Once an applicant provides their housing and employment history, you can send email verifications to the contacts provided.
You can only send a verification to one landlord contact and one employer contact. If you send more than one to a landlord or employer, the field details will be overwritten.
How to Set Up the Landlord Verification Template
When the Applicants board is installed, it comes with a few templates that are ready to use after review and minor updates to linked blocks. We always recommend having your legal team review any templates before using them.
Copy the Form Link to the Template
- Open forms on the Applicants Board.
- Select the Rental Verification form to access form links.
- Click on the Share Tab within the Edit Form window to access sharing options for your form.
- Locate the update card URL to copy the link.
- Close the form and open communication templates on the board.
- Edit the Rental History Verification template.
- Click the button in the template and paste the link in the URL field on the right.
- Save the template. Then, save the template details.
Your email is ready to send!
You can find more information on using forms to update cards in this article: How to Create a Form.
How to Send a Verification Email to a Landlord
Send the verification email separately for each applicant. A separate form and link is required if sending multiple verifications to different members in the same household. Contact your account manager for assistance in setting up the ability to send multiple verifications to different applicants within a household.
- Expand the applicant card to access the applicant table of the household.
- Click on the applicant’s name to access the applicant’s details.
- Click on the landlord’s email under past address to intiate an email.
- The Tenant Information Release form is automatically added as an attachment to the email. Select the Rental History Verification template to add to the email.
How to Set Up the Employment Verification Email
How to Send an Employment Verification Email
Similar to sending an email to the past landlord, you’ll follow the same steps to send the employment verification email.
Where to Find Signed Consent Documents
If an applicant has provided consent to contact their employer or landlord, you can find consent forms in 2 places:
- In the applicant details under household and/or employer.
- Click the 3 dots for the widget > Download Consent to Contact
- In the email composer, after clicking on the contact’s email address.
If the applicant is self-employed, they will not have a signed consent form, even if they provide contact information.
Sending Verification Forms for Multiple Household Members
By default, verification forms in Aptly follow a one-to-one relationship between a form field and a corresponding field on the applicant card. Out of the box, each application includes:
- Two Employment Verification field groups and corresponding form + template
- Two Landlord Verification field groups and corresponding form + template
This setup works well when you are verifying up to 2 applicants’ employment and rental history with one employer and one landlord each OR 1 applicant with 2 employers and 2 landlords.
However, for households with multiple applicants, you may need to collect employment or rental verifications for each household member. To support this, additional configuration is required.
Step 1: Clone Fields
To collect multiple verifications, you must first duplicate the existing fields.
- Duplicate the Employment Verification fields for each additional employer you need to verify.
- Duplicate the Landlord Verification fields for each additional landlord you need to verify.
Tip: If you need verifications for three household members, you’ll need
- three employment field groups
- three landlord field groups
Rename the Field Names
After duplicating the fields, update the field names so they are clearly differentiated.
A common best practice is to add a number to each field name, for example:
- Employer Name → Employer Name 2
- Employer Phone → Employer Phone 2
- Landlord Name → Landlord Name 3
Create a new field group for each new set (Employee Verification 2, Employee Verification 3, etc).
Step 2: Duplicate and Update Forms
Next, you’ll need to duplicate the verification forms themselves.
- Clone the Employment Verification Form or Landlord Verification Form.
- Rename the duplicated form to match its purpose (for example, Employment Verification – 2).
- Update all form fields so they map to the newly duplicated field group on the card.
You’ll repeat this process for each additional verification form you need.
When a verifier receives a form, the Employer and Landlord names will be blank. This allows the verifier to confirm their name and offers another layer of fraud prevention.
Step 3: Update Communication Templates
Because each form is unique, each one must be sent using the correct communication template.
- Clone the existing communication template used for verifications.
- Rename the template to match the form (for example, Employment Verification Email – 2).
- Update the button link in the template so it points to the correct form (Use the Update Card Form Link).
This step is critical - each communication template must align exactly with its corresponding form and field group.
Important: Prevent Sending Forms to the Wrong Contact
When working with multiple verification forms, it’s essential to follow a clear internal process to avoid errors.
If the wrong communication template is sent:
- A recipient may see pre-filled or completed data intended for someone else
- Verification data may be written back to the wrong field group
Best Practices
- Use clear naming conventions for field groups, forms, and communication templates (e.g., Employer Verification – Most Recent vs. Employer Verification – Secondary).
- Establish a standard rule, such as:
- Always send Verification 1 to the most recent employer or current landlord.
- Add internal notes to the card indicating which verification was sent to which contact.
Strong internal SOPs are key to successfully managing multiple verifications.
Need Help Setting This Up?
If you’d like more information on duplicating fields, forms, or communication templates, or setting this up correctly for your workflows, our team is happy to help.
📧 Contact us at: help@getaptly.com