Tenant link – Obtain tenant self-disclosure online

Request tenant self-disclosure from interested parties

This guide describes how you as an estate agent can use the services of Mieterlink seamlessly in onOffice to request and manage tenant self-disclosures.

I. Start request in onOffice
1. Navigate to the property section in the onOffice main menu.

2. Select the property for which you would like to request a self-disclosure and click on it.
3. In the ribbon of the property, navigate to “Further actions”.
4. Click: Further actions > Tenant link > Request application.

5. A new window opens with an overview of all applicants for the selected property.
6. Now click on the “Request self-disclosure” button.

II. Configure and send request

7. Optional: Select which additional documents you would like to request from the prospects/applicants. If required, you can customize the names of the documents.

8. Then click on “Next”.
9. In the next step, you can optionally write a personal message. This is displayed to the prospect as soon as they open the invitation link.

10. In the last step, you select the dispatch method for inviting prospects/applicants:

a. Option 1: Copy link (for sharing via own channels)
b. Option 2: QR code (for insertion in brochures or notices)
c. Option 3: Invite by e-mail

11. To invite prospects directly by e-mail, enter the e-mail address(es) and click on “Send request”.

12. A confirmation will appear after successful dispatch: “Self-disclosure requested” (bottom right of the screen).

Procedure for the prospects

Fill out self-disclosure form

1. Invitation: If the prospect was invited by e-mail, they will automatically receive an invitation e-mail.
◦ The subject of the e-mail contains your company name.
◦ The email content shows the company logo as stored under Settings > Branding. (Notice: The import takes place automatically from onOffice and can be customized in the tenant link interface).

2. The prospect clicks on “Apply here”.
3. Landing page: The prospect sees a landing page with the property details, your personal message and the real estate agent’s contact information (imported from onOffice, customizable under Settings > Profile).
◦ Language selection: The prospect can switch from German to English in the left-hand menu.
◦ Data protection: The privacy policy is linked under “Apply now” (customizable under Settings > Privacy).
4. The prospect clicks on “Apply now”.

Structure of the self-disclosure form:

The form for the tenant self-disclosure includes the following structured areas:
– Personal introduction:
◦ This field is optional and not mandatory.
– Parties to the rental agreement:
◦ Any number of parties can be created.
◦ The queries vary depending on the employment status selected.
– Household details
– Previous tenancy
– Documents (only visible if documents have been requested):
◦ One or more documents can be uploaded at the same time.
◦ If more than one rental party has been created, the prospective tenant must assign whether the document belongs to the entire household or to a specific prospective tenant.

5. Conclusion: The prospect must complete all mandatory fields in order to submit the application.
6. After completing the form, the prospect clicks on “Submit application” and is then redirected to the “Applications” page.

III. Receive and check tenant self-disclosure

1. The real estate agent receives a notification that a new tenant self-disclosure has been submitted.
2. In the “Property” section, the property in question (e.g. “Wendelinstr. 7”) the receipt of a new self-disclosure. Click on the property.

3. On the following page you will see all applicants for the selected property. The overview contains: Names of the parties to the tenancy agreement, employment status, household income (total of all parties) and household size.
4. You can now make an internal assessment or click on the application to view the full self-disclosure in detail.

5. You can view the documents submitted by the interested party in the “Documents” tab.
a. Here you have the option of requesting further documents or rejecting submitted documents.
b. In the event of rejection, the applicant is automatically notified and can upload the documents again.

6. Finally, you can accept or reject the prospect. In both cases, the applicant is automatically notified directly.

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