On this page you make the final decision for every applicant. Locari evaluates the criteria fulfilment, generates a recommendation and drafts acceptance or rejection emails — nothing is sent until you click Send.
What Locari does automatically: Calculate criteria fulfilment, generate recommendations (accept / reject / flag for review), draft acceptance and rejection emails, and after you accept one applicant, offer to send a rejection to all remaining applicants. What you decide: Every acceptance, every rejection, the internal rejection reason and whether to reactivate an applicant.
Common Tasks
- Accept an applicant and notify them
- Reject an individual applicant
- Reject several applicants one after another
- Mark an applicant as withdrawn
- Undo a decision
- Review the decision history
For a full overview across all phases switch to the Applicant List — filter by listing, phase, and date range, sort by name, application date, or last update.
How to
Accept an applicant
Open the applicant profile when their status shows Qualified or Pre-qualified.
- Open the Overview tab — review the AI recommendation and fulfilment score.
- Example: The Müller family, all 8 criteria fulfilled (100 %), income 3,200 € at 900 € cold rent (28 % burden), positive credit check, permanent employment.
- Click Confirm Acceptance — a dialog opens with the pre-drafted acceptance text.
- Optional: Add a personal note (e.g. "Key handover on the 1st of the month").
- Click Send — Locari delivers the acceptance and moves the applicant to phase Approved.
What the AI does after acceptance: It proposes sending a friendly rejection to all remaining applicants. You can accept the batch or decide on each applicant individually. What you decide: Whether the batch rejection is triggered and whether you want to customise the rejection text.
Reject an individual applicant
- Open the applicant profile.
- In the actions area, open the ··· dropdown → choose Reject.
- Optional: Enter an internal rejection reason (e.g. "Income ratio too tight").
- Confirm the dialog — Locari sends a personalised rejection email.
The rejection reason is not shared with the applicant but is stored internally in the history.
Reject multiple applicants
There is no bulk-rejection feature — you reject applicants one at a time. From the kanban view or the Applicant List:
- Display applicants in the list — for example all in phase Pre-selection.
- Reject applicants one after another via the action menu — Locari sends a personalised rejection on your behalf each time.
The only exception is the rejection after an acceptance: as soon as you accept an applicant, Locari offers to send a friendly rejection to all remaining applicants — you actively confirm this suggestion.
Mark an applicant as withdrawn
When an applicant backs out on their own:
- Open the applicant profile.
- ··· dropdown → Mark as withdrawn.
- Locari sets the status to Withdrawn — no email is sent.
Undo a decision
If a rejection or withdrawal needs to be reversed:
- Open the profile of the rejected or withdrawn applicant.
- Click Reactivate and confirm.
- Locari automatically restores the last active phase the applicant was in before the rejection and resumes communication. You do not need to choose a target phase.
Views and Fields
Decision phases at a glance
Every applicant passes through five phases — the last two are terminal phases (no further steps except reactivation):
- Pre-selection — application received, AI evaluation in progress
- Viewing — viewing invitation sent, completed or cancelled
- Document Verification — checking documents, AI evaluation complete
- Approved — acceptance sent, lease agreement in preparation
- Rejected — rejection sent or applicant withdrawn
Fulfilment score and AI recommendation
The score is a simple percentage: fulfilled criteria ÷ total criteria × 100. No weighting, no points — the same data always yields the same value. See Criteria Evaluation for details.
- All criteria fulfilled (100 %) — acceptance recommended
- Most criteria fulfilled — good fit, acceptance recommended
- Some criteria open or borderline — manual review advisable
- A required criterion not met — Locari flags the applicant for manual review and issues no automatic recommendation
What the AI evaluates: Each criterion you have defined (e.g. income ≥ a multiple of the cold rent, credit check, employment, household size) is checked rule-based and set to fulfilled / not fulfilled / pending. The score only counts how many are fulfilled. What you do: For unmet required criteria or borderline cases, only you decide — Locari never rejects on its own (GDPR Art. 22).
Status badges
Badges show the fine-grained state within a phase:
- Pre-qualified — AI has prepared an acceptance, your approval is pending
- Pre-rejected — AI has suggested a rejection, your confirmation is pending
- Qualified — all criteria met, acceptance possible
- Manual review required — Locari needs your decision, no automatic recommendation
- Rejection sent — rejection has been delivered
- Withdrawn — applicant has cancelled themselves
Audit and History
The History tab (clock icon) in the applicant profile logs every decision without gaps:
- Phase changes with timestamp and trigger (team member by name or "Locari AI")
- Rejection reasons (visible to your team only)
- Reactivations with target phase and actor
- AI recommendations and their timing
Retention: The history is kept until the selection process is complete and is then automatically deleted in accordance with GDPR (typically 6 months after rejection).
Note: Manually deleting an applicant immediately and irreversibly removes the entire history — including for completed selection processes. Create a note for legal purposes before deleting.
Good to know
- Acceptances, rejections and reactivations are attributed to the respective team member by name in the History.
- The rejection after an acceptance is proposed by Locari and must be actively confirmed before any emails go out.
- Rejections are sent one applicant at a time — there is no bulk-rejection feature other than the suggestion after an acceptance.
- For an overview across all applicants switch to the Applicant List — filter by listing, phase, and date range, sort by name, application date, or last update.