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.
The full workflow, from trigger to completion.
Workflow triggers when a tenant submits an application via email or online form. Application details and attachments are captured automatically.
The automation parses application form, extracts tenant name, contact, employment, and income information. Flags missing required documents and generates a checklist.
Automated email sent to tenant listing any missing documents with a deadline. Email includes a link to upload documents directly.
Once all documents are received, application is automatically submitted to the screening vendor API. Submission is logged with timestamp.
Workflow polls screening vendor for results. When available, results are automatically logged and a summary is generated for manager review.
Property manager reviews screening results and makes final approval decision notification with approve/reject buttons. Decision is recorded.
Approved lease is automatically generated with tenant and property details, then sent to tenant for electronic signature. Signed lease is automatically filed.
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.
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