Three days after submitting their application, the tenant calls. "Just checking in - have you received our application? What happens next? Do you need anything else from us?"
You check the system. Yes, you have it. You explain the process: you're conducting references, it usually takes 3-5 working days, you'll be in touch when you need documents.
This call happens for almost every application. Applicants submit their information and then... silence. They don't know if you received it, what stage it's at, or what's needed next. So they call. And call again.
We've given applicants their own space.
The Applicant Portal
After submitting an application through LetAdmin, applicants receive login credentials for their own portal. Here they can see their application status, upload required documents, and track progress through each stage.
What Applicants See
Dashboard
When applicants log in, they see:
- Application status - Where things currently stand
- Progress tracker - Visual representation of the journey
- Next steps - What's happening now and what they need to do
- Property details - Reminder of what they applied for
No mystery about what's happening. The status is right there.
Progress Stages
The portal shows a clear progression:
- Application Received - You've submitted, we're reviewing
- Under Review - We're checking your details
- Confirm Details - Please verify your information is correct
- Upload Documents - We need your ID, proof of address, etc.
- Referencing - References are being conducted
- Decision Made - Application approved or declined
- Holding Fee - Payment required to secure property
- Move In - Welcome to your new home
Each stage is highlighted when active, completed stages show checkmarks, and future stages are greyed out.
Document Uploads
When you need documents from an applicant, they appear as requests in the portal:
Required Documents:
- Passport or driving licence
- Proof of current address
- Right to Rent documents
- Bank statements (if self-employed)
Applicants drag and drop files, or take photos on their phone. Uploads sync immediately to your LetAdmin system.
Confirm Details
Before proceeding to referencing, applicants can review their submitted information:
- Personal details correct?
- Employment information accurate?
- Any changes since applying?
This catches errors before you pay for references on incorrect information.
How It Works for Your Agency
Automatic Invitations
When you're ready for an applicant to access the portal:
- LetAdmin sends an automated email with login link
- Applicant sets their password and logs in
- They see their current stage and any pending actions
You don't need to manually create accounts or send custom emails.
Real-Time Visibility
When applicants take action in the portal:
- Document uploaded → Appears immediately in your LetAdmin
- Details confirmed → Application status updates
- Message sent → You receive notification
You see everything they do, without waiting for emails or phone calls.
Activity Log
Every action in the portal is logged:
- When they logged in
- What documents they uploaded
- When they confirmed details
- Any messages they sent
This creates a clear timeline if questions arise later.
Real-World Example: The Application Journey
Before the portal:
Day 1: Application submitted Day 2: Applicant calls to check if received Day 3: You email requesting documents Day 4: Applicant emails asking what documents exactly Day 5: You clarify, they say they'll send tomorrow Day 6: Still waiting for documents Day 7: Chase call, they upload documents Day 8: Wrong document, need to request again Day 10: Finally have correct documents
Time spent communicating: 3+ hours
With the portal:
Day 1: Application submitted Day 1: Applicant receives portal login Day 1: Portal shows "Upload Documents" stage with list of required documents Day 2: Applicant uploads all documents (guided by the portal) Day 2: You review documents, request one correction Day 3: Applicant uploads corrected document Day 3: Proceed to referencing
Time spent communicating: 20 minutes
The portal handles the guidance. Applicants know exactly what's needed and can see when they've provided it. No back-and-forth, no confusion.
Joint Applicant Experience
For joint tenancies, each applicant gets their own portal access:
- Main applicant submits application
- Co-applicants receive their own login links
- Each person confirms their details independently
- Each person uploads their own documents
- You see consolidated progress for the whole application
No more "I'm waiting for my partner to send their documents" delays. Each person manages their own part of the application.
Reducing Support Calls
The single biggest benefit of the portal is fewer "what's happening?" calls.
Before the portal:
- Calls asking if application received
- Calls asking about status
- Calls asking what documents are needed
- Calls asking about timeline
After the portal:
- Applicants log in and see all this information themselves
For agencies processing 20+ applications per month, this could eliminate 50-100 support calls.
Professional Image
Modern tenants expect digital experiences. Bank accounts, shopping, travel - everything's online. When a letting agency offers a portal instead of email chains, it signals:
- You're professional - Modern systems, organised processes
- You respect their time - Self-service is faster than waiting for responses
- You're transparent - No black box, clear visibility into progress
This matters for attracting quality tenants who have choices about where to apply.
What This Means for Your Agency
Fewer support calls - Applicants answer their own questions through the portal.
Faster document collection - Guided uploads mean fewer incorrect submissions.
Better accuracy - Applicants verify their own details before referencing.
Audit trail - Clear log of all applicant actions and communications.
For agencies processing regular applications, the portal could save 5-10 hours per month in applicant communications.
We'd Love to Hear from You
How do you currently keep applicants informed about their application status?
How many calls do you receive from applicants asking "what's happening?"
What frustrates applicants most about your current application process?
We're building LetAdmin to make the application journey smooth for everyone - agents and applicants. Drop us a message - we'd love to hear about your experience.
LetAdmin is in active development, designed for letting agents who want to offer a modern experience without enterprise complexity. If you're tired of email chains and status calls, we should talk.