Undo an application decision when someone backs out

You approved someone, you have not turned them into a tenant yet, and they tell you they are taking another place. Or you rejected someone and realised it was the wrong call. Either way you can undo the decision.

Undo a decision

1. Go to Applications and find the person. An approved applicant is in the main list. A rejected one is under Closed applications.
2. Choose Reverse decision.
3. Pick what should happen: - Close it, they are not proceeding. The application is marked withdrawn and moves to Closed applications. Use this when the applicant is gone. - Reopen it, the decision was wrong. The application goes back to waiting for a decision, so you can approve, waitlist, or reject it again. Use this when you made the wrong call, or acted too early.
4. Add a reason and a note if you want. Both are optional and both are saved.
5. Confirm.

The applicant is emailed either way, because they were already told what you decided the first time.

A rejected application can only be reopened, not withdrawn. Someone you never offered the unit to has nothing to turn down.

Nothing is deleted

Reversing does not erase the original decision. The application keeps a Decision history on its detail page showing every step, who made it, and when. That is deliberate. A decision about a person is a record worth keeping, and applications cannot be deleted for the same reason.

If the application had a holding deposit attached, reversing releases it. The amount stays visible in the decision history.

When you cannot reverse

You cannot reverse a decision once the application has already produced something:

• You converted the applicant to a tenant. Deal with the tenant record first. You can archive or delete a tenant from the Tenants list.
• You created a lease from the application. End or delete the lease first.

In both cases the application detail page tells you which one is blocking it. Undoing an approval underneath a live tenant or lease would leave those records pointing at nothing, which is why it is refused rather than allowed with a warning.

Finding closed applications

Rejected and withdrawn applications live in the Closed applications section at the bottom of the Applications page. It stays folded up so the people who need your attention are not buried.

Open it and you can:

• Search by name or email.
• Filter by rejected or withdrawn.
• Set an applied from and to date range.
• Sort by newest, oldest, or name.
• Page through with Newer and Older.

Why withdrawing matters more than it looks

When an application is closed, the clock starts on deleting the applicant's supporting documents. Their ID, proof of income, and references are removed automatically once the retention window passes.

An approval that just sits there is never closed, so those documents are kept indefinitely. If someone is not moving forward, withdrawing the application is the tidy thing to do and the right thing to do with their personal information.

This is tooling, not legal advice.