Here you request documents from a person, see all submitted documents with their AI verification status and use Mark as suitable to set the state Documents fit once the proofs are enough.
What Locari does automatically here: Classify documents, extract values (income, employment duration), verify authenticity, assign them to the right person in the household and compare the application again with your requirement profile. What you decide: When documents are requested, whether they fit despite missing proofs, confirm assignments and escalate suspected fraud.
Common Tasks
- Request documents
- Mark as suitable
- Upload a document
- Re-run AI analysis
- Manually correct a document type
- Delete a document
- Understand verification status and fields
- Review the change history
For all applicants at once, switch to the Applicant List — filter by listing, phase, and date range, sort by name, application date, or last update.
How to
Request documents
This works if the person is in the running, their documents are not yet requested and they are not in the pre-selection, also during a pause and during a reservation.
- In the card Decision on the applicant profile tap Request documents, in the "…" menu of their card in the Kanban view, or after the viewing in the question "How should it continue?". By WhatsApp, for example "Erna should send her documents".
- Locari compares the application with your requirement profile and asks the person by email for exactly the proofs that are still missing. They send them as an attachment to a reply email. If they already attended the viewing, Locari thanks them.
- If the person still has a booked appointment, Locari asks once: Keep appointment (the viewing takes place, with reminders and briefing) or Cancel appointment (they receive the cancellation with your reason and the sentence "Your application remains.", but no new appointment offers, nobody moves up).
Only proofs your requirement profile asks for are requested: ID, proof of income (the covered months of the household are counted, not the files), self-disclosure, SCHUFA report, residence entitlement certificate, guarantee declaration. Missing proofs are visible, for example "Documents requested · 2 proofs missing".
Example: Erna attended the viewing on Thursday. You tap Request documents. Locari thanks her and asks for proof of income and SCHUFA. After 48 hours without an answer Locari reminds her once, only between 8:00 and 20:00. After that Locari reminds you after 1, 3 and 7 days.
What Locari does here: Work out the missing proofs, write the request, recognise and check incoming files. If it is unsure who a document belongs to, it counts only once you confirm the assignment in the Documents tab. A file that does not fit (wrong kind, other person, unreadable) does not count. What you decide: Whether you request, whether the appointment stays and whether the documents are enough.
Mark as suitable
Locari sets Documents fit by itself as soon as all proofs are met and notifies you in the app, by email and by WhatsApp, with a SCHUFA report that has entries "with reservation". The applicant learns nothing of this. If the documents are enough for you earlier:
- In the card Decision tap Mark as suitable, or in the "…" menu of their card. By WhatsApp, for example "Erna's documents are fine as they are".
- Beforehand Locari shows what is still missing, for example "2 proofs are still missing: proof of income, SCHUFA. Mark as 'Documents fit' anyway?"
- Afterwards it reads Documents fit · 2 proofs missing, and you can approve the flat for the person. If they still have an appointment and you did not answer the question when requesting, Locari asks once Keep appointment or Cancel appointment. The person learns nothing.
Documents fit only says the proofs are enough; it reserves and promises nothing (see Making Decisions).
Upload a document
- Open the Documents tab in the applicant profile → click Upload.
- Drop the file into the dropzone or select it via the file browser.
- Locari automatically classifies the document and starts the AI analysis.
Example: Applicant Müller sends a pay slip as an email attachment — Locari detects the attachment and creates the document record automatically, with no action required from you.
Supported formats: PDF, JPG, PNG, DOC, DOCX — up to 50 MB per file.
Re-run AI analysis
- Open a document with status Error.
- Click Re-process (the arrow icon).
- Locari resets the status to "Processing" and re-runs classification and verification.
What the AI does when re-processing: Resets the classification, repeats extraction (net income, employer, date), and recalculates the match against the applicant's stated information. When to step in: If analysis fails after two attempts, select the document type manually from the dropdown — this triggers a new processing run automatically.
Manually correct a document type
- Click a document with status Error.
- Open the Document type dropdown and select the correct type.
- Locari marks the document as "Manually classified" and automatically starts a new analysis.
Delete a document
- Click the trash icon next to the document.
- Confirm the deletion in the confirmation dialog.
- The file and its history entry are permanently removed.
Views and Fields
Document list
Documents are grouped by type. Four key figures are at the top: Total, Verified, From emails, Total size (e.g., 4.2 MB). Per document you see:
- File name, file size and upload date
- Source: uploaded manually or received via email
- Verification status (badge, see below)
- Quick actions: preview, download, re-process, delete
Document types
The AI automatically recognises identity (ID card, passport), income and employment (proof of income, employment contract, bank statement, tax return / BWA), creditworthiness (SCHUFA (German credit report), certificate of no rent arrears), rental history (reference letter) and other (self-disclosure form, guarantor form, insurance proof).
Verification status badges
| Badge | Meaning |
|---|---|
| Verified (green) | Confirmed manually by a team member |
| AI verified (blue) | AI assessed authenticity as positive |
| Manually classified (orange) | Type assigned manually, analysis running |
| Processing (yellow) | AI analysis currently in progress |
| Error (red) | Analysis failed — action required |
| Pending (grey) | Uploaded, analysis not yet started |
What the AI extracts during verification: Net income (e.g., 2,800 €), employer, employment duration, whether the SCHUFA report contains entries, document validity. When it escalates: If the fraud score exceeds 50 % or verification fails, the status switches to "Error" with a tooltip explanation — you decide whether to accept the document or request a replacement.
Which documents Locari checks
Locari distinguishes between classifying an uploaded document (which type is it?) and evaluating it against your criteria (does the applicant meet the requirement?). Three document criteria can be activated in the selection criteria — the AI automatically compares every uploaded document against them:
| Criterion | Accepted documents | What Locari checks |
|---|---|---|
| Proof of income | Payslip, benefit or pension notice, bank statement showing income (other transactions may be blacked out), tax assessment, BWA (self-employed) | Number of months covered and the extracted net income |
| Credit proof | SCHUFA report, Boniversum, Creditreform, credit report | Presence and whether the report contains entries |
| ID document | ID card, passport, residence permit | Valid identity document for each person moving in |
What Locari does: Check per person in the household whether the required document is on file — for income, the months are added up across the whole household (three proofs of income in total, not per person). A valid benefit or pension notice covers all months; child benefit or housing benefit notices only count towards the amount. Guarantors count towards income but need no credit proof of their own. What you decide: Which criteria apply at all and from which phase — see the note on the three-phase model below.
Currency of documents
- Proof of income: may be at most 4 months old. Older proofs do not count towards the required month coverage — Locari reports them as outdated.
- Credit proof: should not be older than 3 months.
Short employment and self-disclosure
- Short employment: If a person has worked for fewer months than your income criterion requires, the payslips since the start count. Locari reads the start from the employment contract or the employer's confirmation; a start in the future does not count. If months are still missing, the follow-up request names them.
- Self-disclosure: It counts for a person only if the page contains details about them. If only a continuation page without details about the person is on file, it counts as missing, and the follow-up request says which page is missing.
Example: According to his employment contract, Mr Weber started on 1 August; 3 months of payslips are required. If August and September are on file and reach the income threshold, it shows "2 of 2" and the criterion counts as met.
Credit and SCHUFA entries
From a credit document Locari only reads whether the report contains entries (for example payment reminders, debt collection or insolvency): none, present or unclear. Score, amounts and the content of individual entries are not reproduced.
- No entries: The display reads "SCHUFA on file, no entries".
- Entries present: The status is Documents fit, but with reservation. The profile names the reason ("Credit report contains entries, please review it yourself"), the card on the board shows "Credit report has entries", and you receive a notification.
- Unclear: The profile shows "Please review the credit report yourself".
- Several reports: If a single one contains entries, the reservation applies, even if an older report is on file or it comes from a guarantor.
What Locari does: Read the document, record the answer "none, present or unclear" and show the reservation. Locari does not reject anyone because of it. What you decide: Whether the entries are an obstacle for you. You review the report yourself and make the decision.
Three-phase model (GDPR): Sensitive proofs such as income, SCHUFA and ID copies belong in the shortlist after the viewing — not in the listing or the first contact. Normally you request the documents only after the viewing; whoever needs them earlier requests them right away. ID copies contain specially protected data under Art. 9 GDPR — so when moving to document verification, Locari automatically obtains a separate consent by email.
No country-specific document list: The document verification described here does not differ by country (DE/AT/CH) — the checked document types and age limits apply uniformly. For Austria and Switzerland the AI recognises the local equivalents (e.g. Lohnausweis/CH, L16/AT, credit report) as proof of income or credit, but checks them by the same rules.
Audit and History
The History tab (in the applicant profile) records every document activity chronologically:
- Upload (team member by name, or "Received via email")
- AI classification and extraction (timestamp + result)
- Manual type corrections (actor + old/new type)
- Re-process requests (who triggered it, when)
- Deletion (actor + timestamp)
Retention: Documents and history are kept until the selection process is complete. After rejection or withdrawal they are deleted in accordance with the GDPR retention period (90 days). Manual deletion removes the file and history entry immediately and irreversibly.
Note: Do not delete documents during an ongoing review — the audit trail will be lost. For legal records, export the document first or add a note.
Also via WhatsApp: Just ask Locari "Request the payslip from the Müller family" — Locari sends the request to the applicant and files the incoming documents automatically. → Locari via WhatsApp
Good to know
- Upload, type correction, re-processing, and deletion are available to all team members. Deletion removes the file and its history entry irreversibly.
- If an applicant sends documents only as a link, for example to a cloud storage, Locari cannot open it. Locari replies that links cannot be opened and asks for the file as an attachment. In this case Locari does not confirm receipt. In the document phase, the reminder also explicitly asks for the open documents as a file.
- If an applicant asks whether their documents have arrived, Locari answers from what is on file, without asking you.