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Operations → Applications → /applications Applications is the intake pipeline: a prospective tenant applies, you collect documents, run checks, decide, and — on approval — the application is activated into a real lease. It is a workflow module, not a form: the same application moves through stages with an owner, a checklist and a timeline.

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The pages

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Statuses

Approved is not activated. An approved application has a decision but no lease. Activation is a separate, deliberate step — which is why the Activations page exists.

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How applications arrive

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The application workspace

Opening an application gives you a working record with: The next step panel tells the assignee what to do now rather than leaving them to infer it from the checklist.

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Checklists

Checklists gate progress. A checklist template defines the items required at each stage — ID copy uploaded, employer reference received, deposit paid — and an application cannot advance until its items are satisfied. Templates are configured under Settings, so requirements can differ between schemes without code changes. Editing a template does not retroactively change applications already in flight.
Use refresh checklist on an application after changing a template if you deliberately want the in-flight application re-evaluated against the new requirements.

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Reviewing and deciding

1

Triage from the inbox

Assign the application to an owner. Unassigned applications are the ones that go stale.
2

Work the checklist

Collect documents and complete checks. The blockers card tells you what is missing.
3

Screen the applicant

Record background and reference checks on the resident record — see Residents.
4

Decide

Approve or reject with a reason. The decision is recorded on the timeline.

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Activation

Activation turns an approved application into an operational tenancy. Depending on the scheme it creates or attaches the resident, creates or activates the lease, and applies the agreed terms. Activation touches several systems, so it is designed to be resumable: if a step fails part-way, the process can be resumed rather than restarted, and the Activations page shows what completed and what did not.
If an activation reports a partial failure, resume it from the Activations page. Do not create the lease manually as well — that produces two tenancies for one applicant.
For ownership schemes, activation produces a TPS contract rather than a rental lease. See Ownership plans.

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Issues (integration exceptions)

Applications arriving from an external system can fail validation or mapping. Each failure appears under Issues with a detail panel explaining what went wrong and a resolution action. Clearing this queue regularly is what stops silent intake loss.

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Overview metrics

The overview page answers the questions a manager asks weekly:
  • How many applications came in, and from where?
  • Where are they stuck?
  • How old is the oldest one in each stage?
  • What proportion convert to activated leases?

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Common problems

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Next steps

Residents

The person record an application produces.

Managing leases

What activation creates.

Assessments

Structured profiling questionnaires used alongside intake.

Ownership plans

Activation into a TPS contract.