Rentifi
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Agent learning centre

Manage leads, listings, applicants, and packages

Learn the sequence from consented lead capture to matching, application review, recommendations, and controlled delivery.

Open agent workspaceReviewed October 16, 2026
1

Capture and qualify a lead

Keep consent, needs, follow-ups, and matching in one record.

Before you start

  • Name and valid contact information
  • Permission to contact
  • Optional campaign or referral source

Step 1 of 3

Add, invite, or import

Use the capture method matching how the renter reached you.

  1. 1Add one renter, share your capture link, or review a CSV import.
  2. 2Record source and permission to contact.
  3. 3Send the questionnaire invitation.
  4. 4Do not re-add an opted-out or Do not contact person.

You are finished when

A consent-aware lead appears in the board and timeline.

Step 1

Add, invite, or import

Use the capture method matching how the renter reached you.

Open leads →

Step 2 of 3

Collect renter needs

The private questionnaire lets renters provide their own requirements.

  1. 1Send the renter their unique link.
  2. 2They enter location, timing, budget, and household needs.
  3. 3They submit and see completion.
  4. 4Confirm the lead leaves Awaiting answers.

You are finished when

Renter-provided requirements are ready for matching.

Step 2

Collect renter needs

The private questionnaire lets renters provide their own requirements.

Open questionnaire →

Step 3 of 3

Match and follow up

Match labels explain fit and trade-offs; they do not predict approval.

  1. 1Read the fit label and named trade-offs.
  2. 2Check location, budget, and timing before contact.
  3. 3Send a relevant listing, tour, or apply link.
  4. 4Add a note and follow-up date.

You are finished when

The action and next follow-up appear in the timeline.

Step 3

Match and follow up

Match labels explain fit and trade-offs; they do not predict approval.

Review matches →
2

Send the rental application form

Ask a renter or lead to complete the standard Ontario application (OREA Form 410) and sign it in Rentifi.

Before you start

  • An application at a landlord you represent, or a lead who has answered the questionnaire
  • For a lead: they have not opted out and are not archived
  • Optional: the listing the form is for

Step 1 of 3

Ask the renter on an application

The Rental application form card emails the renter a form pre-filled from their profile.

  1. 1Open the application and find Rental application form.
  2. 2Add an optional message.
  3. 3Choose Send the form.
  4. 4Confirm the card shows Waiting for the renter.

You are finished when

The renter is emailed and sees the request on their dashboard.

Important

Only the agent assigned to the landlord sees the card, and a withdrawn application cannot be asked.

Step 1

Ask the renter on an application

The Rental application form card emails the renter a form pre-filled from their profile.

Open application →

Step 2 of 3

Send it to a lead

A lead who has answered can complete the form from a private link, with no account.

  1. 1Open the lead’s card and find Rental application form.
  2. 2Add an optional message and, if useful, choose the listing.
  3. 3Confirm the email address and send.
  4. 4Use Withdraw if the link should stop working.

You are finished when

The lead is emailed a link that works for 30 days, and the timeline records it.

Important

A lead who opted out, was archived, or has not answered cannot be sent the form. It counts toward the daily lead-email limit.

Step 2

Send it to a lead

A lead who has answered can complete the form from a private link, with no account.

Open leads →

Step 3 of 3

Open the signed form

The finished copy is the real form filled in and signed by typing a name.

  1. 1Open the application, or the lead’s card, once it shows Completed.
  2. 2Choose View or Download.
  3. 3Know that a renter with an application can see each time you open it.
  4. 4Send it on yourself if the landlord needs it.

You are finished when

You hold the signed form. Rentifi does not share it with the landlord.

Important

It cannot yet be attached to an applicant package.

Step 3

Open the signed form

The finished copy is the real form filled in and signed by typing a name.

View signed form →
3

Manage a landlord listing

Confirm relationship and authority before changing landlord-owned data.

Before you start

  • Accepted connection or designation
  • Property facts from the landlord
  • Required delegated authority

Step 1 of 3

Establish the relationship

Invitation or designation determines which files appear.

  1. 1Accept the landlord invitation or check Brokerage designation.
  2. 2Confirm the landlord is active, not pending.
  3. 3Treat an off-platform package contact as delivery only, not file access.

You are finished when

The relationship shows its actual state.

Step 1

Establish the relationship

Invitation or designation determines which files appear.

View landlords →

Step 2 of 3

Check authority

File visibility does not automatically grant authority to act.

  1. 1Open the landlord record.
  2. 2Read grants for edits, decisions, issuance, and signing.
  3. 3Ask the landlord for a missing grant rather than working around controls.

You are finished when

You know which actions are allowed.

Step 2

Check authority

File visibility does not automatically grant authority to act.

Check authority →

Step 3 of 3

Maintain the listing

Work only within the displayed scope.

  1. 1Filter to the intended landlord.
  2. 2Add or edit only when the action is available.
  3. 3Review rent, availability, photos, and status.
  4. 4Save and confirm the property display.

You are finished when

The landlord portfolio reflects the authorized change.

Step 3

Maintain the listing

Work only within the displayed scope.

Manage properties →
4

Review and recommend

Separate factual review, recommendation, and delegated decision authority.

Before you start

  • A visible application
  • The landlord’s criteria
  • An active grant if acting

Step 1 of 3

Open the correct file

Organize by landlord, property, and status.

  1. 1Filter to the intended property.
  2. 2Open the full application.
  3. 3Use Compare for factual side-by-side review.

You are finished when

You are reviewing the correct submission.

Step 1

Open the correct file

Organize by landlord, property, and status.

View applications →

Step 2 of 3

Evaluate evidence

Read source and status labels before drawing conclusions.

  1. 1Review identity, income, history, references, household, credit, and documents.
  2. 2Open audit badges for method and date.
  3. 3Distinguish self-reported, pending, and confirmed facts.
  4. 4Use Messages for missing information.

You are finished when

The review is grounded in evidence Rentifi holds.

Step 2

Evaluate evidence

Read source and status labels before drawing conclusions.

Review application →

Step 3 of 3

Recommend or act

The file shows whether you can recommend or act for the landlord.

  1. 1Write an evidence-based recommendation.
  2. 2Confirm an active grant before deciding.
  3. 3Confirm lease authority before issuance.
  4. 4Check the activity history after saving.

You are finished when

The recommendation or authorized action records the correct actor.

Important

Never present a recommendation as a landlord decision without an active grant.

Step 3

Recommend or act

The file shows whether you can recommend or act for the landlord.

Record next step →
5

Send an applicant package

Share a controlled selection of renter information.

Before you start

  • An accessible renter/application
  • Renter-shared documents
  • The correct recipient

Step 1 of 3

Choose package contents

Select only the profile sections needed for review.

  1. 1Start a package and choose the renter.
  2. 2Select relevant profile sections.
  3. 3Check the live preview as content changes.

You are finished when

The preview matches what the landlord will receive.

Step 1

Choose package contents

Select only the profile sections needed for review.

Create package →

Step 2 of 3

Attach permitted documents

Only renter-shared files are eligible.

  1. 1Open shared documents.
  2. 2Review view and download restrictions.
  3. 3Select required files only.
  4. 4Recheck the preview and document list.

You are finished when

The package contains authorized attachments.

Step 2

Attach permitted documents

Only renter-shared files are eligible.

Choose documents →

Step 3 of 3

Deliver and monitor

Use an appropriate expiry and channel.

  1. 1Choose link or email and verify the recipient.
  2. 2Set expiry and download permission.
  3. 3Send and confirm status.
  4. 4Review opens and revoke when finished.

You are finished when

Delivery and activity appear in the package timeline.

Step 3

Deliver and monitor

Use an appropriate expiry and channel.

Track packages →

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