Tenant link – Obtain tenant self-disclosure online

1. Choose a property: In onOffice, navigate to the properties section and select the desired property.

 

2. Start tenant link: In the ribbon, click on Further actions > Tenant link > Request application.

3. Select prospects: A window opens with all the prospects stored for this property (automatic import from onOffice). Select the desired persons.

        ◦ Note: As soon as a prospect has submitted the self-disclosure, they automatically switch from the “Prospects” tab to the “Applicants” tab.

4. Define documents (optional): Specify which proofs (e.g. salary statements) are to be requested. You can customize designations.

5. Compose message (optional): Write a personal message that will be displayed to the prospect when they open the link.

6. Shipping: Click on “Send requests”.
◦ Alternative methods: If no prospect has been selected in onOffice, you can copy a link, generate a QR code (for the brochure) or invite people directly by e-mail.

7. Confirmation: After sending, the status “Self-disclosure requested” appears at the bottom right.

8. Logging: All steps are automatically documented in the onOffice agent’s log (inquiries, receipt of data, acceptances/rejections).

The digital process for prospects

The process is designed to be intuitive for applicants, regardless of device (smartphone, tablet or PC):

1. Invitation: The prospect receives an e-mail with your logo and branding.

2. Landing page: The “Apply now” button takes the prospect to a landing page with details of the property and your message.
◦ Language selection: Applicants can choose between German, English, Spanish, Italian, French and other languages.

3. Structured form: The applicant is guided through the following areas:

◦ Personal introduction (optional)
◦ Tenancy agreement parties (any number possible)
◦ Household details & previous tenancy
◦ Document upload: Evidence can be uploaded directly by photo or file upload and assigned to the respective persons.

4. Conclusion: After clicking on “Submit application”, all data is immediately available to you.

Check and manage tenant self-disclosure

1. Notification: You will receive an e-mail each time an application is received. The entrance is also indicated in the property overview.

2. Overview: You can see the most important key data immediately in the applicant list: Name, status, household income and number of persons.

3. Detail check:

◦ Assign internal star ratings.
◦ View documents directly in the preview.
◦ If necessary, request documents or reject illegible files (the applicant is automatically informed).

4. Decision: Send acceptances or rejections directly from the system with a single click.

5. Data synchronization:

◦ Basic data: All applicant data is automatically imported into the onOffice basic data
◦ files: All attachments and the finished self-disclosure as a PDF are stored under the “Files” tab in onOffice.
◦ Activities: The entire process is fully documented.

Share with owners

Present the best candidates to your client professionally and confidently:

1. Select applicant: Mark the favorites in the overview and click on “Share”.

2. Owner access: Select an existing owner or create a new one with a name.

3. Create link: Click on “Create owner & create link”.

4. Secure access: Share the link with your owner. The owner receives a time-limited link via which he can view all released data and documents online.

5. Owner control:

◦ Full access: The owner automatically sees all (including future) applicants for a property.
◦ Individual access: You only release specifically selected profiles.
◦ Links can be revoked or renewed at any time in the “Owner” menu item.