When an email arrives in your workspace mailbox, Locari matches it to the right applicant and listing — using the sender address, the Reply-To header, and the active rental case. Messages that cannot be matched remain in the inbox for your review.
What Locari does automatically: Match the sender address and Reply-To header against known applicants, link the email to the matching rental case, determine the category (enquiry, clarification, document, etc.) and priority, send automated replies to standard messages, and automatically filter out unsuitable senders (such as spam). What you decide: Whether an unmatched message is relevant, and whether an automatically blocked sender should be allowed again.
Common Tasks
- Understand why a message stays in the inbox
- Check where a message was assigned
- View blocked senders and unblock them
How to
How assignment works
Locari checks each incoming message in this order:
- Reply-To match (highest priority): If the Reply-To address matches a known applicant's email, the message is linked to that applicant.
- Sender match (outgoing messages): Messages sent from your Locari address (
@locari.de) addressed to a known applicant are also linked. - No match → inbox: If the message cannot be linked to any applicant, it appears in the inbox with no listing attached.
Example: The Miller family applies for your flat. Locari sends a viewing invitation. When Ms Miller replies to that email, Locari recognises the Reply-To header and automatically links the reply to the Miller family's application.
What Locari checks when matching: Reply-To header (priority 1), sender address for outgoing messages (priority 2), category classification (enquiry, viewing confirmation, document). What you do: Review unmatched messages in the inbox and manually link them to an applicant if needed.
Track and review assignment
- Open the inbox — all messages without a listing link are listed here.
- Click a message — the detail view shows sender, subject, and content.
- If the sender is a known applicant, switch to the applicant's email tab — linked messages appear there in full.
- Example: You see a message from m.mueller@example.com in the inbox. You check whether Mr Mueller is registered as an applicant. If so, the next incoming message from that address will be assigned automatically.
Blocked senders and unblocking
Locari filters out obviously unsuitable senders (such as spam or automated portal replies) on its own, so they do not turn into unwanted applicants. Blocked senders never appear in your inbox. You can review the list of blocked senders per rental case at any time and allow a sender again:
- Open the relevant listing → Emails tab.
- The Blocked senders section lists all automatically filtered addresses along with the filter reason.
- Click Unblock on the entry you want and confirm.
- All previously filtered messages from this sender are re-processed and can then create applicants.
What Locari does when filtering: When it recognises a sender as unsuitable, it flags their messages internally as blocked — no automated reply, no assignment to applicants. The history records whether the block came from the AI filter or was set manually. What you decide: Whether a blocked sender is relevant after all and should be allowed again.
Views and Fields
How Locari processes a message in the background
Every incoming email goes through several steps before it is assigned or replied to. These steps run automatically — you do not trigger any of them yourself:
- Receive and read in
- Classify (determine category and priority)
- Reply automatically to simple standard enquiries
- Hand more complex cases to the AI assistant
- Flag for manual review where automatic handling is not possible
Fields of a linked message
- Sender email and sender name
- Reply-To address (for applicant replies)
- Time received
- Direction: inbound or outbound
- Linked applicant and linked rental case
- Attachments: filename, file size, file type
- Classification category (e.g. "Enquiry", "Viewing confirmation", "Document")
Blocked-sender entry
- Sender email address
- Filter reason
- Blocked by: AI filter or Manual
Audit and History
Every assignment, block, and unblock is recorded in the History tab of the relevant rental case — with a timestamp and actor (team member by name or "Locari AI").
Retention: Blocked-sender entries remain until a sender is unblocked. Manually deleting an applicant removes all linked emails permanently.
Do not delete an applicant while email processing jobs are still open — the history is removed permanently.
Good to know
- Assignments, blocked senders, and unblocking are visible to all members of your workspace.
- Deleting a message is irreversible — check first whether it is already linked to an applicant.