FRS Tenant Screening. End User Guide

Transcription

1 FRS Tenant Screening End User Guide

2 Contents Tenant Management Center Overview... 3 Configure Company Settings... 4 Creating Packages... 7 Inviting Applicants to Apply... 8 Reviewing the Results... 8 Salary Verification... 9 Tenant Screening Acceptance / Denial Letters... 12

3 Tenant Management Center Overview The Tenant Management Center (TMC) allows you to capture information relevant to a tenant screening application. This will include the ability to capture a signed rental release form, as well as capturing additional information on the general details page such as prior landlord information, previous rent amounts, pets, etc. By having the applicant complete the information online, it decreases the number of keying errors, and allows your resources to focus on areas other than data entry. There are two types of tenant applications that are supported: Solicited These are recruiter-initiated by sending an applicant specific to the applicant. The contains a link, which when clicked on by the applicant will direct them to the TMC site for completing their application. Unsolicited These are forms which use a generic link to access the TMC website. An applicant can access this link to provide necessary info for background screening at any time, without a recruiter having to the link first. Once the data has been received in TMC, it can be either held for review by a TMC authorized user, or it can be sent immediately for background check. There are five tabs related the Tenant Management Center. Applicant Tab Applicant specific information. Enter applicant name and , select the package the rental location, attach documents (if necessary), set property manager notification, and if information will go straight for a background check or into TMC for review. Some of the default settings can be changed on a per- applicant basis. Maintain Packages Tab Create or Edit existing packages. In addition to selecting which searches to associate with each package, also create brief unit description to be displayed to applicant, or applicant Self-pay feature. You can also define questions to establish minimum requirements for each package and set alerts of requirements.

4 Applicant Tracking Tab Main dashboard from which applicant information can be reviewed. From here you can manage your applicants that have been approved, denied, are processing, etc. Archived Applicants Tab Secondary location to move applicant data no longer active. Can be easily accessed without interfering with daily workflow. Configure Tab- Setting up logo, company name, default settings and customize all applicant communication. Configure Company Settings General Info: Input Company name, Address, City, State, Zip, Phone, and website if available Initial Tenant Fill in the subject line, Default message Salutation and Closing. Assign the settings for solicited s. Send applicants straight for a background check or to your Tenant Management Center for review first. Can be overridden on the applicant page. sent to applicant to confirm they have submitted their application. Property manager can be copied on the applicant page.

5 This forces the property manager to enter a specific reference number or code for internal tracking purposes before the initial can be sent to the applicant. This number/code will be associated with the applicant and displayed on the main dashboard. Many use a billing code or a location. If set to Yes, it allows on the initial the creation of multiple templates for selection from a dropdown box on a per-applicant basis. If set to No, only the default message will be visible. Online Application Settings Set if applicants will be able to add files when they apply. **Documents cannot be added by the applicant after the application is submitted. Set if applicants will sign with a mouse signature or electronic signature. Application Confirmation Messages: Set the messages you would like applicants to receive after they submit and save their online applications. Application Received Set the subject line and body that will notify applicants that their application has been received and is being reviewed. Un-solicited Applications: This provides the link to be used for un-solicited applicants. You can set an access code, send immediately for background check, or send to TMC for review. You also set the property and unit that will be associated with the un-solicited link.

6 Solicited Applications: Customize the greeting that will appear on the Login page for solicited applicants. Customize your Online Application: Here you can upload your customized logo to display on your TMC and customize the help text for completing the online application.

7 Creating Packages Tenant Packages.xlsx Complete the attached spreadsheet and forward it to your CRA. They will upload your properties and packages for you. Once that is complete you just need to add your packages under the Maintain Packages option. After you select maintain packages you go to maintain properties. Add the name of any properties and the description of the property. Then the last step is to add tenant packages and assign to a web package setup by the CRA.

8 Inviting Applicants to Apply (Solicited s) To invite an applicant to apply for a property you will need to fill in the tenant s first name, last name, address, property and unit. The property manager information will be pre-populated based on your login. If the Reference Field is required (as set in the Configuration Tab), you will be forced to populate this field before completing the transaction. If you have multiple templates created, please select the appropriate template from the drop down box. If there is no drop-down, it mean that additional templates have not been created (see Configuration Tab) Reviewing the Results To review the completed results of your applicants go to the results tab on the main page. It will take you to the Tenant Screening Dashboard. You can see applicants name, property they applied for, the property manager, Tenant Risk Analysis score (house color), the status, and if the salary has been verified.

9 The scoring matrix for Tenant Screening is as follows: Green House Tenant Screening Accept Yellow House Tenant Screening Conditional Accept Red House Tenant Screening Deny. Blue House Tenant Screening Other. A Other denotes the applicant has a special consideration such as: Low Accept Approved but for a unit other than which they applied (this could also be treated as a Yellow House, depending on the preference of the property manager.) Accepted But No Vacancies The applicant was not denied, but they will not be able to rent due to no vacancies at this time Custom Condition The Property Manager can define the Blue House to mean other custom statuses as needed. Either an accept or a denial letter can be generated from a Blue House menu. White House Tenant Has Not Been Scored. Normally this condition should only occur if a client is set to push partial results to the web, and scoring has not yet been completed. The property manager can manually set this status at the web, but a comment will be required to state why a scored applicant is being changed to unscored. Salary Verification Salary Verification can be performed for an applicant either before or after the Tenant Risk Analysis is complete. If a salary has not yet been verified, clicking the salary icon in eclientlink will allow verifying the salary. Once that has been completed, the icon will change to reflect that the verification has been completed. Salary Verification icons are: - Salary Verified (Green stack of bills) - Salary Not Verified (Grayed stack of bills)

10 To verify the salary for an applicant right-click on an unverified Salary: Click Verify Salary and enter the source. Information is required in this field. NOTE: Once you verify salary, it cannot be undone. Make sure all info is correct before you hit save.

11 Sample Tenant Risk Analysis Report

12 Tenant Screening Acceptance / Denial Letters If an applicant is complete and the salary is verified you can send letters from the results page. Right click on the house and select Generate Documents. For Tenant Screening, the two types of letters that can be sent are Tenant Screening Denial and Tenant Screening Acceptance. These will use similar processing workflows as the current Pre-Adverse and Adverse Action functions.

13 Tenant Screening Acceptance - Rental agreements can be kept as a file specific to each individual client, and attached to the Tenant Screening Acceptance . If a conditional acceptance or low acceptance has been determined, the comment associated with that can be automatically pulled into the default text for the Tenant Screening Acceptance .

14 Tenant Screening Denial If a denial has been determined, it will be processed using a similar business process as the current adverse action letters. Any comments associated with the denial adjudication setting can automatically be pulled into the denial text for the Tenant Screening Denial .