Creating and Managing Criteria Sets

This guide explains how to create, configure, and manage criteria sets in your Rentzap Provider account. Criteria sets are company-wide templates that define your rental screening requirements.

What are Criteria Sets?

Criteria Sets are pre-configured templates that define the screening requirements you want to apply to your rental listings. They serve as reusable standards that ensure consistent tenant screening across all your properties.

Key Benefits

• Consistency: Apply the same screening standards across multiple listings

• Efficiency: Create once, use for multiple properties

• Compliance: Automatic integration with local and federal regulatory requirements

How Criteria Sets Work

Template System

1. Create criteria sets as company-wide templates

2. Select a criteria set when creating a new listing

3. Apply the criteria to the specific listing

4. Customize listing-specific criteria without affecting the original template

Regulatory Override

Important: When creating a listing, Rentzap's system first checks applicable Regional Rules and will automatically override any conflicting criteria from your criteria set to ensure compliance with local and federal laws.

Creating a New Criteria Set

Step 1: Start Creation Process

1. From your Criteria Sets dashboard, click "Add New Criteria Set"

2. The "Add new criteria set" dialog will open

Step 2: Basic Setup

1. Name: Enter a descriptive name for your criteria set (e.g., "Standard Rental", "Luxury Properties", "Student Housing")

2. Company Default: Optionally check "Set as company default" to make this your default criteria set for new listings

3. Click "Save" to create the criteria set

Step 3: Configure Criteria Categories

After creation, you'll be taken to the Criteria Set Details page where you can configure all screening requirements.

Criteria Categories Overview

Your criteria set includes the following configurable categories:

Lease Requirements

• Latest Lease Start Date: Maximum days after available date (e.g., "21 days after available date")

• Roommates Allowed: Yes/No setting

• Maximum Number of Roommates: Limit unrelated roommates (e.g., "3")

• Maximum Number of Occupants: Total occupancy limits (e.g., "2 per bedroom")

Income Requirements

• Minimum Monthly Income: Income multiplier (e.g., "3 times monthly rent")

• Housing Vouchers Allowed: Accept Section 8 or other housing assistance

• Voucher Gross Income Multiple: Income requirement for voucher holders (e.g., "3 times rent portion not covered by voucher")

Credit Requirements

• Photo Identification Required: Require government-issued ID

• One Adult in Household Has Credit Score: At least one applicant must have established credit

• Minimum Average Credit Score: Credit score threshold (e.g., "650")

• Chapter 7 Bankruptcy Discharge Date: Time since discharge (e.g., "90 days")

• Chapter 13 Bankruptcy Order Date: Time since filing (e.g., "1 year")

Background Screening

• Time Since Felony Conviction: Lookback period (e.g., "3 years")

• Time Since Violent Crime Conviction: Specific timeframe for violent crimes (e.g., "5 years")

• Time Since Felony Sentence Completion: Post-sentence period (e.g., "2 years")

• Time Since Drug & Alcohol Conviction: Substance-related convictions (e.g., "2 years")

• Outstanding Warrants Allowed: Yes/No setting

• Pending Criminal Charges Allowed: Yes/No setting

• Registered Sex Offenders Allowed: Yes/No setting

Residential History

• Time Since Prior Evictions: Eviction lookback period (e.g., "3 years")

• Monies Owed to Landlord Allowed: Outstanding rental debts

Pet Policies

• Pets Allowed: General pet permission

• Maximum Number of Pets: Pet quantity limits (e.g., "2")

• Cats Allowed: Specific permission for cats

• Dogs Allowed: Specific permission for dogs

• Restricted Dog Breeds: Breed restrictions or "No restrictions"

• Maximum Pet Weight: Weight limits (e.g., "75 lbs")

• Minimum Pet Age: Age requirements (e.g., "0 years")

• Approval Required for Other Types of Pets: Exotic or unusual pets

Assistive Animals

• Assistive Animal Documentation Required: Require proper documentation for service/support animals

Guarantors

• Guarantors Allowed For Income: Accept guarantors if household income does not meet requirements

• Guarantors Allowed For Credit: Accept guarantors if household average credit does not meet requirements

• Minimum Guarantor Income: Income requirements (e.g., "4.5 times monthly rent")

• Minimum Guarantor Credit Score: Credit requirements (e.g., "650")

Managing Existing Criteria Sets

Editing Criteria Sets

1. Click on any criteria set name to view details

2. Click "Edit" next to any criterion you want to modify

3. Update the settings and save changes

4. Changes only affect future listings created with this criteria set

Company Default Settings

• Setting a Default: Check "Company default" when creating or editing a criteria set

• Usage: Default criteria sets are automatically selected when creating new listings

• Flexibility: You can still choose different criteria sets for specific listings

Using Criteria Sets with Listings

Listing Creation Process

1. When creating a new listing, select your desired criteria set

2. The system applies all criteria from the template

3. Regulatory rules are automatically applied and may override template settings

4. You can then customize criteria specific to that listing

Listing-Specific Customization

• Independent Changes: Modifications to listing criteria don't affect the original criteria set template

• Property-Specific Requirements: Add unique requirements for individual properties

• Regulatory Compliance: System ensures all customizations remain compliant

Public Display of Criteria

Application Link Integration

When you create a listing:

• Transparent Screening: Your exact criteria are displayed to applicants through the application link

• Clear Expectations: Applicants see all requirements before applying

• Compliance Statement: Automatic inclusion of fair housing compliance language

Applicant Experience

The public listing displays your criteria including:

• Income requirements

• Credit score minimums

• Background screening standards

• Pet policies

• Occupancy limits

• All other configured criteria and public disclosures

Removing Criteria Sets

Deletion Process

1. Navigate to the criteria set details page

2. Scroll to the bottom of the page

3. Click "Remove Criteria Set"

4. Confirm the deletion

Important Considerations

• Permanent Action: Deletion cannot be undone

• Template Independence: Existing listings retain their criteria even after template deletion