Locari AI — Overview

What Locari AI handles for you, how you control it, and where decisions deliberately stay with you — the entry point for all AI features.

Locari AI handles all ongoing applicant communication on your behalf — answering inquiries, requesting documents, coordinating viewings, checking criteria. The AI never acts on its own: acceptances, rejections, and every manual reply always remain your decision.

What Locari AI automatically does: Analyse incoming messages, compose fitting replies, check applicant data against your criteria, request missing documents, coordinate viewing slots. What you decide: Accept or reject applicants, manual corrections, tone and signature, review the AI memory — and whether AI is active for a listing at all.

Common Tasks

Adjust communication style and signature
Understand when the AI asks a clarification
Review and correct AI replies
Control the AI feature for a listing
Understand privacy and EU hosting

For all AI topics in depth: Communication with Locari AI — Understanding clarifications — Training Locari AI

How To

AI Settings per Listing

Open the listing → AI Settings tab.
Enter the contact person (first and last name) — the AI signs all messages in this name.
Choose communication tone: Professionally formal, Professionally friendly, Modern approachable, or Concise & efficient.
Optional: add a signature (HTML-capable, appended to every message).
Optional: enter an initial message note — e.g. "Please mention that the apartment is only available for a fixed term." — max. 300 characters.
Save — the AI applies the new style starting with the next message.

What the AI does with this: It generates the first message to applicant Müller based on your note, chosen tone, and stored signature — and automatically adds the required GDPR disclosure. What you can review: In Communication with Locari AI you see every sent message in full text.

AI Limits

The AI pauses and asks you a clarification when:

Applicant information is contradictory or incomplete
Information is missing that the AI needs to give a correct answer
The applicant's concern falls outside the scope of the application process

Example: Applicant Schmidt states income of 3,200 €, but the submitted pay slip shows 1,950 € — the AI flags the discrepancy and waits for your assessment before replying.

What the AI does in these cases: Marks the message as unread, sends you a clarification request, and does not send its own reply. What you do: Answer the clarification or reply manually. The AI learns from this for similar cases.

More details: Understanding clarifications

Views and Fields

What Locari AI can do today

Feature	What the AI does	Where configurable
Applicant communication	Answer incoming messages, handle standard queries about the property, viewings, and documents	AI Settings > Tone and Signature
Criteria checks	Compare income ratio, employment type, household size against your requirements	Listing > Criteria
Request documents	Request missing documents by email and track receipt	Automatic, no setup needed
Viewing appointments	Offer available slots, confirm bookings, send reminders	Listing > Appointments
Clarifications	Pause on ambiguities or contradictions and ask you	Automatic, always active
Initial message	Add custom notes to the first reply to an applicant	AI Settings > Initial Message Note
AI memory	Store preferences, corrections, and style notes per listing	Applicant profile > More options

What the AI does not do: Draft rental contracts, collect deposits, make legal decisions, or share data outside the listing. Hallucination protection: The AI replies exclusively on the basis of applicant data and your configuration. If information is missing, it asks — it never invents details.

AI Settings — Field Reference

Contact first name / last name — appears in the signature of every message
Mobile number — optional, for applicants who wish to call back
Communication tone — Professionally formal, Professionally friendly, Modern approachable, Concise & efficient
Signature — HTML-formattable, optional footer text below each message
Initial message note — free text up to 300 characters, applies to the first outgoing message only

Privacy and EU Hosting

Locari processes all applicant data exclusively on EU servers. Production data is hosted in the EU North (Stockholm) region; staging data in EU West 1 (Ireland). No data transfer to third countries.

Every email composed by the AI automatically includes the disclosure required under EU AI Act Article 50:

"This email was created with the assistance of artificial intelligence."

Applicants also receive a link to the privacy policy. As the landlord, you control which criteria and documents are requested — Locari processes only what is necessary for the tenant selection process.

Audit and History

Every action taken by Locari AI appears in the History tab of the relevant listing:

Actor: Locari AI (with timestamp) or team member by name
Type of action: message sent, criteria checked, clarification raised, document requested
Result: delivered messages viewable in full text

Retention: History is kept until the selection process is closed, then deleted in line with the GDPR retention period (typically 6 months after closing).

Manually deleting an applicant also removes their history — this is irreversible and should only be done after the selection process is complete.

Permissions and Control

View AI settings: all team members of the owner account.
Edit AI settings (tone, signature, contact person): all members.
Edit or delete an applicant's AI memory: all members.
AI activation per listing: The AI is active as long as the listing has status ACTIVE and the mailbox configuration is complete. AI communication can be fully disabled via the listing settings — this simultaneously pauses criteria evaluation and all automations.

For team management: Team Settings — manage roles, invite members, set permissions.