STEP 1: Prepare an Applicant for Screening

Review the Prospect Notebook and confirm the following required fields have data:

 

•    First and Last Name

•    Birthdate

•    Social Security Number

•    Cell Phone

•    Email Address

•    Monthly Income

•    Future Rent  


If Employment Verification is part of your screening package, the Current Employer information is required. Minimally, the Name of Employer, Title, Phone Number, Start Date, and End Date (if applicable) must be completed. It may be optional for Prior Employer, depending on your unique package. 


If Resident Verification is a part of your screening package, the Landlord Name and Phone Number is required under Current Address. It may be optional for Prior Address, depending on your unique package.




STEP 2: Create a Screening Report Request  

  1. Click the Screening tab on the Prospect’s Notebook. (The Screening tab is also available on a current resident’s Lease Notebook.)
  2. Click the Create New Credit/Criminal Report button. 


The “Report Request” window opens and automatically displays ALL CONTACTS associated with the Prospect’s Notebook. Hold on moving to the applicant section. 


1.    Select the screening product you want to use from the drop-down list. 

2.    Review the contacts available for screening. 


!!! See a Missing Data message? Double-click on the person’s name to open their “Credit Report Applicant” window and fill in the required missing data (dark blue fields).


        3. Select the contacts that need to be screened. 

        4. Click the “Submit Report Request” button.


A small dialogue window will appear that quickly displays all the steps PropertyBoss is taking to gather the screening results. Click OK. 


Note: 

  • At the top of the “Report Request” window, the Report Results have changed from Created to Submitted. 
  • A Decision Status has also been prepopulated based on the screening results. This is a recommendation and can be changed. 
  • The Request ID number has also been populated. 




STEP 3: View Screening Results 

  1. Select one or more of the contacts who have been screened. 
  2. Click the “View Current Report” button. 

  • If ready, the report will open in its own browser inside PropertyBoss. 
  • If the report is not ready, you will see a message explaining what has not been completed on the report. 



STEP 4: Make a Final Decision Status 

The initial recommendation is based on the screening results and the thresholds established with Western Reporting at setup. After reviewing the report, make your final decision. 


If you have administrative access and want to override the recommendation:

1.    Under Decision Status – Use the drop-down to select your decision

  • If you do not have access to change the RIQ recommendation, your PropertyBoss admin will need to do that for you. 

  1. Approved – Applicant accepted. Results passed the threshold. 
  2. Conditional High – Applicant is conditionally accepted. Adverse Action Letter must be sent. 
  3. Conditional Low – Applicant is conditionally accepted. An additional deposit or guarantor may be required to continue the leasing process. Adverse Action Letter must be sent.
  4. Declined – Applicant is not accepted. Results did not met the threshold. Adverse Action Letter must be sent.


  • After making a final decision, a box will pop up, asking if you are sure you want to send the final decision to Western Reporting 


Note: The Decision Status field should always reflect your final decision for the applicant. This could mean keeping the recommended decision in place or changing the decision. When using Adverse Action Letters, this field must be accurate.  




STEP 5: Send an Adverse Action Letter

  • If your Adverse Action settings are enabled for ResidentIQ, applicants will automatically be emailed the Adverse Action Letter ten days after the report is completed if the final decision was Conditional High, Conditional Low, or Denied.
    • IMPORTANT:  If you override the recommended decision, it is VERY IMPORTANT to update the Decision Status drop-down on the “Report Request” window so the updated decision is sent back to Western Reporting for correct notifications. 
    • Once an Adverse Action Letter has been created and sent to the applicant, you can view the letter by clicking on the "View Adverse Action Letter" button on the “Report Requested” window. 


  • If your Adverse Action settings are disabled for ResidentIQ, you are responsible for sending an Adverse Action Letter to the applicant. Check with your state guidelines to meet all regulations.