Applicant Screening Workflow Explained (SmartMove + RentalNoodle)

How optional tenant screening works with RentalNoodle and TransUnion SmartMove: consent, applicant-paid provider fees, status tracking, and FCRA adverse action — without RentalNoodle retrieving credit reports.

By RentalNoodle Editorial Team · Updated 2026-09-13 · Published 2026-09-13

RentalNoodle’s screening workflow is an optional link-out to TransUnion SmartMove: you request screening, the applicant consents and typically pays the provider, completes the check on SmartMove, and you track consent/status in RentalNoodle. RentalNoodle does not retrieve or interpret credit reports.

Tenant screening, FCRA adverse action, and local screening ordinances vary by state and local jurisdiction. This guide is educational — not legal advice. Confirm requirements with local counsel or your housing authority before relying on any deadline, notice form, or deposit rule.

Roles in the workflow

Prerequisites

Setting up the SmartMove link-out

Screening starts in your property settings: save the TransUnion SmartMove property link so applicants land on the correct unit when they continue after consent. Double-check the link before each vacancy — a stale link from a prior listing sends applicants to the wrong address and wastes everyone's time. RentalNoodle does not run the credit pull; it routes the applicant to SmartMove after consent and mirrors status back so you know where the process stands.

1. Open property settings and confirm the SmartMove URL matches this vacancy.
2. Publish rental criteria that mention optional screening and who pays the provider.
3. When you request screening, the applicant sees consent language before any report runs.
4. After consent, the applicant opens SmartMove in a new session to pay (when required) and complete identity steps.
5. You monitor consent/status in RentalNoodle; you open the finished report on SmartMove.

Status progression you might see: requested → consent pending → applicant on SmartMove → complete. "Complete" means go read the provider report — not "RentalNoodle approved them."

Step-by-step workflow

1. Applicant submits a rental application on RentalNoodle.
2. You review against basic criteria (income docs, occupancy, etc.).
3. If appropriate, you request screening from the application.
4. Applicant reviews consent language and authorizes.
5. Applicant continues to TransUnion SmartMove and pays the provider fee when required.
6. Applicant completes identity and SmartMove steps.
7. RentalNoodle updates consent/status so you know progress.
8. You open/view the report on SmartMove (provider), not as a stored credit file inside RentalNoodle.
9. You decide using written criteria; send adverse action when FCRA requires it.

Status in RentalNoodle answers “have they consented / finished?” It is not a substitute for reading the provider report where you evaluate credit or background products.

Who pays

Typically the applicant pays TransUnion SmartMove directly (often roughly mid-twenty to low-forty dollars depending on products and provider pricing — confirm current SmartMove pricing). RentalNoodle is not the credit bureau and is not collecting that provider fee as a credit-report sale.

Consent matters

Consumer reports require permissible purpose and proper authorization. Keep consent records with the application. Do not run screening “as a favor” for a friend on someone who did not authorize it.

First-in, first-out and equal treatment

Screening products do not replace fair process. Process applications in a consistent order when multiple people apply for the same unit. Document why you moved forward with one household and denied or withdrew others. If you skip screening for one applicant but require it for another with similar income, you create fair-housing and process risk even when the underlying criteria are lawful.

FCRA adverse action (when applicable)

If you take adverse action (denial, higher deposit where lawful, etc.) based wholly or partly on a consumer report, federal FCRA rules generally require notices that include the reporting agency’s information and the consumer’s rights to dispute and obtain a free report copy under FCRA timelines. Use compliant notice practices — templates from counsel or established industry forms — not a one-line “you were denied.” Local laws may add requirements.

Adverse action workflow (outline)

When you deny an application, require a higher deposit where lawful, or take other adverse action based wholly or partly on information in a consumer report, FCRA generally requires specific notices. Exact forms and timing depend on your program — use counsel-approved templates. At a high level:

1. Identify that the decision relied on a consumer report (credit, criminal background product, eviction search — whichever applied).
2. Provide the required adverse action notice with the consumer reporting agency name and contact information.
3. Include the FCRA summary of rights (standard disclosure language).
4. Keep proof of send date and method (certified mail, email with read receipt where allowed, portal timestamp).
5. Do not include the full credit report in the notice — direct the consumer to the provider for disputes.

This article explains process, not legal advice. Confirm FCRA and state adverse-action duties with qualified counsel for your screening program.

What to document in your file

• Date screening requested
• Consent completed timestamp/status
• Provider status complete
• Decision date and criteria-based reason
• Adverse-action notice send proof if applicable
• Do not paste full credit reports into unsecured email

Fair housing still applies

Screening products do not let you apply different standards to different protected classes. Use the same criteria, and be careful with criminal-history policies under HUD guidance and local ordinances.

When to skip screening

Screening is optional. You might skip if an application already fails objective income criteria, if the applicant withdrew, or if you filled the unit with a prior qualified applicant in process order. Do not use “we’ll screen later” as a stall that treats people differently.

Common misunderstandings

Criminal history and local screening ordinances

Many landlords use criminal background products through SmartMove or similar providers. HUD guidance and city ordinances may restrict how you consider criminal records — blanket bans are risky in many jurisdictions. Write a criteria-based policy, apply it uniformly, and keep legal review current. RentalNoodle tracks whether screening was requested and completed; it does not score or interpret criminal hits for you.

Stalled or incomplete screenings

• Applicant never paid SmartMove: status stays incomplete — follow up once, then move to the next qualified applicant if your criteria allow.
• Applicant disputes report on SmartMove: resolution happens with the provider; do not invent your own re-pull.
• You need co-applicant screening: each adult who will be on the lease typically needs their own consent and report path.
• Applicant withdraws: note withdrawal date; do not retain reports longer than your policy requires.

After approval

Move the approved applicant into lease signing and onboarding. Keep screening artifacts only as long as needed. Start the tenancy file with lease, deposit receipt, and move-in inspection — screening got you to a decision; operations keep the tenancy healthy.

Educational content for independent landlords. RentalNoodle is property management software — not a law firm, CPA firm, or government agency. Rules vary by state and locality. Confirm legal and tax questions with qualified professionals.