Five jobs, five kinds of tool
| Job | Kind of tool | What to check |
|---|---|---|
| Reach | Rental portals, your own website | Price per week or per advert, and how applications reach you |
| Applicants and selection | A letting tool | Same rules for every applicant, facts shown, a person decides |
| Viewings | Online viewing | Runs in the browser, many people at once |
| Contracts and books | Property management software | Leases, rent roll, ancillary cost statements, maintenance |
| Data rules | A retention routine | Who sees applicant data, and when it is deleted |
| aptari | Letting tool with online viewing | Sorted shortlist, documents read once at upload, Live Tours, CSV export |
Why the data routine counts as a tool
The FDPIC (EDÖB) leaflet on application forms for rental flats, updated 15 July 2025, says that once the flat is let, the data of the other applicants must be destroyed as quickly as possible, and that access belongs to the people who make the selection. Art. 6 Abs. 4 DSG says personal data are destroyed or anonymised as soon as they are no longer needed for the purpose.
Where aptari fits
- Applicants and selection. A sorted shortlist in place of an inbox, every applicant rated by the same rules, facts shown. Documents are read once at upload.
- Viewings. Live Tours in the browser: 20 a month on Growth, 50 a month on Enterprise.
- Data rules. Declined applications are deleted 30 days after the decision.
- Larger teams, on Enterprise. Team seats and offices, house rules, Selection Bridge and the Briefing Agent, a morning summary of new applications per listing.
A person at your agency decides. aptari never decides and never declines automatically.
Where it does not fit
- It is not your books. There is no link to property management software yet. The hand-over is a CSV export on Growth and Enterprise.
- No e-signature and no credit agency checks.
- It does not place your listing on other portals.
Example
If a team lets 8 flats a month with 50 applications each and reads each for 5 minutes, that is 2,000 minutes, about 33 hours. If an hour costs you CHF 60, that is CHF 2,000 a month. If a sorted list halves the reading, CHF 1,000 stands against CHF 499 a month for Growth (launch price, regular CHF 999, 10 active listings). An example with assumed figures, not a promise. No setup fee, no fee per applicant.
This is general information, not legal advice.