete) are available in the three-dot menu for each row.
Related Pages
- Applicant Details — household, score, documents, accept/decline
- Document Verification — request and evaluate documents
- Making Decisions — acceptances, rejections, notifications
- Define Selection Criteria — set the criteria Locari pre-qualifies against