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in this tutorial you'll learn how to create a new Prospect in one site you'll also learn how to apply that Prospect for an apartment and how to run the applicant's background screening report when you are contacted by a prospect whether it's by phone or a walk-in visit you should open up a guest card by clicking the New Prospect button in the upper leftand corner while getting to know about the Prospect and their needs the guest card will help you lead the discussion by touching on important items fill out the guest card as you are building a rapport with the Prospect and pay careful attention to all fields that are marked red these fields must be completed in order to save the guest card after naming your prospect one site will tell you if that name appears as a duplicate in the system this is helpful in determining whether or not the prospect has contacted the property before as you complete the necessary field do your best to remain conversational with the prospect rather than interrogating them for information you want your first impression to be an inviting one and don't forget about these last two red items you won't be able to save the guest card until they're completed be sure to use the notes section for any special comments you have regarding the prospect now that you've completed the guest card click save to add the prospect into one site at the bottom of the prospects file you can see four tabs the follow-up tab shows you any scheduled follow-ups that need to be completed for this Prospect you can add to this list by clicking schedule followup and selecting the date and method to follow up with this Prospect again in the activity tab you can see any follow-up activities that have been logged for this Prospect since he only has logged a phone call he cannot yet apply for an apartment there must be a visit logged into one s site first to record the necessary visit simply click record activity and complete the form that appears This Record activity button is used to record any unscheduled follow-ups such as another phone call from the same Prospect or a walk-in tour from a prospect that is already in one site for a scheduled activity just go back to the follow-up Tab and click complete next to the activity you've done the same form will pop up so just complete that form and the followup will be recorded moving on to the units shown tab we'll click the show unit button to record exactly which unit our Prospect saw and what they thought of it now on to the quotes tab where we can print out the units pricing and details for our Prospect by clicking check availability we'll be able to see the information on all available units and find the ones that our Prospect saw you can use the search criteria to to narrow down your results but I see my prospect's unit right here clicking quote will open up the lease terms on that particular unit including the price lease term and move in date while on this screen you can also use the showed unit checkbox as a shortcut to record that this unit was shown clicking finish will open a printable version of the quote for you to give to the prospect it is often helpful to write important information on here like deposit ounts additional fees concessions Etc now that we have a better understanding of how to use these four tabs we can apply the prospect for an apartment once you've received the prospect's completed rental application hold deposit and application fee you can apply them for an apartment by clicking the apply Now button on the left sidebar of the prospect's file here all you need to do is enter in the information from the prospect's rental application be sure to fill out as much information as possible never guess it information but don't skip an item just because it's not a red field clicking next will bring you to the rental history section click the Main Street button to enter the prospect's current or previous address if you don't know the exact movement date at this address just go off of the rental application's how long field next we're on to the employment section here it's really only necessary that you complete the red Fields with the prospects information just note that the estimated annual income cannot be zero even if the prospect is a full-time student or otherwise unemployed if that's the case just use either one penny or $1 to complete the field in the emergency and vehicles and pets sections we'll just go through filling in as much information as we can the select unit section is where you'll choose which apartment to hold for your applicant this page will populate a list of any quotes that you have already created for your applicant as well as giving you the option to create a new quote to use here you can use the exact same steps as we did when we created a quote earlier in this video make sure that the unit will be ready for the movein date the applicant is looking for if the unit would need to be held vacant for more than 20 days you'll need your property manager's approval to hold it if it would be held vacant for more than 30 days your regional manager must approve since this unit will be made ready by the 18th we'll only be holding it vacant for 13 days for a move in date of the 1 so we can go ahead and choose this unit without seeking further approval you can print this out if your applicant doesn't already have a copy otherwise just close out of these windows now that we have a quote to choose from we'll select this unit and click next here you're creating a resident portal account for the applicant just click suggest and then click next some sites may have additional options to add here but like most sites this one does not just click next here our application fee should populate automatically for the purposes of this tutorial we'll set it to $0 the handling of the security deposit field varies from site to site so ask either your property manager or senior leasing consultant how to handle it some sites leave this number at zero While others enter the actual deposit amount some sites may even have an additional field for their last month's rent deposit so be sure to look for advice on this field from your manager or senior leasing consultant now select your reason for leasing your property's late method make sure the correct leasing agent gets credit for the lease and click next finally we have our summary page if you decide to print or email this summary for your applicant make sure you check it for errors for example if your site enters zero for the security deposit be sure to not on the summary what the deposit actually is if there are any other nuances that may confuse the applicant make sure they are clearly addressed after clicking finish will be brought to our applicant's new account where we'll close out of this initial popup in order to provide the best customer experience we want to run the background check as soon as possible so we can give the prospect an approval or decline answer clicking the screen now button in the left sidebar will open the screen resident popup remember that all applicants age 18 and over must be screened at the same time do not click screen now until all applicants have been entered into one site here you'll click the check box next to all of the applicants so they'll all be screened together together since we only have one applicant we'll check him off if you see safe rent login Fields you'll need to use your safe rent username and password in order to complete the screening if you do not see these login Fields just click screen after entering your safe front login and clicking screen you're brought to Safe front's screening page where you'll see that much of your applicants information is already populated all that you'll need to do from here is Select whether or not screening is for affordable housing enter the applicant's rent at their current address and click submit if you don't know the applicant's current rent just enter in $1 once your submission is processed you'll see a page showing the status of your screenings this page will automatically refresh itself as the screenings are completed you can see here that the status automatically updated from in progress to complete from here you can see that the applicant was conditionally accepted based on the credit screening and accepted based on the criminal screening clicking view will give us a more detailed look at the report here we can see a little more information regarding the applicant scores we can see even more in depth if we click view reports here you'll find all of the information that makes up the credit and criminal screening results these reports must be printed and kept in the applicants file clicking view letters will open up the letter of acceptance or decline for your applicant an acceptance letter is not always necessary to print but all declines must be printed and either mailed or handed to the declined applicant once we've got the necessary printed reports we can close out of the safe run window back in the applicant's onsite account clicking the refresh button will automatically update the applicant's screening results if the applicant was approved then you're all done if the applicant had been declined by the screening we would immediately click the deny application button to put the unit back on the market just choose your reason and click save if an applicant decides to cancel for any reason we'll click cancel application and follow the same steps as we would for a decline fill out the mandatory Fields make a note of the activity and click save if you have any further questions about prospects or applicants in one site your property manager or senior leasing consultant should be able to help you