When someone applies to rent from you, their application and screening reports show up in Tenant Applicants. Use this guide to read an application and approve or deny it.
Before you start
- Your decision is final. Once you change an application from Pending to Approved or Denied, it cannot be changed back. Read the reports first.
- If you are a team member and see Access Denied or No Access, ask your account owner to give you the Contacts → Tenant Applicants → View permission under Settings → User Roles.
How applications reach you
- Tenant Passport shared: a tenant buys a Tenant Passport in their own DigitalTenant account and enters your email, property and unit. When their screening is finished, it appears here.
- Public listing: someone clicks Apply on your public listing. They can apply with a Tenant Passport, get one, or choose Standard Screening, a one-time report for this property only. People who apply from a listing appear on your Prospects list with an orange External badge, and you can screen them with Send Credit Check.
- Credit check you sent: you send a credit check to a prospect, and their report is shared back with you.
1. Open Tenant Applicants
Use any of these:
- The sidebar: Contacts → Tenant Applicants
- The Dashboard: the Tenant Apps count in the Contacts widget
- The Contacts page: the Tenant Applicants card
- For one person: the Tenant Applicants tab on their tenant page, or the Applications tab on their prospect page
The list shows each applicant's name and identity check result, the property, the application date, a move-in countdown and the decision. You can filter by Status (Approved, Pending or Denied) or search by name.
2. Read the application
Click the applicant's name, or ⋮ → View. The page has 5 tabs.
Overview
- The identity status, for example Success, Pending review or Not Verified.
- Monthly Income: the amount the tenant stated next to the amount confirmed through Plaid.
- Move-in Countdown and the Decision card.
- Personal information, employment history, rental history, screening questions, standard questions and a financial summary.
Reports
Three cards: Credit Report, Criminal History and Eviction History. Each shows a status and a Valid until date. Click an available card to open the report. Use the Print and Download icons to keep a copy.
Notes and Files
Private notes and attachments for this application. Only you and your team see them.
Tips
Guidance on accepting Tenant Passports, confirming nothing has changed, what to do if you deny an application, federal requirements, fair housing and best practices. For example, you may not charge application or screening fees for a shared Tenant Passport. Always check your own state and local rules too.
3. Approve or deny
- In the Decision column on the list, or the Decision card on the Overview tab, choose Approved or Denied (shown as Deny on the Overview tab).
- A Confirm Status Change window reminds you that this is a one-time decision.
- Click Confirm.
You may see one of these:
- Confirm Prospect Profile Replace: you already have a prospect with this email. Confirm replaces the old prospect details with the applicant's. Cancel leaves everything as it was and does not save your decision.
- A message that the applicant's email matches your email: you cannot approve an application you made to your own property.
To move an approved applicant in, go to Prospects and use Convert To Tenant to create their lease.
4. Delete applications
- Click ⋮ → Delete, then Delete. You will see Application deleted successfully.
- To delete several, tick the rows, click Delete, then Delete All.
Good to know
- A tenant says they shared their passport but you cannot see it? Check that they entered the same email you use to log in, and that their screening is finished.
- A report says Pending: TransUnion has not returned it yet. Wait and refresh.
- A report is unavailable or past its Valid until date: the applicant needs a new screening.
- Identity shows Not Verified: the applicant did not pass the identity quiz and may need to verify with TransUnion by phone.
- Your decision did not change? Refresh the page and try once more.
- If a downloaded PDF looks blank or cut off, use Print and choose "Save as PDF" instead.
- If you deny an application, check the notice requirements on the Tips tab.
Need help?
Email us at support@digitaltenant.com, or use the Help button in the bottom-right corner of your dashboard.