An applicant uploads a completed application form, a payslip, and a photo of a reference letter, and one card appears with the applicant name, the property, the stated income, the employer, and the reference details already read. Every application becomes comparable on the same fields instead of arriving as three different email threads.
The app embedded on this page is the ApplyTrack App, a real Taskade Genesis build and the closest starting point for an application desk. It tracks applications through stages but does not read the documents attached to them. Click "Use this app" to clone it in about ten seconds, then add the upload fields, the reading step, and the completeness checks described below.
The build is one intake surface feeding one board. An Applications Project holds one card per applicant with property, submission date, and status. A published form takes applicant name, the property applied for, and multiple File fields for the application form, proof of income, and identification documents you accept. The Convert File to Text step reads each uploaded file, which is what lets a phone photo of a payslip sit alongside a typed PDF form without special handling. An Ask Agent step returns applicant name, contact details, current address, employer, stated monthly income, tenancy history, and the number of occupants as named fields, and lists which required documents are present and which are missing. That missing-document list is the useful part: the card tells you what to chase before anyone reads a word.
The pipeline renders in whichever layout fits the moment:
- Board view to move applications through Received, Complete, Screening, and Decided
- Table view to compare income, occupants, and dates across applicants
- List view for a clean review queue
- Plus Calendar, Mind Map, Gantt, and Org Chart across the 7 project views
Automations chase the gaps. With Taskade automations, an incomplete application emails the applicant a list of exactly what is missing, a complete one notifies the letting agent in Slack, and a decided application archives itself with the documents attached. Across 100+ bidirectional integrations, forms and Gmail pull documents in while email and Slack push status out. The AI agents inside the app carry 34 built-in tools with persistent memory, so an agent can summarize a shortlist against the criteria you wrote.
Publish the required document list on the form itself, in plain words, before anyone uploads anything. Half of the chasing in lettings comes from applicants not knowing what counts as proof of income, and one sentence of guidance removes it. Keep the extraction schema identical across properties so you can compare applicants for a flat in one city against another, and keep your criteria visible to the applicant so the process reads as fair rather than opaque. When you archive a decided application, keep the documents with it. The question that arrives three months later is almost always about something in the pack.
Clone the app, invite your agents and the property owner, and the applications, the documents, and the criteria stay yours.
See the upload mechanics in File Uploads in Your App, branch the questions with Build a Form with Conditional Logic, and read the intake pattern in Build a Document Intake App. Browse live builds in the Community Gallery, explore AI agents, or start from the templates library. Pair this with Build a Contract Register From Signed Agreements for the signed tenancy, and Keep Closing Packets Complete Before the Deadline if you handle sales as well as lettings.
Frequently Asked Questions
Can one submission carry several documents?
Yes. Add a File field for each document you require, or one field the applicant can use repeatedly, and the automation reads each file in turn. The card then lists which required documents arrived and which did not.
Does it make the letting decision?
No. It reads what the documents state, checks that the pack is complete, and lays the applications out on the same fields. A person makes the decision, and should, because screening decisions carry obligations that no extraction step can carry for you.
What if an applicant sends a blurry photo of a payslip?
Unreadable values come back blank and the card is flagged as incomplete, which triggers the chase email listing exactly that document. The applicant re-sends one file rather than the whole pack.
Can applicants sign in rather than submit anonymously?
Yes. Turn on app sign-in through App Users and each upload arrives attached to a named person, which is what you want when the file is an identity document. On Business plans and above the portal can sit on your own domain.
How big can the uploaded documents be?
Photos and scans should stay under 20 MB, the ceiling for reading words off an image. Typed PDFs and Word documents are read as text and bounded by your plan upload size instead.
Where do the documents live after a decision?
Attached to the application card and in your workspace Media tab. Archived applications keep their documents with them, so a later query is answered from the record.
Can I add my own scoring criteria?
Yes. State them in the prompt, for example an income multiple or a minimum tenancy history, and the agent notes whether each stated criterion is met based on what the documents say. Keep it as a summary for a human, not an automatic rejection.
Can I run several properties through one app?
Yes. The property is a field on every application, so one intake desk covers a portfolio while each card stays attributable. Board view can be filtered per property, and Table view compares applicants across the whole portfolio when you need it.
