Applications
See the applications received on a listing to let, compare them, select or decline a candidate, or have the landlord approve them.
Applications are on the record of each listing to let: Properties and mandates › Listings, then click the listing. There is no “Applications” section in the menu.
Where to see applications
The Applications card appears on the record of a rental listing linked to a mandate.
- All team members (administrator, manager, agent) see and handle the applications for all the agency's listings.
- With each new application, the agent in charge of the mandate receives the e-mail “New application — {titre}”, with the View the applications button. The e-mail contains no data from the file.
- With no application, the card shows “No applications yet. Candidates apply from the property page on the portal.”
A listing only receives applications if it is online. A listing “Under option” no longer receives any.
What the candidate can provide
The candidate applies from the property page, with or without an account (see Applying for a rental). They can only give the information the application collects for the property's region. Any other information is refused, never kept.
| Region | Information collected |
|---|---|
| Brussels | Full name, E-mail address, Phone, Adults in the household, Children, Household monthly income (€) |
| Wallonia | the same, plus Current address, Date of birth, Marital status and “I can prove payment of my last three rents” |
| Flanders | the same as in Brussels |
| Unknown region | the same as in Brussels |
- The name, e-mail address and monthly income are required.
- The application never asks for the source of income, nationality or employment.
- A candidate who applies with their ImmoPass only passes on this list: not their situation, documents or ImmoScore.
- One e-mail address can only have one open application per listing.
- If the candidate withdraws their application, their file is deleted. If they had been selected, the listing goes back online.
Each application creates or completes the candidate's record in Contacts and an opportunity in the Pipeline, with the agent in charge of the mandate as owner.
The comparison table
Applications are shown by date submitted, the oldest first. There is no sorting or filtering.
| Column | What it shows |
|---|---|
| Candidate | the name and the information received; “received on {date}”; the viewing (“Visit: {date}” with “absent”, “interested” or “not interested”, or “no visit”); the “ImmoPass” and “identity verified” badges |
| Household | the number of adults and children |
| Income | “{montant} / month” |
| Rent / income | a percentage and how to read it |
| Status | “Received”, “Selected”, “Declined” or “Withdrawn by the candidate”, and “Proposed to the landlord” where applicable |
The Rent / income ratio is calculated as follows: (rent + charges from the mandate) × 100 ÷ household income, rounded to the nearest whole number. Nothing is shown if no income has been declared.
| Ratio | Reading shown |
|---|---|
| 33% or less | “under a third” (green) |
| from 34% to 40% | “between a third and 40%” (orange) |
| more than 40% | “above 40%” (red) |
Selecting, declining, undoing a choice
Each button opens a confirmation: click Confirm or Cancel.
Selecting a candidate
- On the row of a “Received” application, click Select.
- Confirm.
What happens next:
- the application becomes “Selected”;
- the listing goes “Under option” and no longer receives applications;
- the candidate receives the e-mail “Your application has been selected — {titre}”.
Only one candidate can be selected at a time.
Declining a candidate
- On the row of a “Received” application, click Decline.
- Confirm.
The candidate receives a neutral e-mail, “Your application — {titre}”, with no reason. You never enter a reason.
Once a candidate has been selected, the Decline the other applications button, at the bottom of the card, declines in one go all the applications still “Received”. Each candidate receives the same neutral e-mail.
Undoing a choice
- On the row of the selected candidate, click Undo this choice.
- Confirm.
The application becomes “Received” again and the listing goes back online. No e-mail is sent. This is no longer possible once the candidate's lease has been signed: “Their lease is signed: this choice can no longer be undone.”
Possible messages
| Message shown | What it means |
|---|---|
| “A candidate is already selected for this property.” | First undo the previous choice. |
| “The listing is not online: no candidate can be selected.” | The listing must be online or under option. |
| “This application has already been answered.” | It has already been selected, declined or withdrawn. |
| “With this mandate the landlord chooses: propose the candidate to them.” | See Approval by the landlord. |
When the current lease ends (notice recorded, or lease ended), its selected candidate no longer blocks the choice of the next tenant (see The end of the lease).
Approval by the landlord
If the mandate provides for it, the landlord selects the candidate. This is set at step 5 of the mandate (Terms), with the The landlord approves the candidate themselves box.
The card then shows “With this mandate the landlord chooses: propose a candidate, they select them from their space.”, and Propose to the landlord replaces Select.
- On the row of a “Received” application, click Propose to the landlord.
- Confirm.
What happens next:
- the application carries the note “Proposed to the landlord”;
- each landlord who can be reached receives the e-mail “A candidate is proposed to you — {titre}”, with no data about the candidate;
- in their space, the landlord sees the applications without name, contact details, date of birth or address: “Candidate 1”, “Candidate 2”…, with the household, the income, the ratio and the viewing;
- they click Select this candidate: the effect is the same as Select on the agency side (listing under option, e-mail to the candidate).
The rules:
- Only one proposal at a time: proposing another candidate replaces the previous proposal.
- The landlord can only select a candidate the agency has proposed to them.
Preparing the lease
On the row of the selected candidate, click Prepare the lease. What follows is in Preparing the lease.