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C-8 · Application Review, Status Checklist and Approval

Draft page

Captions marked [confirm] and the "Open items" section are still being verified against the live product.

Book C — Daily User Guide · Part 2 Applicants & Intake · draft v1 (2026-08-29)

Who: loan coordinators When: throughout intake — the checklist is worked from day one; approval or denial closes the intake phase. Where: project window ▸ APPLICATION ▸ App HOME (Applicant Data: program, status, dates, contacts, project messages) and App Review (Application Review · Financial Review · HousingOS Workroom); the DATA TRACKING tab for program statistics. 📷 C08-00a/b ✅ App HOME

C08-00a-app-home-applicant-data.png · C08-00c ✅ Application Review · C08-02 ✅ Workroom · C08-04 ✅ Data Tracking

What you'll end up with

A project whose status checklist shows what has been done and who is responsible for what remains; an approval (or denial) date that moves the project status and unlocks the Approval Letter; and the applicant's uploaded documents reviewed in the Workroom.

Part A — The status checklist

  1. When the Program is chosen (▸ C-3 / C-4) HousingOS copies that program's default status list onto the project — one row per step (Pre-Application Sent … Application Approved … Bid Walk … Construction Complete … File Closed). This is the project's own copy: your administrator can change the program template later without disturbing projects already in progress (▸ B-5).
  2. Each row has a Responsible Party (pick the staff member — their initials fill in), a completed date and notes [confirm column captions]. Many rows are stamped automatically when you do the work elsewhere — entering the Approval Date, sending bid letters, emailing the Notice to Proceed — so work the tabs and let the checklist follow.
  3. The Project Status (shown in the Status box on App HOME, in the window title and on the Navigation grid, with Last Status Change beside it) advances with the checklist: e.g. entering a Final Approval Date sets Application Approved; an Application Denied Date sets Application Denied; clearing either returns it to Application In Process. You can also set it by hand from the Status drop-down on App HOME — that is logged as "Status changed manually to: …". Project Cancelled, File Closed and Reconveyance dates sit beside it. 📷 C08-01 Status checklist with responsible parties and some completed rows.

Part B — Reviewing the application

  1. App HOME → Applicant Data holds the project's identity: Program, Status, Loan Coordinator, Rehab Specialist, Pre-Application and Application Packet sent/received dates, Loan Number / Project ID (Project ID's button opens the register), the Applicant and Co-Applicant blocks with Include Name On Documents, Project Contact (Applicant / Co-Applicant tick, phones, Contact Email Address), the Project Address (Same as Residence Address), and Project Messages — the project log (▸ C-20). Delete Project (top right) is permission-gated.
  2. App Review → Application Review gathers the intake facts: Program Terms, Funding Source (Interest Rate / Term / LoanTerm fill from the terms), Household Size, Type of Household, Head of Household, Race, Ethnicity, Property Occupied By, Female Head of Household, # of Occupants Age 62 or Over, Disabled / Veteran; dates — Date File Opened, Initial Review Completed, Application Denied Date, Pre-Approval Date, Pre-Approved Amount, Final Approval Date, File Closed Date; Estimated Project Cost, HOME-ARP; and the Program Referral ticks (Water Bill, Newspaper, Website, Friend, Code Enforcement, Other) plus funding flags (Faith Based, Multi-Address, Loan Guarantee, Corona Virus Related, Section 108 Loan). Fields marked DATA TRACK feed the DATA TRACKING tab.
  3. Program Terms — picking the terms fills Interest Rate, Interest Term, Loan Term, Funding Type and forgiveness frequencies from the program setup (▸ B-5). Change it only if the applicant is moving to a different product; the loan calculator reads these.
  4. HousingOS Workroom — for portal applications: the applicant's submission as they entered it (Household, Income, Bank Accounts, Other Assets, documents) with View on each document, Request documents, Notify and status controls, and a How to work an application strip. Once imported it shows In HousingOS. What you see is the local copy in the project folder (▸ C-4 step 7). 📷 C08-02

C08-02-housingos-workroom.png

Part C — Approval or denial

  1. Final Approval Date — double-click to stamp today, or type it. HousingOS first checks the asset limit: if the household is over the program's limit the date is refused and reverts (the red OVER ASSET LIMIT banner on Financial Review tells you why — ▸ C-6). On success the status becomes Application Approved, household ages are recalculated as of this date (▸ C-5), the income determination is refreshed, and the Approval Letter button lights up.
  2. Click Approval Letter (Financial Review, under Calculate Form Data / Income Worksheet) — the letter is merged with the approval date, saved in 1 – Application, opened for preview, and logged "APPROVAL LETTER: Printed." The same button reads Denial Letter when an Application Denied Date is set instead ("DENIAL LETTER: Printed.").
  3. Application Denied Date — stamps the denial and sets the status to Application Denied. 📷 C08-03 ✅ covered by C08-00c / C06-01b.

Part D — Data tracking

  1. The DATA TRACKING tab is the one-page IDIS/statistics view — APPLICATION (Date Received, Funding Source, File Closed, Income Category), HOUSEHOLD COMPOSITION, PROPERTY PROFILE, PROJECT dates and the four IDIS ticks, FINANCIAL (Final Payment, Data Tracking Completed), CEST Review, LEAD-BASED PAINT — with the flags Disabled / Veteran / Section 108 Loan / Faith Based / Corona Virus Related across the top and the IDIS button opening the entry sheet (▸ C-22). Yellow boxes are the ones IDIS needs; most fill from the other tabs. Check it before closing the file. 📷 C08-04

C08-04-data-tracking.png

Watch-outs

  • Approval Date won't stick → over the asset limit. Resolve the assets (or the program's limit, via the administrator) first.
  • Changing the Program after approval replaces the checklist with the new program's defaults — you'll be warned (▸ C-3 watch-outs).
  • Manual status changes are allowed but logged; prefer letting the dates drive the status.
  • Program Terms empty → the household list won't take focus and loan figures stay blank; pick the terms (HousingOS opens the drop-down for you).

Screenshot shot list (Demo backend)

Shot Where What to capture
C08-00a/b/c, 02, 04 ✅ have them
C08-01 status checklist rows with responsible party + dates — where does this list open?

Video script — "Reviewing and approving an application" (target 2 min)

# On screen Narration
1 Checklist "Every project carries its program's status checklist. Assign responsible parties; most rows complete themselves as you work the tabs."
2 Application Review fields "Application Review holds the intake facts, program terms and loan figures."
3 Workroom "The Workroom shows the applicant's documents so you can review them against what was entered."
4 Approval Date → letter "Enter the approval date — HousingOS checks the asset limit, updates the status, and enables the Approval Letter."
5 Outro "Next: property profile and insurance."

Open items for John (this chapter)

  • Where the per-project status/responsibility checklist is shown to users (not visible on App HOME or Application Review screenshots) — or is it only behind the Active Projects cards?