Real estate agency · Property management
Tenant application and move-in
Take a rental applicant from application to keys in hand with every check on record. The applicant completes the application through a shared link, an AI agent summarizes it for the landlord, and the keys are not released before the deposit and the first rent are confirmed.
- Duration: 1 to 3 weeks
- How often: For every rental application
- Steps: 9 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
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What changes with this template
Without it
Applications arrive as email threads with payslips missing.
Each agent screens applicants a little differently.
The landlord approves a tenant by phone, and nobody can show it later.
Keys are handed over before the deposit has arrived.
With it
The applicant completes one application through a shared link, with links to their proof of income.
Every applicant is checked against the same criteria from your lettings policy.
The landlord's decision is recorded on the run before the lease goes out.
The key handover stays locked until the payment is confirmed.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
An applicant wants to rent a property you let. The leasing agent starts a run with the property, the rent and the proposed move-in date.
- 1
Log the application and share the applicant link
Day 1Leasing agent · Team
Fill in the property, the rent and the proposed move-in date, and send the applicant the shared run link with the application.
Checklist
- Viewing done
- Shared link sent to the applicant
Fields to fill in
- Property address (required)
- Monthly rent (required)
- Applicant email (required)
- Proposed move-in date (required)
- 2
Complete the rental application
Days 1 to 3Applicant · Shared link
Through the shared link, the applicant gives their employment and income, the current landlord's contact and who will live in the home, and shares secure links to proof of income and identity as the agency asks.
Checklist
- Employment and income given
- Current landlord's contact given
- Everyone who will live there listed
Fields to fill in
- Monthly household income (required)
- Current landlord's contact (required)
- Who will live in the home (required)
- Link to proof of income (required)
- 3
Check identity, income and references
Hidden from the shared linkDays 3 to 5Property manager · Team
Check identity, income against your lettings policy and the current landlord's reference, as your rules require, with the same criteria for every applicant. If a reference is missing, mark the run blocked and note who you are waiting for.
Checklist
- Identity checked
- Income checked against your lettings policy
- Current landlord's reference received
- Same criteria used as for every applicant
Fields to fill in
- Check result (required)
- Notes on the checks (required)
- 4
Summarize the application for the landlord
Day 5Application summarizer · AI agent
The application summarizer drafts a short summary for the landlord from the application and the check results, covering only the criteria in your lettings policy.
Fields to fill in
- Draft application summary (required)
Checked by: The property manager checks the summary and records the landlord's decision in step 5.
- 5
Approve the applicant with the landlord
Hidden from the shared linkDays 5 to 7Property manager · Team
Check the summary against the checks, send it to the landlord, and record the landlord's decision and any conditions before you approve.
Checklist
- Summary matches the check results
- Only your lettings criteria used
- Landlord's decision received in writing
Fields to fill in
- Landlord's decision (required)
- Landlord's conditions
Approval: The lease and move-in steps stay locked until the property manager approves the applicant with the landlord's decision recorded.
- 6
Send the lease and the move-in costs
Days 7 to 8Leasing agent · Team
Send the lease for signature, and tell the applicant what to pay before move-in and by when.
Checklist
- Lease sent for signature
- Deposit and first rent amounts sent
- Move-in date confirmed
Fields to fill in
- Link to the lease (required)
- Deposit amount (required)
- Move-in date (required)
- 7
Sign the lease and confirm payment
Days 8 to 12Applicant · Shared link
Through the shared link, the applicant confirms the lease is signed and the deposit and first rent are paid, gives the payment reference and picks a day to collect the keys.
Checklist
- Lease signed
- Deposit paid
- First rent paid
Fields to fill in
- Payment reference (required)
- Preferred day to collect the keys (required)
- 8
Confirm the money is in
Before move-inAccounts administrator · Team
Check that the deposit and the first rent have arrived, and register or protect the deposit as your local rules require.
Checklist
- Deposit received
- First rent received
- Deposit registered as your rules require
Fields to fill in
- Payment received on (required)
Approval: The key handover stays locked until the accounts administrator confirms the deposit and the first rent are received.
- 9
Hand over the keys and record the move-in condition
Move-in dayLeasing agent · Team
Walk through the home with the tenant, record the condition and the meter readings, and hand over the keys.
Checklist
- Condition recorded room by room
- Meter readings taken
- Keys handed over
- Lease signed by the landlord too
Fields to fill in
- Link to the move-in report and photos (required)
- Number of keys handed over (required)
Done when
The landlord has approved the tenant, the lease is signed, the deposit and first rent are received, and the tenant has the keys and a move-in report.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Application summarizer
Turns the application and the check results into a short summary for the landlord.
What it does
- Reads the application and the check results on the run
- Covers only the criteria listed in its step instructions
- Writes the draft summary into its step
- Completes its step, so the property manager can review it
Checked by: The property manager checks the summary and records the landlord's decision in step 5.
Questions this template answers
Use the same written criteria for every applicant and record each check. Step 3 checks identity, income and references against your lettings policy, and step 4 summarizes the application on those criteria only.
Give the applicant one link that asks for everything and takes links to their proof of income. Step 2 collects the application through the shared link, and in step 3 the run is marked blocked while a reference is still missing.
Let AI summarize the application and the checks for the landlord, and keep the decision with people. In step 4 the application summarizer drafts the summary, and in step 5 the property manager checks it before the landlord sees it.
Send the landlord a checked summary and record their decision and conditions on the run. Step 5 is an approval gate: the lease stays locked until the property manager records the landlord's decision and approves the applicant.
Tie the key handover to a confirmed payment instead of the move-in date. Step 8 is an approval gate: the key handover stays locked until the accounts administrator confirms that the deposit and first rent are received.
Record the condition room by room, the meter readings and the keys handed over, with photos. Step 9 does that on move-in day and saves the link to the report, so the end of the tenancy has something to compare against.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.