This article explains how to send a PropertyBoss Online (PB Online) application link to a prospect and how the completed application returns to PropertyBoss through Web Activity. It also covers what to do if a prospect submits an application without payment, and how to use the Prospect Portal for follow‑up actions.
Sending the Online Application
You can send the application to the prospect in one of two ways:
Option A — Send via PropertyBoss Email (If Emailing Feature Is Enabled)
- Open the Prospect record (if one exists).
- Use the PropertyBoss Email feature to send the PB Online Application link.
Option B — Send via External Email
- Copy the PB Online Application link.
- Paste it into an email and send through your preferred email client.
Important: You only send the application link. Do not attach or upload anything extra. The application will return through Web Activity automatically once submitted.
What Happens When the Prospect Submits the Application
When the prospect clicks Submit → Pay Now inside the Application Portal:
You WILL receive the application in PropertyBoss under Web Activity, even if the prospect does NOT make a payment. They are now considered a LEAD, and follow‑up will be necessary to collect the Application Fee if required.
This is expected. As long as they click Submit, the application is transmitted to PropertyBoss.
Your Responsibilities at This Stage
- Open Web Activity (red exclamation icon).
- Locate the incoming item labeled Prospect.
- Execute the Web Activity item.
Executing the item creates a Prospect record in PropertyBoss and automatically fills in all application information.
Printable Application
The prospect’s printable application PDF is stored in: PB Online → Application Vault
If the Prospect Did NOT Pay the Application Fee
If your company requires an application fee: Do NOT resend the application link.
You already have the application.
Instead, send the prospect their direct payment link. Ask them to submit the application fee directly into their Prospect Register.
After they pay:
- The fee posts to their Prospect Ledger.
- You may continue processing or screening their application.
The Prospect Portal (Becomes Resident Portal After Move‑In)
Once the Web Activity item is executed and the Prospect record is created, you can provide the prospect with the Resident Portal link, which functions as their Prospect Portal.
In the Prospect Portal, they can:
- Upload required documents
- Make payments (including application fees)
- View their account balance
- Communicate with your office
Portal Transition at Move‑In
If the Prospect is moved in through the Prospects workflow, then:
- Their Prospect Portal automatically becomes their Resident Portal.
- No additional activation steps are required.
Where to Find Key Information
- New Submissions: Web Activity → red exclamation
- Prospect Record: Leasing → Prospects
- Printable Application: PB Online → Application Vault
- Payments: Prospect Register / Prospect Portal
Success Checklist
- Application appears in Web Activity
- Web Activity item executed
- Prospect record created with application details
- Printable application stored in PB Online Application Vault
- Application fee collected (if required)
- Prospect Portal provided for uploads and payments
Common Mistakes to Avoid
- Resending the application link — unnecessary if the prospect already submitted
- Waiting for payment before checking Web Activity
- Forgetting to execute Web Activity (record will not be created)
- Not sending the direct payment link when fees are required
- Not enabling the Prospect Portal for documents and payments