How do I add an Applicant/Tenant?

The steps below show you how to add an Applicant record and set up matching criteria for matching to your available properties.

Every tenancy in CFPwinMan starts off as an Applicant record, they are then created as a Tenancy where the contract terms of their Tenancy are added.

If you have more than one Applicant in a Tenancy, they would be set up as Joint Applicants
For more information on How do I create a joint tenancy, click here

This article includes: 

• Add an applicant record
• Add an applicants matching criteria

Add an applicant record

1. Click Applicants on the side menu
   1. Alternatively, click Information on the main toolbar
   2. Select Applicants from the dropdown menu
2. The last added record will be displayed. If Locate an Applicant displays, click Cancel
3. Click the New icon on the toolbar to Add a new record
4. A new Applicant Information record will display
   
   1. Name - Add the full name of your applicant
   2. Salutation - Edit this to suit how you would like to address them in a letter i.e. Dear Tony or Mr Shaw
   3. Address - The address which your applicant is currently living at
   4. Enquiry Source - Select from the dropdown menu, if required
      For more information on How can I add new enquiry sources, click here
   5. Status - You may keep this as Private or select an alternative status from the dropdown menu
      For more information on How do I add a new status, click here
   6. Phone Numbers - Add all telephone numbers in the corresponding fields
   7. Email address - Add one email address. Additional email addresses can be added in the Email tab
5. Click the Preference Centre tab
   1. Select their preferred Delivery Type. If selecting Email, you will have the ability to message all tenants. Untick Print if Email is selected
      For more information on Can I set all my records to email, click here
      For more information on How can I record consent preferences for GDPR, click here
6. Click the disk icon, Save this record, on the toolbar
7. Click the Email tab
   1. The Primary Email will appear in the first Email Address column and will be ticked as primary. DocuSign will also be ticked if activated
   2. Add additional email addresses to each additional blank line
   3. Only the email in the top section of the Information record will be the Primary Email
      For more information on How do I change the default email and SMS messages, click here
8. Click the Links tab to link any documents to their record, associated with this Tenant
   For more information on Can I link a document to a record, click here
9. Click the Branch tab
   (this is only available if you have Multi-office set up on your CFPwinMan software)
   1. In MO Owner Branch, select the associated Branch for this Applicant from the dropdown menu
   2. To add more than one Branch, click Add and select the additional Branch
   3. Repeat step 2 until all branches associated with this Applicant have been added
10. Click the disk icon, Save this record, on the toolbar
11. If your tenant has a guarantor, these can be added to their Tenant Information
    For more information on How do I add a guarantor, click here

Add an applicants matching criteria

If you have an Applicant that you want to match to available properties, you need to add their Matching Criteria.

1. Follow steps 1 to 9 above
2. Click the Requirements tab in the lower section of the Information record
   1. In the Text Criteria tab, select their search requirements, such as Area, Type of Property etc. Selected items will show as blue
   2. Add a date to Exclude Properties Available Before
      1. This stops them being sent properties which are available too far in advance of their intended move date
      2. It also enables you to use the Expiry Action wizard to change their status to expired, then to delete their record when they are no longer looking, as per GDPR regulations
   3. Add a Required By Date
      1. This helps filter the available properties from this date. It also enables you to use the Expiry Action wizard to change their status to expired, then to delete their record when they are no longer looking, as per GDPR regulations
         For more information on how to Expire and delete applicants, click here
   4. In the Numeric Criteria tab, the more information you add to these fields, the more narrow the search
      1. Price range - Enter the maximum amount of rent they want to spend
      2. Bedrooms - Enter the minimum number of bedrooms
      3. Reception, Bathroom and Parking spaces - Edit if required
3. Ensure that Include in Matching is ticked for an Applicant looking for Property, but remove it for an Applicant who is no longer looking
4. Notes - Add any additional notes in the Notes boxes on the right hand side
   For more information on How can I show or hide notes on contact record, click here
   For more information on How do I edit headers and set reminders of a note box, click here
5. Click the disk icon, Save this record, on the toolbar