Add New Applicant

To add a new applicant, navigate to the Tenancy Builder part of the website, click on Applications -> Applicants in the sidebar, and then click "Add new" on the right.

Fill in the fields as presented and as shown below.

Select a Landlord

Select a landlord from the dropdown. If the landlord doesn't exist, you must add one by navigating to Tenancy Manager -> All Data in the sidebar and clicking Add new landlord. When you return to add a new applicant, you will see the landlord in the drop-down.

Letting Unit

Select a letting unit from the dropdown. The list will show all related letting units to the landlord selected in the previous step. If it doesn't exist, navigate to Tenancy Manager -All Data in the sidebar. For the landlord, click the small triangle on the left to expand the record and click Add new letting unit. You may also add a letting unit by navigating to Tenancy Manager -> Letting Units in the sidebar.

Applicant Type

Select the Applicant Type: Lead Tenant, Joint Tenant or Guarantor. This determines which questions and pages appear:

• Lead Tenant sees the full application, including tenancy details (start date, pets, proposed rent and deposit), guarantor option and bank-authorisation flow.
• Joint Tenant sees only the fields not already completed by the Lead Tenant (so it won’t repeat questions like start date or pets), guarantor option and bank-authorisation flow.
• Guarantor sees a standalone guarantor form (just the fields needed to set up a guarantor), followed by a privacy policy and confirmation page (and, if enabled, the Open Banking authorisation step).

First Name and Last Name

Enter the first and last names of the applicant (prospective tenant or guarantor).

Property Use

Select from the dropdown what the use of the property is for. This selection will modify the fields shown to the tenant. Residential shows all fields, whereas garage, for example, shows fewer fields (for example, choosing garage won't ask if they have pets).

Proposed Rent and Deposit

Enter the proposed rent and tenancy deposit. This will be displayed to the applicant on the form.

Is a Guarantor Required

If "Yes" is selected, a page for guarantor information will be added to the application for the prospective tenant to complete on behalf of (and as agent for) the guarantor. Please note that this option is not displayed if the guarantor has been selected under the Applicant Type.

Should the form ask for bank statement authorisation?

Optionally, when the applicant has submitted the form, we can ask them to authorise their bank so that we can read the last 90 days of the transaction history. If they authorise, you can utilise this data by viewing the application form and clicking Analyse with AI. The AI will include a summary of the data in its analysis, and you can ask follow-up questions like, "From the transactions, is there evidence of the applicant paying rent to their landlord regularly?"

Where bank transactions have been authorised, you can view the raw JSON data by first initiating the analysis with AI. After it is complete, close the AI pop-up and then click the Analyse with AI button again. At the top of the pop-up, you will see all the data that was passed to the AI during the initial analysis, including any transactions.

Save

Once all information has been entered, click Save to save the data, and a pop-up will be displayed.

On saving, a unique website URL and access code are generated for that applicant to complete an online application.

Sending the Application Invitation

You will need to email the applicant the unique URL and access code manually, and there are two copying options.

The access code is an extra layer of security; personal data cannot be entered or edited without it.

Copy All Text

If you click the copy all text button, the text in the pop-up will be copied to your clipboard and can be pasted into your preferred email client for sending to the prospective tenant.

If you edit the text, don't delete the "complete application" text containing the unique URL. If you accidentally delete it, close the popup, edit the applicant and click save again.

Copy Link and Code

If you prefer to use your own wording, text message or app to send the link, click the Copy link button next to the URL. Then, paste the copied URL into whatever you use to communicate with the prospective tenant.

Please do the same for the access code and ensure it's pasted into the email.

You can send the access code in a separate message for extra security. That way, if a message is intercepted, it will only contain one of the two required items to access the form.

Close the pop-up when copied.

Testing the Form

Subscribers can test the form by copying the URL and pasting it into a new browser tab. Enter the access code, and you'll see what the applicant sees.

Edit the Application Form

After sending the unique URL and code to the prospective tenant or guarantor, you can edit the application as follows:

-  Navigate to Applications -> Applicants in the sidebar.  
-  Click Edit in the Actions button.  
-  Make any changes you need, including whether to include a guarantor page for the prospective tenant to complete, if this was not selected when the application was first created.  
-  Click Save, then close the pop-up.
-  Ask the prospective tenant to return to the same URL and use the same code; they will see any changes you have made.

If you are editing the application to add a guarantor, you can follow the above steps to enable the prospective tenant to complete the guarantor details within their application form (a new page for guarantor details will be added). Alternatively, you may send a separate application directly to the guarantor by following these steps:

-  Create a new application as described above, and for the Applicant Type, select Guarantor.  
-  Enter the details, click Save, and then send the guarantor the unique URL and access code.