Screening Workflow System

[John K.]

I am in a large market where about 50% of the population rent.  When we post a rental, we can get 50+ applications in a matter of a week.  (I should note that while we originally through we were priced too low getting so many applications - we found that we just get lower quality applicants with a higher rent amount, but the same number.)  I have an account to run legit credit checks for $6 each, and use another system to have people apply online.   We base a lot of our screening criteria on excellent credit and only about 10% of applicants pass my screening criteria.

Our issue isn't getting the data or research, it's organization.  I currently use classification folders (file folder with a middle section, all colored), and each tenant is assigned a number.  I just print every bit of info I find/collect and staple it all to various tabs in the folder.  I can end up going through a few 500 sheet reams of paper trying to fill a single rental, and it's a mess of folders, post it notes hanging out of folders, etc.  

Then trying to schedule / keep track of who has seen which properties (did I mention some people try to apply for multiple properties?) is another mess.   We do open house style showings for a half hour time slot, and can get 10 different applicants all showing up at once to see a specific unit - and it's a struggle to keep track and follow up with potential applicants through the process with so many applying.  

What workflow software do people use not for collecting data, but for the management of screening?  I have tried to customize some CRM's... but I feel like the workflow just isn't correct?  I feel like the issue is you start out with multiple people (since you have to do research for people individually and not collectively).  Then combine the individual people to see if applicants with co-applicants collectively qualify.

Things like the Bigger Pockets Guide to Tenant Screening are awesome to show the workflow.  I keep hearing great things about building custom workflows in software like Podio - but wondering how others keep track of high volume applicants coming in.  

[Nick Baldo]

@Account Closed, 

A few ways actually! A native podio webform is the best. You are able to easily control the fields and the data that is entered. I therefore put a link to the "renters" webform in every ad that I publish. 

That being said, some people will still reply to the add via email. If that is the case, you have the ability to connect your email to Podio so that items that are "forwarded" to a specific podio email address will create new items. 

There is a unique email address for every app. What you do is take the specific email for the "renters" app, add it as a contact in Gmail so its easier to remember/ identify (e.g. "Podio Renters"). You then set up your email client rules such that emails meeting specific criteria are automatically forwarded to this Podio address. Field mapping can be a bit of an issue...but you can always edit after the fact. I will usually map the email content to a "notes" field in the app and then have my VA parse the info to update the appropriate fields in the app (e.g. name, phone #, etc)

Let me know if you have additional questions!