Locari AI handles all ongoing applicant communication on your behalf — answering inquiries, requesting documents, coordinating viewings, checking criteria. The AI never acts on its own: acceptances, rejections, and every manual reply always remain your decision.
What Locari AI automatically does: Analyse incoming messages, compose fitting replies, check applicant data against your criteria, request missing documents, coordinate viewing slots. What you decide: Accept or reject applicants, manual corrections, tone and signature, review Locari's Knowledge — and whether AI is active for a listing at all.
Common Tasks
- Adjust communication style and signature
- Understand when the AI asks a clarification
- Review and correct AI replies
- Control the AI feature for a listing
- Understand privacy and EU hosting
For all AI topics in depth: Communication with Locari AI — Understanding clarifications — Training Locari AI
How To
AI Settings per Listing
- Open the listing → AI Settings tab.
- Enter the contact person (first and last name) — the AI signs all messages in this name.
- Choose communication tone:
Professionally formal,Professionally friendly,Modern approachable, orConcise & efficient. - Optional: add a signature (HTML-capable, appended to every message).
- Optional: enter an initial message note — e.g. "Please mention that the apartment is only available for a fixed term." — max. 300 characters.
- Save — the AI applies the new style starting with the next message.
What the AI does with this: It generates the first message to applicant Müller based on your note, chosen tone, and stored signature — and automatically adds the required GDPR disclosure. What you can review: In Communication with Locari AI you see every sent message in full text.
AI Limits
The AI pauses and asks you a clarification when:
- Applicant information is contradictory or incomplete
- Information is missing that the AI needs to give a correct answer
- The applicant's concern falls outside the scope of the application process
Example: Applicant Schmidt states income of 3,200 €, but the submitted pay slip shows 1,950 € — the AI flags the discrepancy and waits for your assessment before replying.
What the AI does in these cases: Marks the message as unread, sends you a clarification request, and does not send its own reply. What you do: Answer the clarification or reply manually. The AI learns from this for similar cases.
More details: Understanding clarifications
Views and Fields
What Locari AI can do today
| Feature | What the AI does | Where configurable |
|---|---|---|
| Applicant communication | Answer incoming messages, handle standard queries about the property, viewings, and documents | AI Settings > Tone and Signature |
| Criteria checks | Compare income ratio, employment type, household size against your requirements | Listing > Criteria |
| Request documents | Request missing documents by email and track receipt | Automatic, no setup needed |
| Viewing appointments | Offer available slots, confirm bookings, send reminders | Listing > Appointments |
| Clarifications | Pause on ambiguities or contradictions and ask you | Automatic, always active |
| Initial message | Add custom notes to the first reply to an applicant | AI Settings > Initial Message Note |
| Locari's Knowledge | Store preferences, corrections, and style notes per entity | Applicant profile > More options > Locari's Knowledge |
What the AI does not do: Draft rental contracts, collect deposits, make legal decisions, or share data outside the listing. Hallucination protection: The AI replies exclusively on the basis of applicant data and your configuration. If information is missing, it asks — it never invents details.
AI Settings — Field Reference
- Contact first name / last name — appears in the signature of every message
- Mobile number — optional, for applicants who wish to call back
- Communication tone —
Professionally formal,Professionally friendly,Modern approachable,Concise & efficient - Signature — HTML-formattable, optional footer text below each message
- Initial message note — free text up to 300 characters, applies to the first outgoing message only
Privacy and EU Hosting
Locari processes all applicant data exclusively on EU servers. Production data is hosted in the EU North (Stockholm) region; staging data in EU West 1 (Ireland). No data transfer to third countries.
Every email composed by the AI automatically includes the disclosure required under EU AI Act Article 50:
"This email was created with the assistance of artificial intelligence."
Applicants also receive a link to the privacy policy. As the landlord, you control which criteria and documents are requested — Locari processes only what is necessary for the tenant selection process.
More on this topic: Privacy & GDPR
What the AI does regarding privacy: Uses personal data exclusively for processing the relevant listing, automatically inserts GDPR-required disclosures, and observes deletion schedules. What you control: Which documents are requested, whether consent is collected, and deletion of applicant data.
Audit and History
Every action taken by Locari AI appears in the History tab of the relevant listing:
- Actor:
Locari AI(with timestamp) or team member by name - Type of action: message sent, criteria checked, clarification raised, document requested
- Result: delivered messages viewable in full text
Retention: History is kept until the selection process is closed, then deleted in line with the GDPR retention period (typically 6 months after closing).
Manually deleting an applicant also removes their history — this is irreversible and should only be done after the selection process is complete.
AI activation per listing
The AI is active as long as the listing has status ACTIVE and the mailbox configuration is complete. AI communication can be fully disabled via the listing settings — this simultaneously pauses criteria evaluation and all automations.