Workflow Template
Rental Application Workflow
Manages tenancy applications end-to-end: intake, permitted screening and affordability checks by the property manager, applicant information requests, approve/decline decisioning, holding deposit collection, and tenant onboarding handoff.
Property management teams handling rental applications need a consistent, visible process that keeps screening, affordability checks, decisioning, and deposit collection aligned across every applicant and property. This workflow manages the full tenancy application lifecycle end-to-end, from public request form intake through property manager screening tasks, applicant information requests, approve/decline decisions, holding deposit confirmation, and a handoff to tenant onboarding. Property managers and administrators work through assigned tasks while applicants interact entirely through the public request form and emailed forms, with no account required.
Business Outcomes
- Supports faster, more consistent handling of rental applications from submission to decision
- Helps reduce back-and-forth by capturing screening results, decisions, and information requests directly on the record
- Improves visibility into where each application stands via status tracking and timeline history
- Streamlines holding deposit collection and confirmation before onboarding begins
- Makes it easier to hand off approved applications to tenant onboarding without losing application context
Workflow Steps
Steps
- 1Create Rental Application Recordcreate record
Registers the submitted rental application as a record.
- 2Set Status to Receivedupdate record
Marks the application status as Received.
- 3Email Acknowledgementsend email
Sends the applicant an acknowledgement email with their reference number.
- 4Property Manager: Run Screening and Affordability Checkscreate task
Assigns the property manager a task to run permitted screening and affordability checks and record the decision.
- 5Save Screening Outcome to Recordupdate record
Persists the screening results, decision, information needed and holding deposit amount to the record.
- 6Route on Application Decision
Routes the workflow based on the property manager's decision.
application_decision: "Approve"→Set Status to Approvedapplication_decision: "Decline"→Set Status to Declinedapplication_decision: "More information needed"→Set Status to Information RequestedDefault→End - 7Set Status to Declinedupdate record
Marks the application status as Declined.
- 8Email Decline Noticesend email
Notifies the applicant that their application was not successful.
- 9Set Status to Information Requestedupdate record
Marks the application status as Information Requested.
- 10Request Additional Information from Applicantrequest external input
Emails the applicant a form describing what information is needed and waits for their reply.
- 11Save Additional Information to Recordupdate record
Persists the applicant's additional information to the record.
- 12Return to Property Manager Checksrestart from step
Restarts the screening task so the property manager can re-review with the new information.
- 13Set Status to Approvedupdate record
Marks the application status as Approved.
- 14Email Approval and Holding Deposit Duesend email
Notifies the applicant of approval and the holding deposit amount due.
- 15Set Status to Awaiting Depositupdate record
Marks the application status as Awaiting Deposit.
- 16Property Manager: Confirm Holding Deposit Receivedcreate task
Assigns the property manager a task to confirm the holding deposit was received and record the amount and date.
- 17Save Deposit Details to Recordupdate record
Persists the deposit received amount and date to the record.
- 18Set Status to Acceptedupdate record
Marks the application status as Accepted.
- 19Email Property Held Noticesend email
Notifies the applicant that the property is held for them and outlines next steps.
- 20Create Tenant Onboarding Taskcreate task
Creates a fire-and-forget tenant onboarding task for the property manager due in 3 days.
Fields
Show all 21 fieldsShow fewer fields
FormRental Application Form
- Applicant Full Name*· Text
- Applicant Email*· Email
- Applicant Mobile*· Phone
- Property Applied For*· Text
- Preferred Move-in Date*· Date
- Lease Term*· Text
- Number of Occupants*· Number
- Do you have pets?*· Choice
- Employment and Income Details*· Long text
- Identity Documents*· File upload
- Income Evidence*· File upload
- References (names and contact details)*· Long text
- Rental History*· Long text
TaskProperty Manager: Run Screening and Affordability Checks
- Screening and Affordability Check Results*· Long text
- Application Decision*· Choice
- What Information Is Needed· Long text
- Holding Deposit Amount· Number
TaskProperty Manager: Confirm Holding Deposit Received
- Deposit Received Amount*· Number
- Deposit Received Date*· Date
Other fields
- Application Status· Choice
- Additional Information Provided by Applicant· Text
- Applicant Full Name*
- Applicant Email*
- Applicant Mobile*
- Property Applied For*
- Preferred Move-in Date*
- Lease Term*
Forms
Rental Application Form
13 fields
Data Views
Rental Applications Overview
applicant_name, property_applied_for, preferred_move_in_date, holding_deposit_amount +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What does this workflow record for each rental application?
Each rental application is created as a record with a reference number, a status, and a timeline of what happened. As the application progresses, the record captures the intake form details, screening and affordability check results, the property manager's decision, any additional information requested and provided, and holding deposit amount and date once confirmed.
Who is involved in reviewing and deciding on an application?
The property manager is assigned tasks to run screening and affordability checks and record a decision, to confirm receipt of the holding deposit, and to complete tenant onboarding. Applicants take part through the public request form and through forms emailed to them, without needing an account.
What happens if the property manager needs more information from the applicant?
When the decision is set to 'More information needed', the application status changes to Information Requested and the applicant is emailed a form describing what is needed. Once the applicant replies, their answer is saved to the record and the screening task is restarted so the property manager can re-review with the new information.
How does the workflow handle an approved application?
When the property manager approves the application, the status changes to Approved and the applicant is emailed the approval notice along with the holding deposit amount due. The status then moves to Awaiting Deposit until the property manager confirms the deposit has been received, after which the status changes to Accepted.
What happens when an application is declined?
If the property manager's decision is Decline, the status is set to Declined and the applicant receives an email decline notice. The decision and any recorded screening results remain on the record's timeline for reference.
How do we change what happens at each stage of this workflow?
A workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept. This makes it possible to adjust screening tasks, email content, or status steps as a team's process evolves.
What triggers the tenant onboarding handoff?
Once the holding deposit is confirmed and the status is set to Accepted, the applicant is notified that the property is held for them and a tenant onboarding task is created for the property manager, due in three days. This task is fire-and-forget, meaning the workflow does not wait for it, and any onboarding notes entered stay with that task rather than on the record.
How is progress on an application tracked across the team?
Table views and dashboards show applications by status, such as Received, Information Requested, Approved, Awaiting Deposit, and Accepted, giving visibility into where each application stands. Workspace activity is logged, and each record keeps a timeline of the steps and decisions that have occurred.
Can the request form be adjusted to collect different applicant details?
Yes, the fields on the public request form, such as employment and income details, identity documents, and references, can be edited in the workflow editor to match a workspace's requirements. Since this affects what applicants are asked to submit, any changes should be reviewed for how they affect downstream screening and decision steps.
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