Making Decisions

On this page you make the final decision for every applicant. Locari evaluates the match score, generates a recommendation and drafts acceptance or rejection emails — nothing is sent until you click Send.

Common Tasks

• Accept an applicant and notify them
• Reject an individual applicant
• Reject multiple applicants at once
• Mark an applicant as withdrawn
• Undo a decision
• Review the decision history

For a full overview across all phases switch to the Applicant List — bulk reject, filter by phase and status, sort by score.

How to

Accept an applicant

Open the applicant profile when their status shows Qualified or Pre-approved.

1. Open the Overview tab — review the AI recommendation and score.
2. Example: The Müller family, 93/100 points, income 3,200 € at 900 € cold rent (30 % burden), positive SCHUFA, permanent employment.
3. Click Confirm Acceptance — a dialog opens with the pre-drafted acceptance text.
4. Optional: Add a personal note (e.g. "Key handover on the 1st of the month").
5. Click Send — Locari delivers the acceptance and moves the applicant to phase Approved.

Reject an individual applicant

1. Open the applicant profile.
2. In the actions area, open the ··· dropdown → choose Reject.
3. Optional: Enter an internal rejection reason (e.g. "Income ratio too tight").
4. Confirm the dialog — Locari sends a personalised rejection email.

The rejection reason is not shared with the applicant but is stored internally in the history.

Reject multiple applicants

From the kanban view or the Applicant List:

1. Display applicants in the list — for example all in phase Initial Review.
2. Reject individual applicants via the action menu — Locari sends personalised rejections on your behalf.

Mark an applicant as withdrawn

When an applicant backs out on their own:

1. Open the applicant profile.
2. ··· dropdown → Mark as withdrawn.
3. Locari sets the status to Withdrawn — no email is sent.

Undo a decision

If a rejection or acceptance needs to be reversed:

1. Open the profile of the rejected or withdrawn applicant.
2. Click Reactivate — a dialog shows four target steps.
3. Choose the target phase: Initial Review, Viewing, Document Verification or Qualified.
4. Confirm — the applicant is moved to the chosen phase and Locari resumes communication.

Views and Fields

Decision phases at a glance

Every applicant passes through five phases — the last two are terminal phases (no further steps except reactivation):

• Initial Review — application received, AI evaluation in progress
• Viewing — viewing invitation sent, completed or cancelled
• Document Verification — checking documents, AI evaluation complete
• Approved — acceptance sent, lease agreement in preparation
• Rejected — rejection sent or applicant withdrawn

Score and AI recommendation

The match score from 0–100 summarises all criteria with weighting:

• 90–100 — Excellent, acceptance recommended (urgent recommendation)
• 75–89 — Good, acceptance recommended
• 60–74 — Acceptable, manual review advisable
• below 60 — Locari flags the applicant for manual review and issues no automatic recommendation

Status badges

Badges show the fine-grained state within a phase:

• New — application received, not yet evaluated
• Pre-approved — AI has prepared acceptance, your approval is pending
• Pre-rejected — AI has suggested rejection, your confirmation is pending
• Qualified — all criteria met, acceptance possible
• Manual Review — score below 60, no automatic recommendation
• Rejection Sent — rejection has been delivered
• Withdrawn — applicant has cancelled themselves

Audit and History

The History tab (clock icon) in the applicant profile logs every decision without gaps:

• Phase changes with timestamp and trigger (team member by name or "Locari AI")
• Rejection reasons (visible to your team only)
• Reactivations with target phase and actor
• AI recommendations and their timing

Retention: The history is kept until the selection process is complete and is then automatically deleted in accordance with GDPR (typically 6 months after rejection).

Permissions and Multi-select

• Visible to: all team members of the owner account.
• Accept / Reject / Reactivate: all team members — actions are attributed to the respective member in the history.
• Delete applicant: only administrators — the action is irreversible.
• Batch rejection after acceptance: proposed by Locari and must be actively confirmed; any team member can trigger it.
• Manage multiple applicants at once: Applicant List — bulk reject, filter by phase and status, sort by score.

Related Pages

• Applicant List and Filters
• Applicant Details and Criteria Matching
• Document Verification
• Define Selection Criteria
• Manage Viewing Appointments