Making Decisions

Here you make the decisions about the flat and about individual applicants. Before every click Locari shows the consequences with names and numbers. Every action works identically in the app, by WhatsApp and via MCP.

Common Tasks

• Reserve the flat for someone
• Approve the flat
• Approve someone else or switch the reservation
• Cancel a reservation or take back an approval
• Reject an applicant
• Take a rejection back
• Export an application

You must not confuse three levels. Documents fit says something about the person (their documents are enough). Reserved and Accepted say something about the flat. You can reserve any person who is still in the running, approve only once their documents fit.

How to

Reserve the flat for someone

This works when viewings are running or paused. The flat is then held for the person, without an approval yet. It also works "still without a person", for example if you have someone outside Locari in mind.

1. On the applicant profile tap Reserve the flat. By WhatsApp, for example "Reserve the flat for Ms Berger".
2. Choose whether booked appointments of the others stay or are cancelled. If there are none, the question is skipped.
3. The person receives "I have reserved the flat for you. It is not binding yet; I will get back to you once I have decided." The letting shows the state Reserved, its card "Reserved for Ms Berger since …".

With cancelled the others receive an appointment cancellation with the sentence "The flat is currently reserved. Should that change, I will get in touch." Waiting applicants receive no message, only whoever writes hears the sentence once. The pre-selection of new applicants rests. Listings stay online with a "Reserved" banner on the title image, identical on all portals. Locari reminds you after 2 and 5 days: "How are things with Ms Berger?"

Approve the flat

Condition: The person is at Documents fit, recognised by Locari or set by you. If proof is still missing, the preview names it.

1. In the card Decision on the applicant profile tap Approve the flat, or in the "…" menu of their card in the Kanban view. If the flat is reserved for them, Approve Ms Berger is also in the header of the letting.
2. Choose whether booked appointments of the others stay or are cancelled, and briefly describe how things continue (mandatory field), for example "I will call you to arrange a date for signing the contract."
3. The person receives "I would gladly let you the flat." with your description and "The letting is binding only with the signed rental contract." The letting shows the state Let, its card "Approved: Ms Berger since …".

Example: Ms Berger has 2,800 € income at 850 € rent (30 % burden), all proofs are available. You approve. After that Locari no longer replies to her itself. Every message from her reaches you as a notification, a booked appointment stays. GDPR requests run as always.

In the profile Locari offers you Export application. For the others the same applies as for reserving: only whoever's appointment is cancelled or who writes hears the reservation sentence, at most once. Listings stay online with the banner. Locari reminds you after 2 and 5 days: "Is everything settled with Ms Berger? Then complete the letting."

Approve someone else or switch the reservation

The reserved or approved person drops out, or you decide on someone else.

1. Approve someone else: On the new person's profile tap Approve the flat. Locari asks "Someone has already been approved. Approve someone else?". With an approval a reason is mandatory.
2. Switch reservation: On the new person's profile tap Reserve the flat. With a reservation without a person, you add the person this way.
3. The previous person receives, for a reservation, "The reservation for the flat unfortunately no longer exists.", for an approval "Unfortunately I cannot let you the flat after all." with your reason. The new person gets the same level.

Everyone else hears nothing new, the banner stays. The new person needs fitting documents for the approval.

Cancel a reservation or take back an approval

1. In the "…" menu in the header of the letting choose Cancel reservation or Take back approval. By WhatsApp, for example "Nothing will come of Ms Berger".
2. Step 1: The person is told, after an approval with your reason. After an approval they are back at Documents fit and selectable again, after a reservation where they stood before. The banner disappears on all portals. Otherwise nothing happens: viewings stay paused, nobody receives a message.
3. Step 2: Locari asks "How do you want to continue with the flat?" with nothing preselected: Choose another person, Continue viewings (like activating, waiting applicants receive appointments) or Decide later (everything stays paused, reminder after 1, 3 and 7 days).

If the reserved or approved person withdraws or has their data deleted, Locari asks the same question. Until you decide, the flat counts as reserved without a person: the banner stays, nobody is invited. Viewings never continue automatically.

Reject an applicant

This works if the person is in the running and neither reserved nor approved. For the reserved or approved person you first cancel the reservation or take back the approval.

1. In the card Decision on the applicant profile tap Reject, in the "…" menu of their card in the Kanban view, for several after selecting in the Applicant List (Reject N) or by WhatsApp "Erna doesn't fit, please reject".
2. Choose With notification (rejection by email; a reason is included only if you explicitly provide it, internal notes never) or Without notification (no rejection, with an appointment only "Your viewing appointment on … at … is cancelled." with a calendar cancellation).
3. If the person still has an appointment, it is cancelled. Unlike an appointment cancellation, their place becomes free and waiting applicants move up, as long as viewings are running and at least 4 hours remain before the start.

The person stays in the Applicant List as rejected (status Rejected). Their data is not deleted immediately but with the whole letting as you choose when completing.

Take a rejection back

1. In the card Decision on the rejected person's profile tap Reactivate, in the "…" menu of their card, for several in the Applicant List (Reactivate N), or by WhatsApp "Take back the rejection for Erna".
2. The application returns to the phase before the rejection. An appointment cancelled with the rejection does not come back.
3. In the viewing phase they receive an invitation if viewings run and free appointments exist. Otherwise they wait, and you have an appointment request. Locari does not tell them separately that the rejection was taken back.

Whoever withdrew themselves does not need to be reactivated: if they get in touch again, their application continues.

Export an application

After an approval tap Export application in the profile. You receive a ZIP with all documents and the complete record as a PDF for your files. This works only in the app.

Views and Fields

State of the flat and of the person

• Viewings running and Viewings paused
• Reserved (card "Reserved for Ms Berger since …") and Let (card "Approved: Ms Berger since …")
• Completed · reactivatable until [date] and Completed
• Documents fit and Documents fit · 2 proofs missing
• Phases: Pre-selection, Viewing, Doc. review, Approved, Rejected

Card Decision on the applicant profile

• Buttons by state: Invite to viewing, Offer viewing, Request documents, Mark as suitable, Reserve the flat, Approve the flat, Reject, Reactivate
• The comparison shows "9 of 10 met", without weighting, points or ranking. Details under Criteria check.

Audit and History

Every reservation, approval, withdrawal, rejection and reactivation is in the person's History tab with actor (team member or Locari AI), timestamp and reason. Rejection reasons are visible internally only.

Retention: The history stays until the applicant data is deleted (90 days after the end of the grace period or immediately, your choice when completing).

Permissions and Multi-select

• Deciding: Team members who may edit the letting. Anyone with read-only access cannot change anything.
• Approval: Anything that writes to an applicant or deletes something happens only after your tap on the button, also via MCP.
• Several applicants: In the Applicant List you select several and can invite (only in the pre-selection), reject or reactivate — filter by phase and status, sort by date. Locari works through them one by one and shows, for example, "6 of 7 done".
• Individually only: Request documents, Mark as suitable, Reserve, Approve and free messages.

Related Pages

• Applicant List and Filters
• Request and check documents
• Complete the letting
• Pause viewings
• Cancel, reschedule, offer appointments