This article reviews the process for getting underwritten for Aptly screening and necessary various configuration steps that must be taken before accepting your first applicant.
Screening Onboarding Checklist
- Complete the underwriting process with CRS
- Set up a Stripe account to accept application fees
- Install the Applications board from the template gallery
- Connect an email inbox for communicating with applicants
- Configure a filter to showcase available properties
- Review communication templates for accepting/rejecting applicants
- Configure screening rules
- Configure an applicant quality score
- Configure your lease form for eSignatures
- Add the screening link to your website or install the Convesio listing widget
1. Screening underwriting with CRS
You must be underwritten by our partner CRS before you can access an applicant’s credit, criminal, and eviction data in Aptly. This process generally takes a week to complete and will be initiated by an email directly from CRS with an invitation to a secure portal.
2. Set up Stripe account to accept application fees
We’ve integrated Stripe into Aptly Screening, making it seamless for applicants to pay their application fee with convenient options like Apple Pay and Google Pay. Sign up for a Stripe Account through Aptly under Company Info & Team > Payments.
3. Install the Applications board from the template gallery
Next, you will install a board to capture and manage applications from prospective renters. The Aptly Template Gallery offers an Application workflow that makes getting started fast and easy. Once installed, the Applications board includes automations, communication templates, and other features to convert high-quality applicants to long-term residents.
4. Connect an inbox for communicating with applicants
When managing your applications, you’ll be communicating with prospective renters to discuss their application, request missing information, and inform them of your decision. Connecting a shared inbox in Aptly allows you to automate some of this communication and make it easy for leasing teams to collaborate on applicant conversations. This shared inbox will also be used for handling incoming questions from applicants during the application process.
5. Configure a filter to showcase available properties
Prospective renters can apply for your homes based on how you configure your availability in Aptly Screening. The following availability modes are available:
Units in a Filter. Set up a unit board filter that includes the criteria for auto publishing available properties. If you are flagging rentals as available in your property management software, you can set up this filter to include those properties that are marketing ready based on a synced data field (ie. Published for Rent is True)
Here are suggested filters for popular property management software:
Propertyware
As with Appfolio, make sure that all of your available properties are marked as Published for Rent.
Ensure that all of your additional marketing sites have been added as a card source, if applicable. (ex: Rently, ShowMojo, etc.)
AppFolio and other property management software
To ensure that your marketing images are all included when applicants go through the screening process, follow the steps below.
- Start in Aptly > Locations > Units/Rentable Locations
- Marketing information should be populated on the cards via sync, but if it's marketing information is missing, click more menu (3 vertical dots) on the card and click on Marketing Info. It should populate all cards.
- If Marketing Images are missing, you’ll need to add your company domain into Card Sources>Appfolio> Appfolio URL. The images will come over in the nightly sync.
- Make sure that all of your available buildings that you would like to appear in screening match what is marked as available in Appfolio. If you make any adjustments to the rent status in Aptly, Appfolio will overwrite it in the nightly sync. Ex: if you uncheck Published for Rent in Aptly but not in Appfolio, Appfolio will check the box in Aptly overnight.
Generic Listing. This option allows you to accept applications when you or the applicant isn’t decided on a rental. You can configure this option from Set Up > Screening Management > Board Settings. Applications accepted via this method can be transferred to any unit later in your screening process.
6. Review templates for accepting/rejecting applicants
The installed Applications workflow template comes with communication templates for approving and rejecting applicants. We encourage you to seek legal counsel to review the language of these templates for compliance with your local, state, and federal compliance. You can also add your company logos. These communication templates are located in the Templates option of your Applications board menu.
7. Configure screening rules
Aptly Screening allows your to configure the application form and screening rules across your entire portfolio or customize by property and/or region. The image below is interactive and explains each part of the setup of Screening for the Location Collection. Your application customization is under Board Settings.
8. Configure an applicant quality score
Aptly Screening includes application quality scores to assist with selecting the most qualified renters while allowing leasing teams to make consistent decisions that comply with Fair Housing laws. To get started, you must set up the criteria that are factored into your applicant quality score and the points associated with each screening element. Once configured, your leasing team will see a simple score that helps them quickly understand the quality of each applicant and the entire household. Additionally, you can create multiple applicant quality score rules and assign different properties.
9. Configure your lease form for eSignatures
Aptly eSignatures allow you to easily and securely sign leases once you have accepted an applicant. Our eSignature feature is integrated into Aptly Screening and connected to your property management data, saving time bouncing between apps to get a lease signed.
10. Add screening link to your website
You’ll need to locate your screening link and use it to update communication templates as well as add to your company website.
How to get your screening URL
Once all information has been input, you will need to replace the link for the apply button on their website. You can find the link to apply in Screening Management > Board Settings.
- Tour: Interested & Maybe
- Warm Leads (change to Units Screening Link Merge Field)
How to Use the Screening Link In Templates
- In Merge Fields > Locations > Units > Screening Link
- Add it to the template.
- Cut + Paste into the Button URL.
- Delete Fallback including the || otherwise, it will cause errors with all templates.
Using Convesio’s Listing Widget
Our team will help you set up a widget on your company website. The listing widget is tied to your available properties in Aptly. Let your account manager know if you’re interested in setting this up.
Integration with your property management software
Once the screening link has been added to the company website, applications will appear on your Applications board. Be sure to configure your notifications to ensure fast follow-up for prospective renters.
Your leasing team will have to manually approve or deny applications based on their set application criteria and using the data provided by screening.
If you are using Propertyware, RentVine, RentManager, or Buildium and accept a new applicant:
- First, create a lease in Aptly in a draft stage
- The draft lease will include all the household members, guarantors, and emergency contacts
- The draft lease will get synced to your property management software to then activate by performing the move-in.
If you are using Yardi or RealPage:
- A guest card will be created with all the household members for you to move-in
If you are using Appfolio:
- Use a tool like Power Form Filler, a Chrome extension, to create your tenant
Screening Items to Note
- ID Verification
This is verified with a workflow using Verifast. Applicants will need to show their face and ID card.
- Social security numbers and a valid USA address are required
All applicants, including active military, must have a valid social security number and U.S. address to run a background check.
- Billing Options (Stripe + Aptly Charges)
- If you elect to pay per screen run, charges from Aptly will be reconciled on Fridays and charged to the card you have on file in Aptly.
- If you select pay per applicant, you'll be charged immediately from Aptly for screening (regardless of screens run) once the applicant submits payment on the application and funds will be taken from Stripe.
Billing Options allow you to customize how you and your applicants will be charged. Applicant fees are collected via Stripe and deposited into your connected bank account in Stripe.