Email Assignment
Understand how Locari automatically routes incoming emails to the right applicant or listing — and when you need to step in.
When an email arrives in your workspace mailbox, Locari matches it to the right applicant and listing — using the sender address, the Reply-To header, and the active rental case. Messages that cannot be matched remain in the inbox for your review.
What Locari does automatically: Match the sender address and Reply-To header against known applicants, link the email to the matching rental case, determine the category (enquiry, clarification, document, etc.) and priority, and send automated replies to standard messages. What you decide: Whether to manually link an unmatched message, whether to block a sender, and whether an automated reply was correct.
Common Tasks
- Understand why a message stays in the inbox
- Check where a message was assigned
- Block a sender
- Unblock a sender
- Review assignment on an applicant's profile
How to
How assignment works
Locari checks each incoming message in this order:
- Reply-To match (highest priority): If the Reply-To address matches a known applicant's email, the message is linked to that applicant.
- Sender match (outgoing messages): Messages sent from your Locari address (
@locari.de) addressed to a known applicant are also linked. - No match → inbox: If the message cannot be linked to any applicant, it appears in the inbox with no listing attached.
Example: The Miller family applies for your flat. Locari sends a viewing invitation. When Ms Miller replies to that email, Locari recognises the Reply-To header and automatically links the reply to the Miller family's application.
What Locari checks when matching: Reply-To header (priority 1), sender address for outgoing messages (priority 2), category classification (enquiry, viewing confirmation, document). What you do: Review unmatched messages in the inbox and manually link them to an applicant if needed.
Track and review assignment
- Open the inbox — all messages without a listing link are listed here.
- Click a message — the detail view shows sender, subject, and content.
- If the sender is a known applicant, switch to the applicant's email tab — linked messages appear there in full.
- Example: You see a message from m.mueller@example.com in the inbox. You check whether Mr Mueller is registered as an applicant. If so, the next incoming message from that address will be assigned automatically.
Block a sender
If a sender is not relevant to a specific listing — for example, repeated off-topic messages or enquiries about a closed listing:
- Open the relevant listing → Emails tab.
- Select the message from that sender.
- Click Block sender — the sender is blocked for this rental case.
- Future messages from this sender receive the status
blockedand are no longer shown actively.
What Locari does when blocking: Automatically flag new messages from the blocked sender as blacklisted — no automated reply, no assignment to applicants. What you decide: Create a block (manually or after an AI suggestion) and remove it at any time.
Unblock a sender
- Open the listing → Emails tab → Blocked senders section.
- Select the entry and click Unblock.
- All previously blocked messages from this sender are queued for re-processing.
Views and Fields
Email processing status
Every email has an internal processing status:
- Pending — received, not yet classified
- Tier 1 completed — automatically classified and replied to (standard enquiries)
- Tier 1 escalated — too complex for an automated reply, Tier 2 processing initiated
- Tier 2 completed — handled by the AI assistant
- Failed — processing not possible, manual review recommended
- Manual review — explicitly marked for manual handling
- Blocked — sender is blocked for this rental case
Fields of a linked message
- Sender email and sender name
- Reply-To address (for applicant replies)
- Time received and time processed
- Direction: inbound or outbound
- Linked applicant (tenant ID)
- Linked rental case
- Attachments: filename, file size, MIME type
- Classification category (e.g. "Enquiry", "Viewing confirmation", "Document")
- AI confidence score for the classification
Blocklist entry
- Sender email address
- Rental case for which the block applies
- Reason for the block
- Created by:
AIormanual - Date created
Audit and History
Every assignment, block, and unblock is recorded in the History tab of the relevant rental case — with a timestamp and actor (team member by name or "Locari AI").
Retention: Blocklist entries remain until manually removed. Messages with status blocked are deleted when the rental case is closed. Manually deleting an applicant removes all linked emails permanently.
Do not delete an applicant while email processing jobs are still open — the history is removed permanently.
Permissions and Multi-select
- Visible to: all team members of the owner account — email access requires active two-factor authentication (MFA).
- Track assignments: all team members.
- Block and unblock senders: all team members.
- Delete emails: only administrators — the action is irreversible.
- Multiple messages at once: not currently available; for cross-applicant actions switch to the Applicant List — bulk reject, filter by phase and status, sort by score.