Listings

All active rental processes at a glance — create listings, filter by status and track every unit from draft to completion.

Under Listings you see every active rental process as its own card: address, rent, applicant count and status — no detours. Locari receives applications automatically via the listing's dedicated email address and handles the initial communication on your behalf. A listing moves through four clearly defined phases — Draft, Active, Grace period and Completed — and every step is documented in the history log.

What Locari does automatically here: Route incoming application emails to the correct listing, create applicant records, send acknowledgement messages and request any missing details. What you decide: Activate or pause listings, accept or reject applicants, adjust criteria.

Common Tasks

For all applicants across multiple listings switch to the Applicant List — bulk reject, filter by phase and status, sort by score.

Tip for portfolio managers: Define all criteria carefully on your first listing — every duplicate inherits them automatically. This saves considerable time when managing 10+ units.

How to

Activate a listing and receive first applications

Create a listing under Create a new listing — status is set to Draft.
Add title, address, rent and photos; define selection criteria under Criteria.
Click Activate — status changes to Active. Locari sets up a dedicated email address for this listing, e.g. vermietung-384729183742@locari.de.
Enter this address on portals such as ImmobilienScout24 or Kleinanzeigen — all incoming applications are automatically assigned to the correct listing.
As the first applications arrive, you will see the applicant counter on the listing card rise. For details, open the listing and switch to the Applicants tab.

What Locari does when an application arrives: Extract applicant data, create the applicant record, send an acknowledgement and automatically request any missing details (e.g. proof of income or SCHUFA (German credit report)). What you do: Once Locari marks the Müller family's application as complete (85/100 score, income 2,800 € at 850 € rent), it appears in your applicant list for your decision.

Ending and duplicating a listing

Open the card dropdown menu (⋯) → choose End — status changes to Completed. Existing applications are fully retained.
For the next rental of the same unit: choose Duplicate in the dropdown — Locari copies the title, address, rent and criteria into a new draft. Photos and individual applicants are not carried over.
Example: Flat at Sample Street 12, 850 € rent — after the tenant moves out, duplicate the listing, adjust the rent to 880 € and reactivate.

Views and Fields

Listing list (card view)

Each card shows:

Preview image of the flat (or placeholder if no photo has been added)
Title and address (street, postal code, city)
Number of rooms and floor area in m²
Monthly rent (e.g. 850 €/month)
Dedicated email address with a copy button — paste directly into your portal listing
Number of applicants (clickable → opens a filtered applicant list)
Earliest move-in date
Creation date and time of last modification

Click a card to open the listing in the detail view. The dropdown menu (⋯) contains the actions Duplicate, End (active listings only) or Delete (drafts and completed listings only).

Status phases

Status	Meaning
Draft	Not yet activated — no emails received
Active	Running — accepting applications
Grace period	Closure initiated — no new applications
Completed	Rental ended

Filters and search

Status tabs: All / Active / Draft / Completed — each with a count badge
Text search: Filters by title, address or keyword in real time; the search query is stored in the URL and can be shared
Active filters appear as removable badges below the search bar; multiple filters can be combined
All counters update live as soon as a new application arrives

Listing History

Every status change and every AI action is logged in the listing detail view under History:

Actor: team member (by name) or "Locari AI"
Timestamp and event (e.g. "Listing activated", "Applicant Hansen created")
Transitions between status phases

Retention: The history is retained after the listing is completed and kept in line with GDPR requirements.

You can view the history at any time in the detail view under the History tab — no additional permissions required.

Note: Deleting a draft also removes the listing history permanently. Only administrators can delete listings — this action cannot be undone.

Permissions and Multi-select

Visible to: all team members of the owner account.
Create, edit, activate listing: all members.
Delete listing (drafts and completed cases only): administrators only — the action is irreversible.
End an active listing: administrators only — moves to grace period, existing applications are retained.
Duplicate a listing: all members — the new draft inherits the title, address, rent and criteria of the original.
Manage applicants across multiple listings at once: Applicant List — bulk reject, filter by phase and status, sort by score.
Manage team roles and add members: Team settings.

Create a listing — step by step from first draft to activation
Define selection criteria — income threshold, SCHUFA (German credit report), employment type and more
Viewing appointments — create time slots, send invitations, capture feedback
AI communication — set email tone, control follow-up questions, pause communication
Applicant List and Filters — all applicants across listings in one view