Under Listings you see every active rental process as its own card: address, rent, applicant count and status — no detours. Locari receives applications automatically via the listing's dedicated email address and handles the initial communication on your behalf. A listing moves through four clearly defined phases — Draft, Active, Grace period and Rental completed — and every step is documented in the history log.
What Locari does automatically here: Route incoming application emails to the correct listing, create applicant records, send acknowledgement messages and request any missing details. What you decide: Activate or pause listings, accept or reject applicants, adjust criteria.
Common Tasks
- Create a new listing
- Filter listings by status
- Define applicant selection criteria
- Manage viewing appointments
- Configure AI communication
- End or duplicate a listing
For all applicants across multiple listings switch to the Applicant List — with filters by phase and status.
Tip for portfolio managers: Define all criteria carefully on your first listing — every duplicate inherits them automatically. This saves considerable time when managing 10+ units.
How to
Activate a listing and receive first applications
- Create a listing under Create a new listing — status is set to Draft.
- Add title, address, rent and photos; define selection criteria under Criteria.
- Click Activate — status changes to Active. Locari sets up a dedicated email address for this listing, e.g.
vermietung-384729183742@locari.de. - Enter this address on portals such as ImmobilienScout24 or Kleinanzeigen — all incoming applications are automatically assigned to the correct listing.
- As the first applications arrive, you will see the applicant counter on the listing card rise. For details, open the listing and switch to the Applicants tab.
What Locari does when an application arrives: Extract applicant data, create the applicant record, send an acknowledgement and automatically request any missing details (e.g. proof of income or a credit report). What you do: Once Locari has checked the Müller family's application against your criteria (income 2,800 € at 850 € rent — pre-selection fulfilled), it appears in your applicant list for your decision.
Ending and duplicating a listing
- Open the card dropdown menu (⋯) → choose End — status changes to Rental completed. Existing applications are fully retained.
- For the next rental of the same unit: choose Duplicate in the dropdown — Locari copies the title, address, rent and criteria into a new draft. Photos and individual applicants are not carried over.
- Example: Flat at Sample Street 12, 850 € rent — after the tenant moves out, duplicate the listing, adjust the rent to 880 € and reactivate.
Views and Fields
Listing list (card view)
Each card shows:
- Preview image of the flat (or placeholder if no photo has been added)
- Title and address (street, postal code, city)
- Number of rooms and floor area in m²
- Monthly rent (e.g. 850 €/month)
- Dedicated email address with a copy button — paste directly into your portal listing
- Number of applicants (clickable → opens a filtered applicant list)
- Earliest move-in date
- Creation date and time of last modification
Click a card to open the listing in the detail view. The dropdown menu (⋯) contains the actions Duplicate, End (active listings only) or Delete (drafts and completed listings only).
Status phases
| Status | Meaning |
|---|---|
| Draft | Not yet activated — no emails received |
| Active | Running — accepting applications |
| Grace period | Closure initiated — no new applications |
| Rental completed | Rental ended |
Filters and search
- Status tabs: All / Active / Draft / Rental completed — each with a count badge
- Text search: Filters by title, address or keyword in real time; the search query is stored in the URL and can be shared
- Active filters appear as removable badges below the search bar; multiple filters can be combined
- All counters update live as soon as a new application arrives
Listing History
Every status change and every AI action is logged in the listing detail view under History:
- Actor: team member (by name) or "Locari AI"
- Timestamp and event (e.g. "Listing activated", "Applicant Hansen created")
- Transitions between status phases
Retention: The history is retained after the listing is completed and kept in line with GDPR requirements.
You can view the history at any time in the detail view under the History tab.
Note: Deleting a draft also removes the listing history permanently — this action cannot be undone.
Related Pages
- Create a listing — step by step from first draft to activation
- Define selection criteria — income, credit report, employment type and more
- Viewing appointments — create time slots, send invitations, capture feedback
- AI communication — set email tone, control follow-up questions, pause communication
- Applicant List and Filters — all applicants across listings in one view