Reviewing Submitted Rental Applications

Find, view, and update submitted rental applications.

Samuel avatar
Written by Samuel
Updated over a week ago


Like many things in DoorLoop, we provide multiple ways for you to find and review submitted rental applications. You can view all your rental applications together in one place, view them for each property, or even go find the individual prospect created when someone submits an application.

Let’s go through each method now!

The Steps

If you have notifications for submitted rental applications turned on, the user or users you choose to receive these notifications will get an email that an application has been submitted.

You don’t have to turn this feature on to review rental applications, but it can help you review them faster!

Even though there are several different ways to find rental applications, all methods will go to the same rental application for the prospect you are searching for.

The next three steps will walk you through reviewing and editing a rental application.

Viewing All Rental Applications

Step 1 - Finding

On the main menu, click Leasing and then click Rental Applications.

Here you will see all rental applications ever submitted unless you’ve deleted some.

Use Steps 2 through 4 to help you narrow down your list of applications, or skip to Step 5 if you’ve already found the application you want to review and don’t need to search for it further.

Step 2 - Sorting

By default the rental applications are sorted by their Created At date, with the most recent applications at the top.

You can also sort the applications by their Expected Move In date and Decision status by clicking on the small arrows to the right of those column headings.

The Expected Move In date is set by the prospect when they fill out the application. The Decision status is something you set, which we will explain in a later step.

Step 3 - Filtering

Click on the Calendar or Filter icons to the right of the search bar to filter the application list.

  • The Calendar filter lets you choose a time Period or a Created At date range as your filter criteria.

  • The other Filter icon allows you to filter tenants by Property, Portfolio, Assigned To, and their Decision status.

Step 4 - Searching

Use the Search bar to type in the name of the prospect whose application you are trying to find.

Note that you don't have to type in the prospect’s full name.

Step 5

Find and click on the rental application you want to view or edit.

Viewing Rental Applications by Property

Step 1 - Finding

On the main menu, click Rentals and then click Properties and click on the property whose rental applications you want to view. Then click on the Rental Applications tab.

Here you will see all rental applications submitted for this property, unless you’ve deleted some.

All steps after Step 1 are the same as those listed above when viewing all your rental applications.

How to find the Rental Application when viewing a specific Prospect

Step 1

On the main menu, click People and then click Prospects and click on the prospect whose rental application you want to view.

Use the Search prospects field or filters if needed.

Step 2

Click on the Rental Applications tab.

Here you will see the rental application submitted by this prospect, unless you’ve deleted it.

Step 3

Find and click on the rental application you want to view or edit.

How to review the application

Use the various tabs on a rental application to review and work on the application.

  • The Overview tab shows you basic information about the application.

  • The Rental Application tab will allow you to review and print the actual application the prospect filled out.

  • The Reports tab allows you to request and view these reports.

  • The Tasks tab allows you to create Tasks related to the rental application.

  • The Notes tab allows you to add additional information for you to refer to later.

  • The Files tab allows you to add additional attachments for you to refer to later.

How to assign a user to manage the application

Step 1

When viewing a rental application, click on the blue three vertical dots icon in the upper right corner and choose Edit.

You can also click on the three vertical dots icon on a rental application line when viewing the list of your applications and then choose Edit.

Step 2

The Property this rental application is associated with is already chosen, but you can actually change this rental application to be for a different property if you need.

You’ll also need to select which Unit this rental application is for before you can assign it to a user.

Step 3

Choose which user or users you want to manage this application in the Assigned To drop-down menu.

You can also change the Expected Move-in date if you need to.

Don’t edit any of the other sections in the Application Fee or TransUnion Report sections at this point, because this won’t change the fee or actually request reports if you didn’t have the TransUnion Report option turned on in your rental application settings when the prospect submitted their application.

Step 4

Click Save when you are done.

Now when you or another user filters rental applications by the Assigned To field, this rental application will show up for the user or users you assigned it to.

How to update your Decision

Step 1

When on the Overview tab of a rental application, click on the Update Decision button.

You can also click on the three vertical dots icon on a rental application line when viewing the list of your applications and then choose Update Decision.

Step 2

You can update the decision to the following choices:

Step 3

Add any optional Notes about the decision and then click Save.

These notes will show if you go back later to update your decision again.

Step 4

Notify the prospect of your decision however you normally would.

If you are rejecting a prospect and they ask for their TransUnion SmartMove reports, you can download and send them the reports using the instructions in this article here.

If you’ve accepted their application, you can send them a lease for them to electronically sign as your next step!

Creating a new lease from your rental application

In the previous section, if you updated your decision and selected to approve the prospect to become a new tenant, head back to the Overview tab for that prospect and you will now see a new button that reads, Create Lease.

When you click the Create Lease button, you'll now enter the lease creation flow, which is the same as when you're creating a new lease. If you need a refresher on how to complete a new lease, check out the article for how to add a new lease.

Go through the lease-creating wizard and your Prospect will now become a brand-new Tenant on an active lease.

Next Steps

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