Agent setup guide
Tenant Application Organizer
Organizes each rental application against your written criteria for your decision.
What it does
Organizes each rental application against your written criteria for your decision.
- Receives each completed rental application from your form through a webhook.
- AI checks it against your written rental criteria: each criterion met, not met or unverified with the evidence, the income-to-rent ratio, documents received and missing, and factual inconsistencies.
- Lists the checks you still need to run (credit, background, landlord and employment verification).
- Never uses protected characteristics; any that appear in the application are left out and noted as ignored.
- The property manager reviews the file and decides. Once they approve, the applicant gets a neutral next-steps email (missing documents, or complete and under review) and the application is logged in your Google Sheets tracker.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, connected in Settings → Integrations.
- Written rental criteria and an application form that can send applications to a webhook URL.
What it doesn't do
- It isn't a tenant-screening or consumer-reporting service: it doesn't run credit, background, eviction or identity checks.
- It doesn't read uploaded documents (pay stubs, bank statements); it works from the application data and the list of documents received.
- It never approves, denies or scores applicants and doesn't draft decision or adverse-action letters; the property manager decides.
- It isn't legal advice on fair-housing or screening law.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Google Sheets.
- A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
- About 20 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Google Sheets
Connect the Google account that owns your application tracker (Settings → Integrations → Google Sheets).
3. Paste your written rental criteria
Open “Organize the application against your criteria” and replace the placeholder with your criteria and company name. Use the same written criteria for every applicant.
| Setting | What to enter | In step |
|---|---|---|
| Your written rental criteria | Replace the placeholder with your company name and the same written criteria you give every applicant: income requirement, how income and vouchers are counted, required documents, rental history and references, pets, occupancy, and the protected classes in your state or city. It starts as “[PASTE YOUR WRITTEN RENTAL CRITERIA HERE]” until you replace it. | “Organize the application against your criteria” |
4. Add your leasing inbox
Open “Email the applicant next steps” and enter the address applicants should reply to.
| Setting | What to enter | In step |
|---|---|---|
| Your leasing inbox | Applicants' replies come back to this address (Reply-to). | “Email the applicant next steps” |
5. Pick your application tracker
Open “Log the application in your tracker”, pick your Google account, paste the spreadsheet link and pick the tab.
| Setting | What to enter | In step |
|---|---|---|
| Google account | The Google account that can edit your application tracker. Pick your connected Google Sheets account. | “Log the application in your tracker” |
| Application tracker sheet | Link to the spreadsheet applications are logged in. Columns: date, applicant, email, property/unit, move-in, file status, income-to-rent, missing documents, summary. | “Log the application in your tracker” |
| Tracker tab | The tab inside the spreadsheet, e.g. Applications. | “Log the application in your tracker” |
6. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
7. Switch the trigger on
Open the trigger, switch the webhook on and send your rental application form to its URL. Assign the review step to your property manager.
How it works
The agent is a normal workflow with 6 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- New rental application — Starts when your form or app sends data to the agent's webhook URL. Your rental application form posts each completed application (and the list of documents uploaded) to the workflow's webhook URL.
- Organize the application against your criteria — AI step (runs on your AI provider key). AI checks the application against your written rental criteria, lists what's met, not met or still unverified, which documents are missing and what to verify, and drafts a neutral next-steps message.
- Property manager reviews the file — A person approves or rejects it in Reviews (the run waits). The property manager reads the organized file in Reviews and approves sending the neutral next-steps message and logging the application. The rental decision stays with them.
- Email the applicant next steps — Sends an email from your workspace's sender. Branch: Approved. Sends the neutral message (documents still needed, or application complete and under review), with replies going to your leasing inbox.
- Log the application in your tracker — Google Sheets: Add a row. Branch: Approved. Adds a row to your Google Sheets application tracker: date, applicant, property, file status, missing documents and summary.
- Logged — Kept in the run history. The run history keeps the organized file and the message sent.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.
Sample data fields
applicant_name, email, phone, property, unit, monthly_rent, desired_move_in, employer, position, stated_monthly_income, current_address_since, prior_landlord, occupants, pets, documents_uploaded (a list), comments.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger, switch the webhook on and send your rental application form to its URL. Assign the review step to your property manager.
- The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Does it run credit or background checks?
No. It lists them as tasks for you to run through your screening provider with the applicant's consent.
Does it approve or deny applicants?
No. It organizes the file against your criteria; the property manager decides. It never drafts decision or adverse-action letters.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .