Applicant List – Locari Help

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 shows you who actually meets your criteria. 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
Pre-selection	Application received, Locari collects basic data
Viewing	Applicant scheduled or invited for a viewing
Document Verification	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 "Pre-selection" to "Document Verification" 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., an approved applicant cannot be moved back to an earlier phase — the acceptance is revoked by rejecting the applicant instead).

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., Pre-selection, Document Verification)
Status — fine-grained state within the phase (e.g., Information requested, Viewing scheduled)

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; the list filters as you type.

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 phase Viewing → 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 describing the fine-grained state within the current phase. Which statuses are available depends on the phase — typical examples:

Information requested — Locari has sent a clarification to the applicant (Pre-selection phase).
Slots needed / Viewing scheduled / Viewing done · decision open — state within the Viewing phase.
Under review — documents are being evaluated (Document Verification phase).
Qualified — all criteria met, acceptance possible.
Qualified with reservation — qualified, but the SCHUFA report contains entries or is unclear. The card on the board then also shows “Credit report has entries”. Locari does not reject, you review it yourself.
Manual review required — Locari needs your decision.
Withdrawn — applicant withdrew their own application.

Declined and Completed Applicants

Rejected or withdrawn applicants remain visible in the list — select the phase Rejected 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 90 days 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.

Further Actions

Open an individual applicant: click a row or card to open Applicant Details — household, criteria match, documents, emails, notes, history.
Edit and delete are available in the three-dot menu for each row. Deleting is irreversible and removes the record along with its communication history. On a phone the menu opens as a sheet from the bottom.

Also via WhatsApp: Just write or tell Locari "Accept the Müller family" or "Please decline everyone else for Example Street" — the acceptances and rejections, including notifications, run just like in the app. → Locari via WhatsApp

Applicant Details — household, fulfilment status, documents, accept/decline
Document Verification — request and evaluate documents
Making Decisions — acceptances, rejections, notifications
Define Selection Criteria — set the criteria Locari pre-qualifies against