Post-Application Workflows

Here is a quick reference guide outlining the essential steps leasing staff should follow after an application is submitted.

Approving a Lease

Steps

1. From the Admin Dashboard, go to Applications.
   • Type the applicant’s name into the search field (or scroll the list to locate them).
2. Click the applicant’s entry to open their application record
3. In the application record, open the Application information panel and expand each section to verify that all information is accurate
   • Application- Information- Main applicant's name, Minor's, International Applicant, etc.
   • Documents- this section will show a finalized lease document once it has been approved and counter-signed. Until then, all supporting documents (e.g.Previous landlord letters) can be reviewed under the Applicant’s Documents section.
4. In the application record, open the Main Applicant Details panel and expand each section to verify all information is accurate:
   • Personal Information – name, date of birth, SSN, contact details
   • Residential History – current and previous addresses.
   • Employment & Income – employer name, employment start date, employment end date, salary.
   • Emergency Contact – name, relationship, phone number
   • Vehicle Information – make, model, plate number, colour.
   • Identity & Income Verification – Verifast results, ID verification, employer verification, and credit score.
   • Documents – uploaded pay stubs, IDs, bank statements, reference letters
5. Compare against the approved application to ensure consistency
6. Click Approve Lease (located in the top-right corner of the application screen).
   • If the lease status is Pending, this means it is still awaiting a decision.
   • The system will prompt you to confirm that you intend to approve the lease.
   • Note: Once approved, this action cannot be undone, so double-check all details before proceeding.

Tips & Best Practices

• Always review the applicant’s Personal Information to ensure accuracy (e.g., name spelling, contact details, ID verification).
• Review Verifast results thoroughly before approving a lease, especially credit score, income verification, and background check.
• Cross-check uploaded documents (e.g. reference letters) to confirm completeness and consistency.

Reviewing Verifast Results

Verifast runs Identity, bank and employment checks. You’ll review and interpret those results here.

Steps

1. Open the Application Record from the Admin Dashboard.
2. Select the appropriate Applicant within the application (especially important in multi-applicant scenarios).
3. Scroll to the Identity & Income Verification section.
4. Click View Report to access the full Verifast screening results.

What You’ll See in the Report:

• Identity Verification – confirms identity using matched databases
• Bank Information – verifies account balances and transaction history
• Employment Verification – confirms employer, job title, and income range
• Credit Score & History – includes credit rating, delinquencies, and trade lines

Tip:

• Take note of any flags or mismatches before moving to lease approval.

Requesting Additional Documentation

When to Use

Request additional documentation after reviewing the application but before approving the lease. This step is used when the leasing agent determines that further documents are required to complete the evaluation — such as to verify income, identity, or resolve inconsistencies in the application or Verifast report.

Common Scenarios:

• Requesting previous landlord refrence
• Missing or unclear proof of income (e.g., pay stubs, bank statements)
• Incomplete or unverifiable employment information
• Identity verification requires supporting documents (e.g., government-issued ID)
• Additional documents needed for guarantors or co-applicants
• Clarification on large deposits or recent job changes

Steps

1. Open the Application Record
   • From the Admin Dashboard, locate and click the applicant’s name.
2. Click More Options
   • In the top-right corner of the application screen, click the “⋯” icon.
3. Select Send Communication
   • Choose Send Communication from the dropdown menu.
4. Choose Email
   • In the communication modal, select Email as your channel.
5. Pick the Template
   • From Template Type, choose Request Additional Document.
6. Enter a Personalized Message
   • Add any specifics or deadlines (e.g., “Please upload your last two pay stubs by May 15.”).
7. Click Send
   • The system will email the applicant a secure upload link.

Applicants Experience

Recommend Adding Additional Applicant

Scenario: When a co-tenant or guarantor is required.

Steps

1. Open the Application Record
   • From the Admin Dashboard, locate and click the applicant’s name.
2. Click the “Add Person” Icon
   • Find the person-plus icon above the Identity & Income Verification section.
3. Select Email
   • In the modal, pick Email as the channel of communication.
4. Enter a Personalized Message
   • Explain why you’re adding a co-applicant (e.g., “We need a guarantor to meet income requirements”).
   • Include any deadlines (e.g., “Please complete their application by May 20.”).
5. Click Send
   • The system will email the main applicant a link prompting them to add a co-applicant or guarantor.

Applicants Experience

Best Practices

• Always brief the primary applicant why you’re adding a co-applicant