Screening permissions let you control what team members can do when reviewing rental applications. By setting permissions carefully, you ensure your team can process applications efficiently while keeping sensitive applicant data secure.
For a comprehensive explanation about permissions, see: Roles and Permissions.
Why Permissions Matter
When you start using Screening in Aptly, it’s important to update rules and permissions for the users working on your Applicants Board. This controls who can:
- Approve or decline applications
- View sensitive applicant details (like DOB or SSN)
- Manage refunds or push applications to other systems
Available Screening Permissions
Here’s a breakdown of the screening-related permissions you can enable for your team:
Application Decisions
- Accept / Decline Applications
Allows the user to approve or decline applications in the Approval Center.
- Require Warning Review Before Approval
Prevents approval buttons from being used until all screening rules in the Approval Center are reviewed (marked as Pass or Fail) and notes are added, if necessary.
Credit Reports
- Allow Viewing Credit Reports
Lets the user open and view the full credit report.
- Allow Downloading Credit Reports
Grants permission to download a PDF copy of the applicant’s credit report.
Sensitive Applicant Data
- Allow Viewing Date of Birth
Displays the applicant’s date of birth. If disabled, this field remains hidden.
- Allow Viewing SSN
Displays the applicant’s Social Security Number. If disabled, the SSN remains hidden.
Fraud & Identity Checks
- Allow Requesting Fraud Checks
Lets the user request a manual document fraud scan.
- Allow Viewing VeriFast Reports
Gives access to the ID verification (VeriFast) report.
Payments & Refunds
- Allow Processing Refunds
Enables the user to issue refunds for application fees.
System Integrations
- Allow Pushing Applications to Yardi
Available for Yardi customers. Allows the user to push an application guest card directly to Yardi.
Sharing & Setup
- Allow Sharing of Applications to Portal
Lets the user share an application with an external contact in a special portal.
- Allow Setup
Grants access to setup options in Screening Management settings
If you want to safeguard against changes made to the Applicants board, you can also disable the permissions to Modify Public Board Settings.
Recommended Role Setup
Here are some example role setups to help guide your team:
Leasing Agent
- ✅ Accept/Decline Applications
- ✅ View Credit Reports
- ✅ Request Fraud Checks
- 🚫 No access to SSN or DOB
- 🚫 No refunds or Yardi push
Why: Leasing agents should be able to process applications but don’t need access to highly sensitive data or financial controls.
Screening Manager
- ✅ All Leasing Agent permissions
- ✅ View SSN and DOB
- ✅ Download Credit Reports
- ✅ Share Applications to Portal
- ✅ Require Warning Review Before Approval
Why: Managers often need full visibility into applicant data and should ensure rules are reviewed before approvals.
Administrator
- ✅ All permissions enabled
- ✅ Setup access (automations, templates, screening management)
- ✅ Processing refunds
- ✅ Pushing to Yardi (if applicable)
Why: Admins maintain control over system setup, integrations, and financial adjustments.
Permissions Reference Table
Permission | Leasing Agent | Screening Manager | Administrator |
Accept / Decline Applications | ✅ | ✅ | ✅ |
View Credit Reports | ✅ | ✅ | ✅ |
Download Credit Reports | 🚫 | ✅ | ✅ |
View Date of Birth | 🚫 | ✅ | ✅ |
View SSN | 🚫 | ✅ | ✅ |
Request Fraud Checks | ✅ | ✅ | ✅ |
View VeriFast Reports | ✅ | ✅ | ✅ |
Process Refunds | 🚫 | 🚫 | ✅ |
Push Applications to Yardi | 🚫 | 🚫 | ✅ |
Share Applications to Portal | 🚫 | ✅ | ✅ |
Setup Access | 🚫 | 🚫 | ✅ |
Require Warning Review Before Approval | ✅ | 🚫 | 🚫 |
Best Practices
- ✅ Assign sensitive data permissions (DOB, SSN, credit reports) only to staff who truly need them.
- ✅ Use Require Warning Review to make sure nothing is missed before approval.
- ✅ Regularly audit permissions to stay aligned with compliance and company policy.
✅ With Screening Permissions set up by role, your team can confidently manage applications while keeping sensitive data protected and workflows smooth.