Viewing and Using Applicant Data

Once an applicant has completed the form, you will receive an email confirming.

Viewing the Data

To view the data, go to the applicant tab and select “view” from the actions button.

You can view all data, and you can click the headings to reveal more (e.g., address history).

Application Progress

At the top, you can see “application progress”. This allows you to track your current stage of referencing.

You can change each option using the dropdown and clicking the tick button to save.

None of the options is automated at this stage, and you must keep them up to date manually.

You can also tick the boxes if a holding deposit has been paid and the application success/failure notifications have been sent (we don’t provide those; it’s just for you to track).

When the applicant completes the online application form, they accept a GDPR privacy policy that allows the landlord or agent to share details for reference checks and to create the tenancy agreement. Our tenancy agreements with Tenancy Builder include a further privacy policy that allows the use of data to manage the tenancy during the tenancy and after it ends.

If you are verifying employment, the application form consent supports passing the necessary applicant details to an employer for a reference check. Keep the request limited to confirming employment, income, and any other information needed for referencing. Subscribers can use the Employer Reference Request template for this purpose, although you may find it quicker and easier to get a recent payslip from the applicant, which would likely have all the information you need.

For a self-employed applicant, subscribers can use the Solicitor or Accountant Reference Template after the application has been submitted. Download the template from the forms page and send it separately to the applicant’s solicitor, accountant or other professional; it is not generated inside the applicant record.

Generate a PDF

Using the button at the bottom of the view, you can generate a PDF of the data and download it to your computer for safe storage.

Create a Tenancy Assessment Report (Credit Check)

You can quickly create a new reference for the applicant by adding the applicant’s details when creating a reference. Once selected, all data will populate the fields.

Please check that the data has been populated correctly before submitting it for reference - in particular, address information, as sometimes the format differs and house number/name or town/county don’t get populated properly!

To create a reference from an applicant, navigate to Applications -> Applicants in the sidebar and next to the record select:

• Reference Applicant, or
• Reference Guarantor (will only display if guarantor details have been entered)

You’ll be redirected to the referencing page with all the details auto-filled, ready for checking.

Insert Into Tenancy Builder

You can quickly add the applicant details into a tenancy agreement being built with the Builder by following these steps:

1. ​Add a new tenancy or edit an existing one, and next to tenant details, select the record from the “add from applicants” dropdown. You can also search.
2. Once selected, all data will be added to the tenant fields.
3. The same happens on the guarantor page (if one).

Home Office Share Code

The applicant can provide a Home Office Share Code in the uploads section of the application form. This code can be seen under the uploads/right to rent section when viewing an applicant. Please see here for more information about using the code.