On this page you can see within seconds whether an applicant is a good fit for your property. Locari automatically evaluates the application against your criteria, flags gaps, and handles communication — the decision is yours.
What Locari does automatically here: Match applicant data against your criteria, request missing details via clarifications, evaluate documents, handle email communication. What you decide: Accept or reject, manual replies, corrections to AI memory.
Common Tasks
- Accept an applicant and notify them
- Reply to a message manually
- Add a note about the applicant
- Re-evaluate documents
- Follow an applicant's history
- Review or correct AI memory
For multiple applicants at once switch to the Applicant List — bulk rejection, filter by phase and status, sort by score.
How To
Accept an applicant and notify them
- Open the Overview tab — review the recommendation.
- Example: 85/100 points, income 2,800 € with 850 € base rent (30 % load), SCHUFA positive.
- Click Accept & Notify — Locari sends the acceptance and closes the case.
Reply to a message manually
- Emails tab → open the desired message.
- Click Reply, compose your text.
- Choose whether Locari should continue the communication afterwards.
Locari reads your reply and adapts future messages to match your style.
Add a note about the applicant
- Notes tab → click + Note.
- Enter your comment and save.
- Examples:
"Pleasant on the phone — appointment confirmed." "Employer verified, details check out."
Notes are only visible to your team.
Views and Fields
Overview
The most important metrics at a glance:
- Income, employment status, occupation
- Match score (e.g. 85/100 — calculated from criteria fulfillment × weighting)
- Viewing status (invited / attended / cancelled)
- Personal data: date of birth, marital status, household size, pets
- Current living situation
If an applicant is flagged for manual review, a banner appears. You can accept or reject directly from here. Use Edit to update applicant data inline.
Household
All people who intend to move in together — per person:
- Name, email and phone
- Date of birth and nationality
- Employment and income
A badge shows the member count once more than one person has been entered.
Requirements
Match against your rental criteria:
| Criterion | Requirement | Applicant | Status |
|---|---|---|---|
| Income | min. 2,500 € | 2,800 € | |
| SCHUFA | positive | positive | |
| Employment | permanent | permanent | |
| Pets | none | 1 cat |
Legend: met — borderline / clarification pending — not met
Documents
All submitted documents with review status:
- Pay slips
- SCHUFA (German credit report)
- Identity document
- Rent payment clearance certificate
Once review is complete, Reprocess lets you repeat the AI evaluation with the current state. A badge shows the total count.
What the AI checks: Authenticity of documents, extracts values (income, employment duration) and compares them with the applicant's self-reported details. What you do: When there are discrepancies the AI flags the item in yellow and raises a clarification — you decide whether the document is accepted.
Clarifications
Questions Locari has automatically sent to the applicant — for example when details were unclear or values were missing. A badge shows open items; answered clarifications remain visible.
What the AI checks: Contradictions between stated details and documents, missing required fields, unusual values. What you do: You can stop any clarification or add your own points.
Emails
Complete communication with the applicant in chronological order. Click a message for the full text. A badge shows unread messages.
What Locari answers automatically: Standard enquiries about availability, viewings, and documents — in the tone and style you have established. When it comes to you: when the request is unclear or concerns topics outside the application. The message then appears as unread.
Notes
Internal comments for your team — invisible to the applicant. A badge counts existing notes.
Audit and History
The History tab documents every activity in chronological order — status changes, AI actions, team inputs — from the first application through to the decision. Visible per entry: actor (team member by name or "Locari AI"), timestamp, and the affected event.
Retention: For rejected or withdrawn applications the history is retained until the selection process is complete and is then deleted in accordance with the GDPR retention period (typically 6 months). When you manually delete an applicant, the history is removed immediately and permanently.
Note: Do not delete an applicant while a selection process is still ongoing — the audit trail will be lost. For legal records, add a note or contact the Locari team.
More Options
Available via the dropdown in the applicant profile:
- Edit AI memory — Shows what Locari has stored about this applicant (preferences, corrections, style hints). Entries can be edited or deleted.
- Delete applicant — Permanently removes the applicant including emails and history.
Deleting an applicant cannot be undone.
Permissions and Multi-Select
- Visible to: all team members of the owner account.
- Edit (data, notes, status, accept/reject): all members.
- Delete applicant: administrators only — the action is irreversible.
- Multiple applicants at once: Applicant List — bulk rejection, filter by phase and status, sort by score.