Applications by link with ID checks and a holding deposit
Send an applicant a private link to fill in their details, income, co-applicant, guarantor and documents. Record ID checks, screening and the holding deposit, decide, and make the draft lease in one step.
PLANSFrom Growth
The problem it solves
- Applications arrive as photos on WhatsApp, with payslips missing.
- Nobody works out whether the income covers the rent until after the viewing is forgotten.
- ID papers are checked but not recorded, so you cannot show you checked.
- The approved applicant's details are typed again into the lease.
How it works
- On the enquiry press Start Application, or Lease > Leasing > Finding Tenants > Applications > New: applicant, unit, move in, term, rent offered.
- Press Send Link. The applicant gets a private link to fill in the form, save it and come back, then Submit Application.
- SmartMy adds up the income of the applicant and co-applicants and shows whether it is Within Affordability, against your income to rent ratio.
- Record ID checks and the screening result on the Documents and ID and Screening and Decision tabs, and the holding deposit.
- Press Approve, or Refuse with a reason. The applicant is told either way.
- On an approved application press Make Lease: a draft lease with the unit, the rent, the joint tenants and the guarantor.
Everything it does
The application form
- The applicant: name, email, phone, date of birth, current address, current landlord and their phone
- Work and income: employer, job title, working there since, income a month
- The let: move in, months, rent offered, people living there, pets
- One co-applicant with income, and a guarantor with phone and income
- Documents: up to 10 files of 10 MB each per save
Checks
- Affordability: income at least the rent times the ratio (3 to start with); shown only, it never refuses by itself
- ID checks: whose, kind, number, expiry, result, check again on, checked by
- ID kinds: Passport, National ID, Emirates ID, Right to Rent, Aadhaar, PAN, Visa / Permit, Driving Licence, Other
- Screening: Not Screened, Pass, Refer, Fail, with a reference and note, entered by you
- Holding deposit: amount, paid, returned
Status and filters
- Draft, Sent to Applicant, Submitted, Approved, Refused, Withdrawn, Lease Made
- Withdraw before it is submitted; Back to Draft after withdrawing
- Filters: To Decide, Open, Over the Ratio
Make Lease
- Draft lease for the unit from the move-in date for the term
- Rent offered a month, or the unit's asking rent
- Co-applicants become joint tenants; the guarantor is added as guarantor
Who uses it
Leasing agentStarts applications, sends the link and records ID checks.
Lease ManagerSets the affordability ratio and decides applications.
ApplicantFills in the form and uploads papers from the link, no login needed.
Where you use it
- Web: Lease > Leasing > Finding Tenants > Applications; Start Application on an enquiry
- Application page: the private link, on any phone or browser
- Not built: ID checks or credit screening by an outside provider; you record what you checked
- Not a payment page for the holding deposit: record it as paid when it arrives
What you control
Settings
- Income to Rent Ratio: 3 to start with, in Lease > Configuration > Settings
Approvals
- Tenant application: Lease Managers as the usual approvers, with levels you add
- Approve and Refuse ask the chain; the approvers get a to-do and an Approval Waiting message, by email and in-app
Notifications
- Your Application Link: to the applicant with the link, by email and in the app
- Application Approved and Application Refused: to the applicant, by email and in the app
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Does SmartMy check IDs or credit for us?
No. You check the papers and record the result. Outside screening providers are not connected yet.Does a low income refuse the application?
No. Over the Ratio is shown in red for you to weigh. You decide.Can the applicant stop and come back?
Yes. Save keeps what they typed, and the same link opens it again until they submit.Who approves applications?
The Tenant application chain: Lease Managers by default, with levels you add, such as the owner or a director above a rent.Which plan has it?
Growth and above.Related features
LETTINGEnquiries, viewings and the leasing pipelineEvery enquiry, from your listing pages, a walk-in or a call, lands in one board. Book viewings, record how they went, and follow larger lets as deals from first call to heads of terms and signing.LEASES AND RENTLeases with joint tenants, guarantors and several unitsA lease holds the tenant, joint tenants, occupants, guarantors, one or more units, the term, the rent and how it is paid. Confirm it and the rent schedule, the deposit and the unit statuses follow.LEASES AND RENTLeases signed through SmartMy SignSend a lease for signing online from the lease itself. The tenant and your signer each get their own link, confirm a one-time code and sign. The signed PDF with its audit trail comes back to the lease.ACROSS SMARTMY LEASEApproval chainsWork orders, tenant applications, fit-out drawings and charges wait for levels of approval, such as the owner of the unit for repairs over their limit. Each kind has a chain per Entity, with the managers as the first level.CHECKS, DEPOSITS AND REPAIRSDeposits, deductions and settlementThe deposit is held on a liability account, taken in one go or in parts. At move-out, deductions are proposed from the check. The tenant agrees or disputes each line online. Settle Deposit keeps what is agreed and refunds the rest.COUNTRY PACKSCountry packs: UAE, UK, India, AustraliaPacks for the UAE, the UK, India and Australia load local deposit schemes and certificate types. They add checks such as the RERA rent increase limit, the UK deposit caps and Form C for foreign guests. Every legal point is a draft for your local adviser to confirm.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.