Applications
One row per applicant, newest first, with what they wrote readable in place.
This page answers "who is waiting on me". The household registry holds the same rows but is organised around households, which answers "what has this address declared". Both are right; use the one that matches the question.
Deciding
Three outcomes:
| Action | Recorded as | Use when |
|---|---|---|
| Approve | Cleared | The check came back clean, or you are satisfied |
| Deny | Failed | The check came back adverse |
| Waive | Waived | This applicant does not need a check |
A decision here is what unlocks the community for the applicant. Until you record one they see the application and nothing else. That is the whole point of the page rather than a detail hidden behind it.
Denying tells the applicant the outcome without publishing the reason. Follow up on adverse action requirements outside CivicPort: your screening vendor and your lawyer own that process, not this software.
Identity fields stay masked
Legal name, date of birth and previous address are masked here exactly as they are everywhere else. Revealing one takes a deliberate click, happens one tenant at a time, and is written to an append-only audit trail with who looked and when.
Both fields are deleted once the check is decided. The record then shows that they were held and dropped, which is deliberately different from never having been given, because the second is a gap the household still owes you.
Running the check
CivicPort does not run background checks. Configure your vendor in screening settings with its name and its applicant link, and the applicant fills the vendor's own form from an emailed link. Anything genuinely sensitive goes to the vendor directly.
Apartment communities default to sending that link automatically when a tenant is registered, because there the manager adds the tenant and nobody would notice a missing check. Other entity types send it deliberately.
Your own application questions
Beyond the fixed screening fields you can ask whatever you like: employer, emergency contact, vehicle count, pet details. Each question has an id that all existing answers are stored under, so editing a question's wording keeps its answers and changing its id orphans them.