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.
The pages
| Page | Route | Purpose |
|---|---|---|
| Overview | /applications/overview | Pipeline health: volume, stage distribution, ageing, conversion. |
| My work | /applications/inbox | Your assigned queue, with KPI badges and queue views. |
| All Applications | /applications/dashboard | Every application, filterable. |
| Review | /applications/review | The review workspace for applications awaiting a decision. |
| Activations | /applications/activation | Approved applications waiting to become leases, and their outcome. |
| Import | /applications/bulk-import | Bulk intake from a spreadsheet. |
| Issues | /applications/integration-exceptions | Integration exceptions with a detail panel and resolution actions. |
| Settings | /applications/settings | Checklist templates and module configuration. |
Statuses
| Status | Meaning |
|---|---|
| Draft | Started, not submitted. |
| Submitted | Received and awaiting triage. |
| Pending | In progress — information or documents outstanding. |
| Approved | Decision made in the applicant's favour; not yet a lease. |
| Rejected | Declined, with a reason. |
| Activated | Converted into a live lease. |
| Cancelled | Withdrawn or abandoned. |
How applications arrive
| Route | Description |
|---|---|
Public apply form (/apply) | Prospective tenants submit directly; submissions land in the inbox. |
| Created in-app | Staff capture an application on behalf of a walk-in applicant. |
| Bulk import | A batch of applicants imported from a spreadsheet, typically at scheme launch. |
| Integration | Applications received from an external system. Failures surface under Issues. |
The application workspace
Opening an application gives you a working record with:
| Section | Contents |
|---|---|
| Overview | Applicant summary, requested unit, dates, and the next step. |
| Parties | Applicant, co-applicants, guarantors and next of kin. |
| Documents | Uploaded ID, payslips, references — with upload actions. |
| Checklist | The stage-gating list: what must be done before the application can progress. |
| Decisions | The decision record and its reasoning. |
| Assignment | Who owns this application, with an assign action. |
| Timeline | Everything that has happened, in order. |
| Notes | Working notes for whoever picks it up next. |
| Blockers | What is currently preventing progress. |
The next step panel tells the assignee what to do now rather than leaving them to infer it from the checklist.
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.
Reviewing and deciding
Triage from the inbox
Assign the application to an owner. Unassigned applications are the ones that go stale.
Work the checklist
Collect documents and complete checks. The blockers card tells you what is missing.
Screen the applicant
Record background and reference checks on the resident record — see Residents.
Decide
Approve or reject with a reason. The decision is recorded on the timeline.
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.
For ownership schemes, activation produces a TPS contract rather than a rental lease. See Ownership plans.
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.
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?
Common problems
| Symptom | Cause and fix |
|---|---|
| Application approved but no lease exists | Approved ≠ activated. Run activation. |
| Applicant says they applied; nothing in the inbox | Check Issues for an integration exception, and confirm the public form's branch routing. |
| Checklist will not complete | An item's document is missing or was uploaded against the wrong party. |
| Duplicate applications from one applicant | Submitted twice on the public form. Cancel one, and note the reason on the survivor. |