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 surfaces who is genuinely suitable. 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.
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).
- Viewing scheduled / Viewing completed — state within the Viewing phase.
- Under review — documents are being evaluated (Document Verification phase).
- Qualified — all criteria met, acceptance possible.
- 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 6 months 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.
💬 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
Related Pages
- Applicant Details — household, score, documents, accept/decline
- Document Verification — request and evaluate documents
- Making Decisions — acceptances, rejections, notifications
- Define Selection Criteria — set the criteria Locari pre-qualifies against