Manage Tenant applications – ManageCasa

Most Property Managers and Landlords want to screen tenants before they sign a lease.

One of the many responsibilities of a property manager is to keep occupancy rates and thus asset utilization high. ManageCasa’s convenient, flexible and powerful Application feature assists you in managing the application process in an efficient and effective way, saving you time and making your job easier.

This article walks you through the process from the perspective of a property manager/landlord.

From your ManageCasa Dashboard, click on Manage then select Applications to get to this feature.

Application Forms

An Application Form is a template that is available to one or more applicants. The Application Form determines what kind of flow the applicant is going through, what they see, what questions they need to answer, etc.

Click on “Full Form” to see the Form details.

The form shows how many properties are part of it, what elements are included in a particular form, e.g. rental history, references, employers, application fee and an ID verification is required.

From the Manage Tab on the left side of the screen, click on “Applications”, then select a specific form to be able to go to the Applicants tab where you can see all current applicants that are part of a particular form.

The “Properties” tab will show you all the elements that are part of the application form.

You can also create and view different tasks.

There are different types of tasks that you can do that would help you get reminded of any action items that need to be completed for this specific form.

As part of creating a Task, you can also add photos or documents, assign it to a specific person or add a priority status to it.

Just like in all the other areas of our application, we keep detailed history around the changes and updates to this form. You can see the change history not only in the main timelines tab, but right here in the specific application form. It's a useful way to keep track of what changes have been made to this form.

Creating a Form

Click on “Create a Form” to start drafting your own form. Select the point of contact that all applicants will use to contact your organization during the application process.

When you invite an applicant, they will receive the contact information of the assigned Point of Contact. Any communication will only be between the Applicant and the Point of Contact.

When you create a form, you need to select the respective property to help you later on when you're adding applicants so that the form will be pre-filled for you automatically.

Notes and Attachments
Notes will be displayed to the Applicant at the start of the process. It allows you to share important instructions or information with the Applicant.

You can also add your policies or other relevant documents here through Attachments.

By default the only things that are required of the user are First Name, Last Name and e-mail. You can collect additional data like their tax ID, date of birth, and driver's license number by adding additional fields.

You can add any number of custom fields to this list for the applicant to provide. You can also have a specific field hidden if you don’t want it to be added on a form.

For fraud prevention and security for the property manager you may want to require the Applicant to do a photo identification document verification. You can require them to scan their government issued ID and do a selfie. You will be charged a verification fee but this is optional (not available in all countries).

You can also require a Background Check with TransUnion and have it added as part of the process (only available in the United States).

This means that the applicant cannot submit their application until they have successfully completed the background check. You have an option to not require a specific applicant to do a background check and require it for others. If you require this per applicant, you are going to be charged at least $34.99 per background check (2024 rate), depending on the selected options.

For example, you may have 10 applicants and they all paid their application fee, you may require a Background Check only for two of them so Background Check charges only apply for those two Applicants.

Background Check (only available in the United States)

There are three options. You can do just a Credit Check, Criminal History, Eviction History and Income Verification.

An application fee can be deposited in your checking account and if you have ManageCasa ePayments set up (not available in all countries).

If you don’t use ePayments, use the respective checkbox to say you don't have ePayments.

You can decide how Applicants will pay you for the application fee and you can manually mark that transaction as paid before the Applicant can go forward with the application.

If you subscribed to ManageCasa ePayments, you can automate the process but you have to turn the toggle button to “On” for accounting transactions for application fees to be created in ManageCasa. Once the payment for the application fee is received, the transaction will be marked as “Paid” in ManageCasa accounting.

(Rates shown for illustration purposes only! Fees may be different depending on the provider and the region and may change without notice.)

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