Tenant onboarding · Standard plan and above
Tenant onboarding software that keeps passports out of your inbox
Onboard new tenants from one secure link. Applicants upload ID, references and proof of income from their phone; you review each document, approve the right person straight into a tenant record — and everyone else’s data is deleted automatically, not left in an inbox.
One link
No account, app or password for the applicant
6-digit
Email code before anything opens
3 templates
Standard tenancy, student and HAP
GDPR
Compliant by design: applicant data deleted, not archived
The problem
Tenant onboarding still runs on email attachments. It shouldn’t.
Without TenantSync
Passports, payslips and bank statements arrive as email attachments and stay in a shared inbox for years.
Each applicant takes three follow-up emails to send the one document they forgot.
Bank statements get requested from everyone who enquires, before anyone has seen the property.
Unsuccessful applicants’ documents are never deleted, because deleting them is nobody’s job.
The successful applicant’s details get retyped into a tenant record, typos included.
With TenantSync
Applicants upload to one secure page. Files are stored encrypted against the application, not forwarded around a shared inbox.
The checklist shows exactly what is required, with your instructions on each item, and reminders go out automatically before the link lapses.
Sensitive documents are flagged as you build the checklist, and a link cannot be sent until you confirm the applicant has viewed the property or arranged a viewing.
Rejecting an applicant erases everything about them. Unfinished and undecided applications delete themselves on a fixed schedule, whether or not anyone remembers.
Approve, and their details become the tenant record, with the application documents attached to it.
How it works
How tenant onboarding works
One link, two sides of the same application: at every step, what you do — and what your applicant sees at the same moment.
Request
YouPick a checklist
Start from a template or build your own, add a personal message, confirm the viewing, and send.
Your applicantGets one email
A personal link valid for 7, 14 or 30 days. No account to create, no app to download.
Verify
YouSee who has started
Your list shows each application’s progress, and warns you when a link is about to expire.
Your applicantConfirms a code
A six-digit code sent to their email unlocks the page, so a forwarded link opens nothing.
Upload
YouReminders go out for you
A nudge if they have not started after three days, and another before the link expires.
Your applicantUploads from their phone
Take a photo or drag in a file. Progress saves as they go, and each item says what it needs.
Review
YouAccept or send back
One document at a time, preview beside decision, with one-tap reasons and keyboard shortcuts.
Your applicantFixes only what was sent back
Your reason appears next to the document, with a fresh link to put it right.
Decide
YouApprove or reject
Approve and they become a tenant, documents attached. Reject and everything about them is erased.
Your applicantStays in control
They can withdraw at any time, which deletes their data. If you notify them, the notice is neutral.
What you get
Tenant onboarding, from application to tenancy
Everything between “I’d like to apply” and a new tenant: a checklist you control, a page your applicant can finish on their phone, and a review screen built for deciding quickly and fairly.
Checklists that fit the letting
Start from a built-in template or build your own. Mark each document required or optional, rewrite its instructions, set how many files it takes, and add your own questions. Save any checklist as a template for next time.
Standard tenancy: ID, address, employment and a landlord reference
Student: ID, proof of study and guarantor documents
HAP / housing support: ID, HAP approval and a landlord reference
Ask for the minimum, by design
Payslips, bank statements and guarantor documents are flagged as sensitive, with a prompt to request them only once the applicant has viewed the property. A PPS number is not on the list at all, and applicants are told they can cover it, and any unrelated transactions, before uploading.
A link that is useless if forwarded
The applicant confirms a six-digit code sent to their email before anything is shown. Five wrong codes lock the link for fifteen minutes, and the secret in the link never reaches a server log.
Uploads cleaned before you open them
Only PDF, JPG and PNG are accepted, and the type is read from the file itself rather than its name. PDFs carrying scripts, embedded files or a password are refused, and photos are re-encoded, which strips location data while keeping them the right way up.
Review one document at a time
Preview and decision sit side by side. Accept, or send a document back with a one-tap reason the applicant sees next to it. Keyboard shortcuts — arrows to move, A to accept, R to send back — keep a long application quick.
Tabs for Needs review, In progress, Changes requested, Approved and Expired
A warning on any link about to expire
A full activity timeline on every application
Approve straight into a tenant
Approving creates the tenant record with the application documents attached, and can hand straight off to the tenant portal invite. Starting from an enquiry already in TenantSync? The applicant and property come across for you.
Where the data goes
Every application ends somewhere. So does its data.
Five ways an application can finish, and exactly when the applicant’s information is erased in each. Only the person who becomes your tenant is kept.
- Approved
Kept
Becomes your tenant
Their details become the tenant record, with the application documents attached. Delete the tenant later and the documents go with it.
- Rejected
Immediately
Erased when you decide
Files, answers, profile and any linked enquiry are erased. You confirm exactly what will go before it does.
- Withdrawn
Immediately
Erased at their request
The applicant withdraws from their own page. Their data is erased and you are told.
- Expired
30 days
After an unfinished link lapses
You are told when the link expires. If nobody picks it back up, the application is erased 30 days later.
- No decision
90 days
After it was submitted
A submitted application nobody decides on gets a reminder to you at 60 days and is erased at 90.
Proof, without the personal data
Every erasure writes one log entry that records that it happened and why, with nothing about the applicant in it — so you can show the deletion without keeping what was deleted.
Erasure is never behind a paywall
Move to a plan without applicant onboarding and you can still review, decide on and delete every application already in progress. Only starting new ones stops.
By problem
What happens after you approve
Each page covers what TenantSync automates, what it leaves with you, and how to get started.
GDPR compliant by design
Tenant onboarding built around data protection
You decide; TenantSync processes
You are the controller of your applicants’ information and TenantSync is the processor acting on your instructions. The privacy notice your applicant reads says exactly that, names you, and sets out the purpose, the lawful basis, how long data is kept, their rights and how to complain to the Data Protection Commission.
Fair treatment is confirmed, not assumed
Before a link goes out you confirm the applicant has viewed the property or arranged a viewing, and that you apply the same criteria to every applicant without regard to any ground protected by the Equal Status Acts.
No automated vetting
TenantSync does not score applicants, contact referees or judge whether a document is genuine. It puts every document in front of you in one place; the review and the decision are yours.
Deletion is the default, not a chore
GDPR says personal data should be kept no longer than needed and limited to what is necessary. Here that is enforced by the software: unsuccessful applicants are erased, unfinished and undecided applications delete themselves on a fixed schedule, and PPS numbers are never requested.
Free tools
Free tenancy tools, no login
The paperwork either side of a new tenancy, free to try first.
FAQ
Tenant onboarding questions
What agents and landlords ask before they stop taking documents by email.
What is tenant onboarding software?
Tenant onboarding software takes a prospective tenant from application to tenancy in one place instead of an email thread. In TenantSync you send the applicant one secure link, they upload their documents and details from any device, you accept or send back each document, and then you approve — which creates the tenant record and can invite them to the tenant portal — or reject, which permanently erases everything about the applicant.
What does the tenant onboarding process look like?
Five steps. Request: pick a checklist and send the link. Verify: the applicant confirms a code sent to their email. Upload: they add their documents from their phone, with reminders if they stall. Review: you accept or send back each document. Decide: approve them into a tenant record, or reject and their data is erased.
Does the applicant need an account or an app?
No. They get an email with a personal link, confirm a six-digit code sent to the same address, and complete everything in the browser. The page is built for phones: they can take a photo of a document directly, their progress saves as they go, and they can come back to it until the link expires.
What documents should I ask a new tenant for in Ireland?
Ask for the minimum you need to assess the application. The usual set is photo ID, proof of current address, an employment letter and a previous landlord reference; payslips and bank statements are more sensitive and are best requested only once the applicant has viewed the property. Students often provide proof of study and guarantor documents, and HAP tenants their HAP approval. A PPS number is not needed to assess an application.
Which documents can I ask for?
Photo ID, proof of current address, recent payslips, an employment letter or contract, bank statements, a previous landlord reference, a student ID or acceptance letter, HAP or housing support approval, and guarantor documents — plus any custom document you name. You can also ask for the applicant’s basic details and up to ten questions of your own.
Why can’t I ask for a PPS number?
A PPS number is not needed to assess an application, so proof of it is deliberately not a document type. Applicants are told they can cover their PPS number if it appears on a payslip.
How long is the applicant’s link valid?
You choose 7, 14 or 30 days when you send it; 14 is the default. The applicant gets a reminder if they have not started after three days, and another shortly before the link expires. Each reminder carries a fresh link and retires the old one.
What happens to the data of applicants I do not choose?
Rejecting an applicant erases their files, answers, profile and any linked enquiry immediately. You can send them a neutral notice first, with no reasons given. Applications whose link expired unfinished are erased 30 days after expiry, and submitted applications with no decision are erased after 90 days, with a reminder to you at 60. An applicant can also withdraw at any time, which erases their data straight away.
Is TenantSync tenant onboarding GDPR compliant?
Yes — it is GDPR compliant by design. Applicant data is deleted rather than archived: immediately when you reject an applicant or they withdraw, 30 days after an unfinished link expires, and 90 days after submission if no decision is made. Sensitive documents are flagged, PPS numbers are not requested, and the applicant reads a privacy notice naming you as the controller before they submit. Each deletion leaves a log entry with no personal data in it, so you can show it happened.
Does TenantSync vet applicants for me?
No. TenantSync does not contact referees, judge whether an ID document is genuine or score applicants. It collects the documents, cleans the uploads and puts them in front of you; you review them and decide. On Standard and above you can also add an optional bank-verified affordability check, where the applicant connects their bank once, read-only, instead of sending payslips or statements.
Which plans include tenant onboarding?
Standard (€99 a month) and above: Standard, Growth, Premium and custom plans. It is not included on Starter or in the 14-day free trial. If you later move to a plan without it, applications already in progress can still be reviewed, decided and deleted — only starting new ones stops.
Where do I find tenant onboarding in TenantSync?
Under Applicants in the main navigation, where the feature is called applicant onboarding. Once you approve an applicant they become a tenant, and from there you can invite them to the tenant portal.
Can I start from an enquiry?
Yes. From an enquiry already in TenantSync, Start onboarding opens the checklist with the applicant and property filled in.
Standard plan and above
Onboard your next tenant with a link, not an inbox
See the whole flow in a 30-minute demo: the checklist you send, the page your applicant fills in on their phone, and the review screen where you decide.