When you're working a rental in BoldTrail BackOffice, you can send a prospective tenant for screening with Rental Beast without leaving the transaction. The deal and the screening stay in one place.
This article covers both sides: a quick one-time setup so screening shows up on the right transactions, and how to send a screening and confirm it went.
How to set up Rental Beast (one-time, for admins)
Rental Beast is turning on for accounts in stages. Once it's on your account, you'll find it on the Add-Ons page under Business essentials. If you don't see it yet, it's on its way.
Go to Add-ons > Rental Beast > Configuration
Review the eligible transaction types. This list controls where the tenant-screening option appears. It starts with the two built-in rental types, Rent/Lease and Commercial Lease, already selected.
Click the toggle to either add or remove types to match how your brokerage works - including any custom transaction types you've set up.
The tenant-screening option only shows on the transaction types you select here. That keeps screening off deals where it doesn't belong, so it can't be sent by mistake. You can come back and adjust the list any time.
There's no subscription step and nothing to pay: once the types are set, you're ready to screen.
How to send a tenant for screening (any user on the transaction)
Before you start
The transaction has to be an eligible rental type.
The option only appears on the transaction types chosen in setup (see above).
If you don't see it on a transaction, that type isn't on the eligibility list yet.
The transaction needs the details Rental Beast requires. Before anything is sent, BackOffice checks that these are filled in:
the agent's name, email, and phone
the listing's street address, city, state, and postal code
the applicant's name, email, and phone
If any are missing, you'll see a message naming exactly which fields to add, and nothing is sent. Add the details on the transaction the usual way, then send again. This check is there so a screening never goes out half-complete.
Open the corresponding transaction.
Click Action > Send tenant screening.
Send the screening. Anyone on the transaction can send it — you don't need to be the transaction owner.
Once the request goes through, the transaction shows a confirmation that screening was sent, and the option locks so it can't be sent again. That's expected — it stops a duplicate screening (and a duplicate charge to your applicant) from going out by accident.
Where it's recorded
Every screening is logged in two places, so there's always a record:
on the transaction's activity log, as an entry that tenant screening was sent, and
on the applicant's (tenant contact's) activity log, as the same entry.
From there, your applicant completes the screening with Rental Beast directly, including payment. The results are handled on Rental Beast's side; they aren't shown in BackOffice.
Rental Beast tenant screening: common applicant questions
Rental Beast's screening runs through its Apply Now tool. Applicants apply and pay on Rental Beast's side, so these questions come from renters more often than from your team. Share this section with an applicant, or use it to answer on the spot. For tutorials and videos, applicants can also visit the Apply Now Help Center.
What is Apply Now by Rental Beast?
Apply Now is an online tool that lets a renter quickly apply for rental properties. The renter applies for the property directly, and their screening reports are generated through Apply Now.
How do I apply for a rental property using Apply Now?
Before applying, contact the property contact to confirm they're accepting applications. Once the property is confirmed available, click the "Apply Now" button. This opens the Rental Beast website, where the applicant fills in their details and submits the application directly to the landlord or property manager.
What screening reports are included in the application?
The screening reports include a credit report, an eviction report, and a criminal background check, where those are available.
Will the credit check impact my credit score?
No. This check, known as a "soft pull," does not impact the applicant's credit score.
Is there a fee to use Apply Now?
Yes. Each applicant pays a processing fee, which covers the credit checks, background checks, and other verification landlords typically require. The fee is shown before the application is completed and ranges from $36 to $49.
What information do I need to provide?
Depending on the property's requirements, the applicant provides basic personal information, rental history, financial information, employment details, and consent for a credit and background check.
Can I apply to multiple properties at once?
Not at once. After submitting one application through Apply Now, the applicant can reuse that same application for up to 30 days on other properties, which saves filling out a new application each time. To reuse an application, see this help article.
How secure is my personal information?
Apply Now is an FCRA-compliant tool that generates screening reports from TransUnion within minutes, 24/7. All information submitted through Apply Now is securely stored, and only the landlords or property managers of the properties the applicant applies to can access their application details.
What if I change my mind after applying?
If an applicant is no longer interested in a property after applying, they should contact the landlord or property manager as soon as possible. The application fee is non-refundable, even if the application is withdrawn.
Can I update my application after submitting it?
Once an application is submitted, it can't be edited. To make changes, the applicant starts a new application. Progress can be saved and returned to before submitting, though.
What happens if my application is denied?
If an application is denied, the landlord or property manager may provide a reason but isn't obligated to. The applicant can apply to other properties using the same Apply Now profile for up to 30 days.
Who do I contact with questions or issues about an application?
For questions or issues while using Apply Now, the Apply Now Help Center has guidance, and applicants can chat with the Rental Beast support team directly from there.