Tenant Onboarding & Screening

Q: Can the system handle different screening vendors or custom approval criteria?

Yes, the automation can integrate with multiple screening vendors and apply your company's specific approval rules. Custom criteria are configured during setup and applied consistently to every application.

Q: Do tenants need to do anything differently to submit their applications?

Tenants submit applications the same way they do now. The automation works behind the scenes to extract their information, request missing documents, and track their progress without changing their experience.

Q: What if a tenant's application requires manual review or an exception?

The system flags applications that need human judgment and routes them to the property manager for review. Managers retain full control over approval decisions and can override or adjust recommendations as needed.

Q: Will the system work with our existing lease templates and internal processes?

The automation adapts to your existing lease templates, approval workflows, and internal processes. Your team's rules and preferences are built into the system during configuration.

Turn a week of back-and-forth tenant screening into a structured, trackable process that moves applicants to lease-signed in days.

1.4k hrs

Manual time identified

Companies have mapped

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About This Automation

Tenant onboarding and screening involves receiving applications, collecting documents, running background checks, and preparing leases. Manual coordination across email, spreadsheets, and vendor portals creates delays, lost documents, and repeated follow-ups.

Automation captures applications, requests missing documents, submits to screening vendors, and prepares approval summaries without manual intervention. Tenants move in faster, staff spend less time on paperwork, and nothing falls through the cracks.

Key features:

Automatically extract tenant data from applications and flag missing documents

Send templated document requests and track responses without manual follow-up

Submit complete applications to screening vendors and log results in real time

Generate approval summaries and lease documents ready for signature

Notify internal teams of move-in details and tenant information in one step

Archive all records and update status automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual document requests and follow-up Property managers spend significant time sending reminder emails and chasing tenants for missing documents.	80%
2	Vendor portal monitoring delays Checking screening vendor portals multiple times and manually logging results creates bottlenecks and approval delays.	67%
3	Lease document manual population Opening templates and hand-filling tenant details, property address, and lease terms is repetitive and error-prone.	53%
4	Scattered internal communication Move-in details and tenant information are sent across multiple emails and spreadsheets, creating confusion and missed updates.	40%
5	Manual record filing and archiving Organizing and filing signed leases, screening results, and applications across folders and cloud storage is time-consuming.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.4/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Application Receivedtrigger

Workflow triggers when a tenant submits an application via email or online form. Application details and attachments are captured automatically.

2. Extract & Validate Application Data

The automation parses application form, extracts tenant name, contact, employment, and income information. Flags missing required documents and generates a checklist.

3. Request Missing Documents via Email

Automated email sent to tenant listing any missing documents with a deadline. Email includes a link to upload documents directly.

4. Submit to Screening Vendor

Once all documents are received, application is automatically submitted to the screening vendor API. Submission is logged with timestamp.

5. Retrieve & Log Screening Results

Workflow polls screening vendor for results. When available, results are automatically logged and a summary is generated for manager review.

6. Manager Reviews & Approves

Property manager reviews screening results and makes final approval decision notification with approve/reject buttons. Decision is recorded.

7. Generate & Send Lease

Approved lease is automatically generated with tenant and property details, then sent to tenant for electronic signature. Signed lease is automatically filed.

8. Notify Team & Tenant

Message sent to maintenance, leasing, and accounting teams with tenant details and move-in date. Tenant receives move-in instructions and key pickup details via email.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

376 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens to applications that arrive while the system is being set up?

Existing applications can be manually imported into the system during setup, and new applications will be captured automatically once the automation goes live. No applications are lost during the transition.

Can the system handle different screening vendors or custom approval criteria?

Do tenants need to do anything differently to submit their applications?

What if a tenant's application requires manual review or an exception?

Will the system work with our existing lease templates and internal processes?

View more FAQs

Process pain:9.4/10

Mapped by:24 Companies

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Page updated 10 August 2026