On this page you see all documents an applicant has submitted — grouped by document type, with AI verification status and quick access to preview, download, and re-processing.
What Locari does automatically here: Classify documents, extract values (income, employment duration), verify authenticity, and cross-check applicant statements against document contents. What you decide: Manually confirm or reject documents, reassign misclassified documents, escalate suspected fraud.
Common Tasks
- 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 — bulk reject, filter by phase and status, sort by score.
How to
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 applicant.
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
Summary statistics
Four key figures at a glance:
- Total — number of all uploaded documents
- Verified — documents confirmed manually or by AI
- From emails — documents Locari automatically extracted from incoming emails
- Total size — combined file size of all documents (e.g., 4.2 MB)
Document list
Documents are grouped by type. Per document you see:
- File name and file size
- 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 and classifies the following types:
Identity:
- ID card
- Passport
Income and employment:
- Proof of income (pay slips, pension statement, welfare certificate)
- Employment contract
- Bank statement
- Tax return / BWA (self-employed)
Creditworthiness:
- SCHUFA (German credit report)
- Certificate of no rent arrears
Rental history:
- Rental history
- Reference letter
Other:
- Self-disclosure form
- Guarantor form
- Insurance proof
- Other
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, SCHUFA score, 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.
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 (typically 6 months). 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.
Permissions and Multi-select
- Visible to: all team members of the owner account.
- Upload and correct type: all team members.
- Re-process: all team members with the "Manage rentals" permission.
- Delete a document: administrators only — the action is irreversible.
- Work with multiple applicants at once: Applicant List — bulk reject, filter by phase and status, sort by score.