Rental Application Workflow

How is this workflow audited for compliance purposes?

Every status change, from Received through Under Review, More Info Requested, Declined, or Approved, is recorded within assess.one against the application record, along with who performed each action and when. This provides a chronological, timestamped history of screening decisions, information requests, and outcome notifications that supports internal compliance reviews or external regulatory enquiries. The audit trail is retained within the platform and does not rely on separate manual logging.

Who has access to applicant income and identity evidence within this workflow?

Access to sensitive applicant data, including income and identity evidence, is controlled through role-based permissions configured directly in assess.one. Typically only assigned property managers and designated reviewers can view or process these fields, while applicants retain visibility only over their own submission and status. Organisations can further restrict or expand access as part of their template customisation.

How does this integrate with existing property management or CRM systems?

Notification steps such as confirming receipt, decline notices, or holding deposit requests can be configured to send via email, Slack, or other supported channels directly within assess.one. Where organisations use separate property management or CRM systems, data captured in this workflow can inform manual or configured handoffs at the tenant onboarding step. All configuration is managed inside the platform without requiring separate development work.

Can the screening and affordability criteria be customised for our organisation?

Yes, the screening and affordability check step, along with the decision routing logic that follows it, can be adjusted within assess.one to reflect an organisation's specific criteria, thresholds, or required documentation. Approval logic, notification content, and role assignments at each stage can be edited directly in the platform. Changes take effect immediately upon republishing the template.

What happens when a decision is recorded as 'Request More Information'?

When this outcome is selected, the application status changes to More Info Requested and the applicant is prompted to resubmit the missing or clarifying information. Once the applicant provides the additional details, the record returns to the screening stage for the property manager to reassess. This loop can repeat as needed until a final approve or decline decision is reached.

Who needs access to this workflow within our organisation?

Typical participants include the applicant, the assigned property manager conducting screening and affordability checks, and any staff responsible for tenant onboarding once an application is approved. Depending on organisational structure, a senior reviewer or compliance officer may also require visibility into decline reasons and decision records. Access for each role is configured within assess.one's permission settings.

How long does it take to implement this workflow?

The template is ready to use and can be published live within minutes, after which the property management team can begin running the process immediately. There is no lengthy implementation project or external software installation required. Any customisation to steps, roles, or notifications can be made directly in assess.one before or after publishing.

What happens once a holding deposit is requested and paid?

Upon approval, the workflow triggers a request for a holding deposit payment and sends the applicant a payment link. Once payment is confirmed, the applicant receives approval confirmation and the record is handed off to the tenant onboarding process, maintaining continuity between assessment and onboarding without manual re-entry.

How are declined applicants notified and what information do they receive?

When an application is declined, the workflow moves the status to Declined and triggers a notification to the applicant that includes the reason for the decision, as configured by the organisation. This step is designed to support transparency and consistent communication practices, which can be helpful for regulatory or fair-housing considerations. The specific wording and level of detail in the notification can be customised within assess.one.