Manage Applications

Applications capture household details, financial information, and required documentation.

Who sees the staff application pages

Anyone with a staff role sees Homeowners → Applications when they sign in. That includes roles your affiliate creates under Administration → Roles, such as a work-study or intern role, as long as the role is classified as staff or grants the homeowner application permissions. People whose only role is Homeowner Partner go to the homeowner portal to work on their own application instead.

What someone can do on an application depends on their role's permissions:

• View All Applications lets them open the list and read each application.
• Update Applications adds the Edit Requirements button.
• Approve Applications adds the status buttons: Move to Under Review, Approve, Reject, Request More Info, Start Progress, Mark Complete, Reopen Application and the "back to" buttons.

A role with only View All Applications, such as a work-study student who helps with intake, sees applications without any of these buttons.

Receive an application

Applications can come in through:

• The public application form — share your affiliate's link or embed it on your website using the snippet under Administration → Integrations. The link identifies your affiliate automatically, so applicants no longer choose a location on the form. See Contact details on the public form below for how the form collects the applicant's name and email.
• A personal invitation you send to a specific applicant — see Invite an applicant below.
• Manual entry by staff under Homeowners → Applications → New

The default application form ends with a Declarations section — standard questions about judgments, bankruptcy, foreclosure, lawsuits, and delinquent federal debt, plus the applicant's certification that their answers are accurate and their consent for you to verify the information. You can adjust the wording in the form template builder like any other section.

Applicants completing their form in the homeowner portal can move freely between sections and use Save Progress to pick the application back up later — answers also save automatically as they navigate. They can only Submit once every required question is answered; until then, the portal's review step shows them exactly which questions are still missing. While an application is in progress, the Application Form progress bar on the application's detail page shows how much of the form has been completed.

Contact details on the public form

Every response from the public link needs the applicant's name and email, so you can reach them and match them to a constituent later. How the form asks depends on your template:

• Your template asks for them. If it has a name question and an email question, the applicant's answers to those are used. Nothing is asked twice.

  • Name: a First Name question (labels like Legal First Name work too), or a single box labelled Name, Full Name, Legal Name or Your Name. If the form has both, First Name is used, along with Last Name if there is one.
  • Email: a question labelled Email or Email Address (or any label containing "email"), or any question of the Email type.
  • Phone is optional. A question labelled Phone, or any question of the Phone type, is used if there is one.

  Questions about someone else, such as a co-applicant, spouse, emergency contact, employer, landlord or reference, never count. On the public link the name and email questions are always required, even if you left them optional. They have to come before any screening section, so anyone screened out can still be reached.

• Your template doesn't ask for them. The public form adds a short Your Information step first, asking for their full name, email, and phone.

The template builder shows which one applies. If the form will add the step, a greyed-out Your Information card marked Public link only appears above your first section. Once you add name and email questions, the card disappears and a short note says which section the name and email come from.

This only affects the public link. Applicants in the homeowner portal are already signed in, so they never see the Your Information step.

Invite an applicant

When you already know who should apply, send them a personal invitation instead of waiting for them to find your public form. From Homeowners → Applications, click Send Invite, enter the person's email (and optionally their name and phone), and Omnivo emails them a secure link that stays valid for 30 days. Pending invites appear in the applications pipeline, where you can Resend or Revoke them.

When the person opens the link, they confirm a few basic details and their application is started for them — no hunting for the public form or picking an affiliate.

• New applicants create their account (their email is pre-filled; they choose a password) right on the invitation page.
• People who already have an account — a current volunteer, donor, or anyone who has signed in before with that email — are recognized automatically. Rather than creating a second account, the page asks them to enter their existing password to sign in, then adds the homeowner partner role and starts their application on the account they already have. A Reset it here link is on the form for anyone who has forgotten their password.

Either way the person lands in the homeowner portal, signed in and ready to work on their application. If someone you invite already has an application in progress, the invitation opens that one instead of creating a duplicate.

Customize the invitation email

The invitation email has a built-in version that works out of the box. To put it in your own words, go to Administration → System Emails and customize Homeowner application invite — you can rewrite the subject and message, add formatting, images, or attachments (a program brochure, for example), and use merge fields such as {{first_name}} and {{affiliate_name}}. The Start Your Application button, the fallback link, and the invitation's expiration date are always added by the system, so your version can never leave the applicant without a way to start. See Customize system emails.

Review and triage

From Homeowners → Applications:

1. Filter by status (New, In Review, On Hold, Approved, Denied).
2. Open an application to view household composition, income, and uploaded documents.
3. Add internal notes for your selection committee.

Find the applications waiting on you

The Action Items checklist icon in the top bar lists which applications need a decision. Click it, then Homeowner applications, Application documents or Education requirements, to see the applicants with something waiting, oldest application first. Click an applicant to open their application. Coming from Application documents or Education requirements takes you straight to that section of the application, where you verify the document or approve the completed class. See Seeing everything waiting on you.

Hand an application to a colleague

Assign task, at the top of an application, creates a task for a staff member with a link back to this application: pick who, say what needs doing and by when, and they're emailed. The person icon beside each applicant in the Action Items panel does the same for documents and education requirements, with the title already filled in. Tasks you've handed out stay listed under Assigned by you in the panel until they're done.

Screening sections

A section of the application form can be turned into a prerequisite gate: applicants answer it first, and only reach the rest of the form if their answers clear your rules. See Screen Applicants with Knockout Questions.

Form template versions

Application form templates are versioned. In the template builder (Application Hub → Form Templates) the version dropdown lets you open any version — the address bar updates with the version you're viewing, so you can bookmark or share a link straight to it.

• Standard templates (the pre-built forms Habitat provides) are read-only. Opening one shows a banner across the top and every field is locked — click Clone to edit to create a customizable copy for your affiliate, then work in the copy.
• Drafts are fully editable.
• A published version stays editable until an applicant fills something out against it — your saved changes apply immediately to new applicants.
• Once applications or submissions reference a version it becomes locked to protect what applicants actually answered. To change it, create a new version — the new draft starts as a copy of whichever version you're viewing.
• Publishing does not by itself change what applicants see. New applicants get the template and version chosen as your active application form. The builder shows a Live application form badge on the version applicants currently get. On any other published version — a new template you just finished, or a newer version of your current form — click Use for applications and confirm. That version becomes the live form straight away. Applications already started keep the form they began on. You can make the same choice in Homeowner Program Settings (see Choose the active application form version).
• To make an older version the live form again, open it in the dropdown, click Publish if it is a draft, then click Use for applications.

Arranging questions side by side

In the builder's form preview, hover a question and drag it by the grip on its left edge:

• Drop it onto another question to put the two on the same row. The question you hover over splits into two halves: drop on its left half (Add to the left) to place yours before it, or on its right half (Add to the right) to place yours after it. Every question in that row is resized automatically to share the width evenly — two questions get half each, three get a third, four get a quarter. A row holds up to four questions.
• Drop it on a New row bar to give it a row of its own at full width. The dashed New row bars appear between rows while you drag and read Drop here for new row when you are over one.

When you drag a question out of an evenly shared row, the questions left behind spread out to fill the row again. If that row had custom widths (for example 2/3 and 1/3, set in the question's Width setting), the remaining questions keep theirs. You can still fine-tune any question's Width after dropping it. Headings always take a full row; dropping one onto a question places it on the row below.

Dropping pins the first question of every row with Start on a new row in its settings panel, so resizing one row never pulls the next row up into it. If you narrow questions by hand instead and want one to move up beside the question before it, select it and switch Start on a new row off.

Saving your edits

Changes in the builder are not saved automatically. While you have unsaved edits, a pulsing Unsaved changes note appears under the toolbar — click Save (or press Ctrl+S, ⌘S on a Mac) to keep them.

If you try to leave with unsaved edits — the back arrow, a sidebar link, or switching to another version in the dropdown — Omnivo asks first. Choose Save and continue to save and then go, Discard changes to leave them behind, or Keep editing to stay. Closing or refreshing the browser tab brings up your browser's own "leave site?" warning. The browser's Back button is not intercepted, so save before using it.

Preview the form

Click Preview in the builder toolbar to fill in the form as an applicant would, including any unsaved changes. Nothing you enter is saved or submitted. If the form has screening sections, the preview also shows which gates pass or stop the applicant and how the response would be filed. See Test your form before applicants see it.

Print a blank paper copy

Some applicants would rather fill in the application by hand. Click Print Blank in the builder toolbar to print an empty copy of the form, including any unsaved changes. Each question gets space to write the answer: lines for text, dates and amounts, boxes to tick for multiple-choice questions, and a signature and date line for documents that need to be signed. Questions marked * are required. If the form does not ask for the applicant's name and email, the paper copy adds a Your Information section for them, and a For office use only box lets you note when the copy came back and who entered it.

To save a PDF instead (for example, to email it), choose Save as PDF as the printer in your browser's print dialog.

When the completed copy comes back, start an application for the applicant, then open View Application Form and use Edit Responses to type in their answers.

Keep notes on an application

Every application has an Application Notes card — the same notes system you already use on a constituent profile, pointed at this application. Record the phone call about missing paystubs, the site visit, the thing someone owes you on Thursday.

Each note takes a category (conversation, phone call, site visit, to-do, follow-up and the rest), a priority, an optional due date and reminder, and a due date with a reminder. To hand the follow-up itself to a colleague, use Assign task at the top of the application (see Hand an application to a colleague). You can pin a note to the top of the list, mark it complete, reopen it, and attach files to it. The filters at the top of the card narrow by status and category.

Notes written here are also part of the applicant's own record: open their constituent profile and they appear in Notes & Activity with the application number beside them, so someone reading the person's history sees it whole rather than split by which page it was typed on. Notes written on the profile stay general and do not appear on the application.

Deleting an application does not delete its notes — they stay on the constituent as general notes.

Rate application health

Each application can carry a health rating — your team's read on how likely it is to move forward (by default Strong, Promising, At Risk, or Unlikely). Set it from the dropdown at the top of the application's detail page; the rating appears as a colored badge on the pipeline cards, and the pipeline's rating filter narrows the list to one rating.

To rename the labels or change their colors, open your application form template in the builder and edit Health Ratings under the template's settings — the labels are defined per template, so different programs can use different scales.

Customize the Application Details card

The Application Details card on the application detail page shows a configurable list of fields. Click Manage on the card to:

• Choose which fields appear — built-in application-record fields and any answer from the application form.
• Reorder fields with the arrows.
• Add color rules to numeric fields — for example, show household income in green when it is above a threshold, or the debt-to-equity ratio in red when it crosses a limit.

The financial record fields — household income, total assets, total liabilities, and the calculated debt-to-equity ratio — are entered by staff, not the applicant: click the pencil next to any of them on the card, or choose Edit financial values inside the Manage dialog. The income field starts pre-filled from the applicant's form answer so you can review and confirm it. When the card mixes both kinds of fields, it splits them into two labeled sections — Application record (staff-entered and built-in values) and Application form answers (what the applicant reported) — so a verified figure is never confused with a self-reported one.

Save the layout for the one application you're viewing, or (with program configuration access) click Set as affiliate default so every application without its own layout uses it. The same default can be edited in Administration → Homeowner Program Settings under Application Details Card.

Track loan and property details

Once a family closes on their home, staff can record the loan and property facts that reports later depend on: Closing Date, Loan Term (in whole years), Loan Maturity Date, Property Type, Year Built, and Ownership Status (owner-occupied, paid off, sold, refinanced, foreclosed, transferred, or other). These fields are for staff only — applicants never see them in the portal or on the application form.

They are off until you turn them on. In Administration → Homeowner Program Settings, under Loan & Property Details, switch on the fields your affiliate tracks and click Save Field Settings. Every application then shows a Loan & Property Details card on its detail page listing exactly those fields. Leave a field off and it stays out of the way; turn it on later and any values already recorded (for example from an import) appear.

Click Edit on the card to fill the fields in. When you enter a closing date and a loan term, the maturity date is suggested for you — the closing date plus the term — and marked as a suggestion until you save; change it if the loan documents say otherwise. A maturity date cannot be earlier than the closing date. Property type and ownership status are pick-lists so the values stay consistent across families, which is what makes them useful to filter on.

The same fields, along with where the family is in the process — form, documents, sweat equity, and education progress — also appear on the constituent's profile under its Homeowner tab, one block per application with an Open button to the full record. The values are read from the application, so an edit in either place shows in both.

All six fields are available in the report builder's Homeowner Applications data source whether or not they are switched on here, so a report on loans maturing next year works the same for every affiliate. They can also be filled in bulk through the completed-application import.

Choose the active application form version

In Homeowner Program Settings → Active Application Template, clicking Change first asks which template to use; if that template has more than one version, a second step asks which version — published or draft, with each version's changelog shown. Your choice is pinned: publishing a newer version in the form builder does not switch what applicants see until someone comes back here and re-selects, or clicks Use for applications on that version in the form builder. The card shows the pinned version (with a note when a newer version has since been published), so you always know exactly which form new applicants receive.

Applications already in progress

Each application keeps the form it was started on. Changing the active template or version here only affects applications started afterwards: an applicant partway through, or one whose application is already submitted, still sees the exact form they began with when they return to the portal, and staff review their answers against that same form. An application already under way is never switched to a newer form.

Forms people already filled out

A form only becomes an application once its template is the active one. If you shared a form's link before selecting it here — or built the form, collected responses, and set it active afterwards — those responses sat in Form Submissions and never reached the applications pipeline.

When you activate a template that already has completed responses, Omnivo says so before saving: "Convert 12 completed forms into applications?", with the list of who they are. Choose Convert and activate and each one becomes a homeowner application in submitted status, carrying the applicant's answers and dated the day they actually sent the form. Choose Activate without converting and the responses stay where they are — the template still becomes your active form for everyone applying from now on.

Converting attaches each application to the constituent whose email matches the form. When nobody matches, a constituent is created from the name and email on the response, and they get the homeowner, volunteer, and donor roles like any other applicant.

Some responses are deliberately left behind, and the prompt says which and why:

• Someone who already has an application. Omnivo will not open a second one for the same household. Their answers stay in Form Submissions, where you can read them alongside the application they already have.
• A response with no email address. There is nothing to match a person on automatically. These can still be converted one at a time — see below.
• An older duplicate. When one person submitted the form more than once, only their most recent response is converted.
• Anything archived. A response you set aside stays set aside.

Converted responses are marked Converted in the Form Submissions list, and the badge links to the application that came from them. Nothing is converted twice: if you re-select the same template later, responses handled the first time are skipped.

Convert one response at a time

Responses that arrive after a template is already active have no activation step to ride along with, so you can convert them one by one. In Application Hub → Form Submissions, homeowner application responses that have not been converted carry a Convert button on the row, and the same action sits in the response's detail view. Omnivo names the applicant, converts, and tells you the application number — or tells you why it could not, using the same rules as the bulk prompt above. This needs homeowner program configuration access, since it can create a constituent as well as an application.

A response with no email address is the case this action exists for. An email is what normally matches a response to the person who sent it; without one, Omnivo asks you. The dialog lists the constituents who share that name or phone number, says how each one matched, and flags any who already have an application — pick the right person, or choose create a new constituent if this is a household you do not have yet. The applicant record it creates has no email address, which is fine: a constituent needs a name, not an inbox.

Responses that do have an email are converted straight onto the matching constituent, but if anyone else shares that name or phone number the dialog shows them too, so you can catch a duplicate you would otherwise create.

Documents requiring signature

You can require applicants to review and sign documents — a partnership agreement, program policies, releases — directly in the homeowner portal:

1. Go to Administration → Homeowner Program Settings → Documents Requiring Signature and click Add Document.
2. Upload the PDF and choose how applicants confirm it: a drawn signature or an attest checkbox. Optionally require staff review of each signature.
3. Documents marked Assign automatically are added to every new application.

Applicants see the documents under Documents → Documents to Review & Sign in their portal. They must open the document before they can sign or attest — the time it was viewed, the signature, and the signer's consent are all recorded for your audit trail. Each application's detail page shows a Document Attestations card with the signature status of every assigned document.

Edit an applicant's form answers

Sometimes an applicant shares corrected or additional information directly — over the phone, by email, or in a meeting — and staff need to update the application form for them. From the application's detail page, open View Application Form and click Edit Responses:

• The form opens exactly as the applicant sees it, pre-filled with their current answers. Change what you need and click Save Changes.
• Document acknowledgments stay read-only. Only the applicant can open, attest to, or sign a linked document — staff cannot complete these on their behalf.
• Answers from older versions of the form that are no longer in the current layout are preserved untouched.
• Any change to an audited answer (declarations, acknowledgments, and other flagged fields) is recorded in the response audit trail as a staff change, with your name attached.

Editing requires the application-update permission; users without it see the read-only view only.

Upload a document for an applicant

Staff can attach files to an application on the applicant's behalf — for example a stack of paper forms they handed in at the office. On the application's detail page, click Upload on the Documents card:

1. Click the drop area and choose one or more files (PDF, JPG or PNG, up to 10 MB each). Hold Ctrl (Cmd on a Mac) or Shift to pick several at once, or click the area again to add more. Each file gets its own row; click the × on a row to take that file out.
2. On each row, under Document, pick the checklist item the file belongs to. A file already named after a checklist item (for example Tax Return.pdf) is matched to it for you. Choosing an item that already has a file uploads a new version of it and sets it back to pending review.
3. If a file is not on the checklist yet, choose Other (new document)… (the first option in the list) and type a name for it — the box starts with the file's name, so edit it into something that identifies the document. On an application with no documents yet there is nothing to pick, so the name box appears straight away.
4. Optionally add a description to any row, then click Upload (or Upload 3 Documents, and so on, when there are several).

The upload button stays greyed out until every file has a document name. Each file in one upload needs a different name — two files under the same name would make the second replace the first — so a repeated name is flagged in red until you change it.

If some files fail to upload (for example, one is not a supported type), the ones that went through are added to the checklist and only the failed files stay in the dialog, so you can fix them and click Upload again without uploading the others twice.

Every file uploaded this way is a checklist document: it is reviewed (Verify or Reject) and counts toward the applicant's document progress. Files you only need to keep on record belong under Reference Files instead.

Keep reference files on an application

Some files belong with an application without being something the applicant has to provide: closing disclosures, recorded deeds and notes, a certificate of occupancy, signed agreements. Keep these under Reference Files, at the bottom of the Documents card:

1. Click Add Files and choose one or more files (PDF, JPG or PNG, up to 10 MB each). They upload straight away; there is nothing to pick or name.
2. Each file is listed under its file name. If that name is already used on the application, a number is added (for example Closing Disclosure (2)), so a reference file never replaces another document. Use Rename to give a file a clearer name or a description.

Reference files have no review status and do not count toward document progress or reminders. They are not shown to the homeowner in their portal. Preview, Download, Rename, History and Delete work the same as for checklist documents.

Change one application's document and education requirements

An application gets its document checklist and education requirements from Homeowner Program Settings at the moment it is created. Changing the settings later does not change applications that already exist, and imported applications start with none. To change the requirements on one application, open it and click Edit Requirements at the top of the page. The button is there for any application that is still open: everything except completed, rejected and withdrawn applications.

• Apply program settings adds every document and education requirement in the current Homeowner Program Settings that the application doesn't have yet. It never removes or changes anything the application already has, so you can click it safely at any time. A message tells you what was added, or that the application was already up to date.
• Education Requirements lists what the applicant has now. Click × to remove one, or tick any of the affiliate's education requirements to add it. Requirements in your program settings are listed first and marked (program default), but you can add any of them to one applicant.
• Document Requirements lists the application's documents. Click × to remove a document nothing has been uploaded to yet. A document that has a file is removed from the Documents card instead, which keeps its history. Tick any document from your program settings that the application is missing, or type a name under Add another document for a one-off document. A name the application already has can't be added twice.
• Sweat Equity hours and notes appear once the application is approved, because approval is where they are first set.

Every document or education requirement you tick or type in gets its own Required checkbox, so you decide whether the applicant has to complete it. Clear the box to add it as optional. An optional item still shows on the application, marked (optional), but it doesn't count toward the applicant's required progress. The box starts out matching your program settings: a document or education requirement that is optional there starts unticked. Everything else, including a document you type in, starts as required.

Removals take effect straight away. Ticked and typed additions are saved when you click Save Changes.

Rename a document or its description

The name on a document is the label everyone reads at a glance — on the checklist, in the applicant's portal, and at the top of the version history. It does not have to stay the way it was first set.

On the document checklist, click Rename on any document to change:

• Document name — what the document is called everywhere in Omnivo. Give it something specific enough to tell apart from its neighbours, for example "2nd Partnership Check-In — Income Verification" rather than "Income".
• Description — an optional line shown under the name, for anything that helps a colleague find the document later ("signed copy returned 4 Mar, pages 2–3 only").

Renaming applies to the whole document, not just the latest upload: every earlier version keeps the same name, so the version history stays together and the next upload lands on the same document rather than creating a duplicate under the old name.

Two documents on the same application cannot share a name. If the name you type is already in use, Omnivo tells you so and leaves the document unchanged — if the intention was to replace the other document, upload a new version of it instead.

The stored file itself is not renamed. The original filename stays visible under the document name so it is always clear which file was uploaded.

Renaming needs the document-verification permission, the same one used to verify and reject documents. Applicants cannot rename documents from the portal — the checklist describes what staff asked for, so only staff change it.

Rename an education evidence file

Evidence attached to an education requirement can be relabelled the same way. On an application's Education Requirements list, click Rename next to an uploaded file and give it a name that identifies it — "HUD Homebuyer Course — Certificate" rather than the raw scan name. An optional description can be added underneath.

The label is what appears on the list and what the file is called when it is downloaded. Files uploaded before this was available show their stored filename until someone renames them.

Document history and deletion

Applicants can never delete an uploaded document — uploading a new file replaces the old one, and every earlier version stays on file. On an application's document checklist, click History on any document to see the complete record: each version with its upload date, filename, verification outcome, and a Current, Superseded, or Deleted badge. Older versions can still be downloaded.

Staff with the document-deletion permission can delete a version from the history — for example, a file uploaded to the wrong application or one containing unrelated personal information. Deleting requires a reason, permanently removes the file itself, and leaves a record in the history showing who deleted it, when, and why. If the current version is deleted, the previous version becomes current again (or the empty requirement returns so the applicant can upload a fresh copy).

Who opened a document

Every time someone previews or downloads an application document or an education evidence file, Omnivo records who opened it, which document and version, whether it was a preview or a download, when, and from which network address. This applies to staff and to applicants opening their own files in the portal. Attempts to open a document on someone else's application are recorded too, and refused.

Administrators see these entries in the audit log, and on the Activity tab of the person who opened the document.

Start an application for someone

Applicants usually start their own application from your public Apply page, or from an invite you send. Sometimes it is easier to get the record started from your side — an applicant who came in by phone or in person, a family you are already working with, or a test applicant while you set the program up. Staff with permission to create applications can do that from the Homeowner Applications page.

Click Create Application and choose the applicant:

• Existing constituent — search by name or email and pick the person. If they already have a live application, the dialog says so and points you to it instead of starting a second one.
• New applicant — enter their name, email and phone. If a constituent with that email already exists, the application is attached to them rather than creating a duplicate.

Everything else is optional. Add the application date, household size, income and current housing if you know them; the applicant fills in the full form in their portal. A staff note is recorded on the application's history. The application starts in Draft, in the same shape as one started from the public form: the active form template, the document checklist and any mandatory education requirements are all set up. Your document reminder rules show on it straight away, marked Not started, and begin emailing once the application reaches a status the rule covers (see Document upload reminders).

Leave Send portal invite now ticked to email the applicant a link right away. The email tells them their application has been started for them and asks them to set up a login (or sign in, if they already have one). Once they do, their portal opens on that application, where they can view, complete and manage it as usual. You can change the address the invite goes to, or untick the box and send it later.

To send the invite later, or to resend it, open the application and use the Portal Access card under the applicant's details. It shows whether the applicant already has a login, whether an invite is pending (with when it was sent and when it expires), and a Send invite or Resend invite button. Invites sent this way also appear on the Invites tab, where View Application opens the application they belong to.

Document upload reminders

Applicants often owe the same document again and again while their file is under review — the latest pay stubs every two weeks, for example — and other documents simply sit missing until someone chases them. Instead of chasing by hand, set up a reminder rule once and let Omnivo email the applicant on a schedule.

Set up an affiliate-wide rule

Go to Administration → Homeowner Program Settings and find the Document Upload Reminders card. Click Add Reminder and fill in:

• Reminder name — what staff see, and the heading of the applicant's email ("Pay stubs every two weeks").
• Documents to ask for — tick documents from your checklist, add a name that is not on it, or choose All outstanding required documents to ask for whatever is still missing at the time each email goes out.
• Repeat — every week, every two weeks, every month, or a custom number of days.
• Stop reminding — Keep reminding every cycle for documents that are owed again each period, Stop once uploaded for one-off documents, or Stop once verified by staff if a rejected upload should trigger the reminders again until you accept a replacement.
• Reminder limit and First reminder after — optional caps on how many emails go out and how long to wait before the first one.
• Applies while the application is — the statuses the rule covers. By default that is submitted, under review, and more info requested; include approved and in progress if your partner families keep supplying income documents until closing. An application started by staff begins in Draft, so with the default statuses its reminders wait until the applicant submits; tick Draft to remind before that.
• Also apply to applications that already exist — off by default, so a new rule only reaches applications started from now on. Tick it to reach every open application as well.

A rule reaches applications started after it was created; applications started before it are left as they are unless you ticked the box above. Emails start when the application reaches one of the rule's statuses (after the First reminder after wait, if you set one) and pause while it is in any other status; until then the application's card marks the reminder Not started and says which statuses it is waiting for. Emails go out once an hour during the day in your affiliate's time zone, never overnight, and each one lists the documents still needed with an Upload Documents button that opens the applicant portal. Switching a rule off pauses it everywhere but keeps every application's history; deleting it removes the reminder and its history from every application, and is refused while any application has customized it (switch the rule off instead, or reset those applications first).

Adjust a reminder on one application

Open the application and look for the Document Reminders card under the document checklist. Every active rule shows here, including one still waiting for the application to reach a status it covers, with its next send date, when it was last sent, how many times, and which documents are still outstanding. From the card you can:

• Switch a reminder off for this applicant only, with the toggle.
• Edit the cadence, documents, stop condition, limit or note for this application. The card then shows a Customized badge, and Reset to default returns it to the affiliate rule.
• Send now to email the reminder immediately; the next automatic send moves to one full interval from now.
• Add a reminder that exists on this application only.

Only the fields you change are pinned to this application; everything else keeps following the affiliate rule, and the card says which fields are pinned. Changes to the rule in Homeowner Program Settings never overwrite them, and a value you set back to match the rule follows the rule again.

If a send fails — for example because the applicant has no email address on file, or has opted out of email — the card says so under Last attempt.

To change the wording of the reminder email itself, open Administration → System Emails and customize Homeowner document upload reminder; the document list and the Upload Documents button are always included below your message.

Response audit trail

Some answers matter legally — declarations, certifications, and document acknowledgments. For these, Omnivo keeps a tamper-evident audit trail:

• Document acknowledgment fields are always tracked. Every time an applicant opens the linked document and confirms it, the exact confirmation wording, the document (and its fingerprint, for uploaded PDFs), the time, the IP address, and the browser are recorded.
• Any other field can be tracked too. In the form template builder, open a field's settings and turn on Legal audit trail — useful for declaration questions like "Have you declared bankruptcy in the past 7 years?".
• Changes never overwrite history. If an answer is later changed — by the applicant or by staff — a new record is written and the old one is kept and marked Superseded, so you can always show what was answered, when, and by whom.

Staff can review the trail on any application's detail page in the Response Audit Trail card. Each entry shows the answer, when it was recorded, who recorded it and from where; expand an entry to see the exact wording shown, the linked document, and the device details.

Application form templates can also include a Document Acknowledgment field, which asks the applicant to open a linked document and confirm it while filling out the application itself — useful for shorter notices that belong inside the form.

View the submitted application form

To read every answer an applicant gave on your affiliate's application form, open the application and click View Application Form in the top-right of the page.

The form view shows:

• Applicant information — the applicant's contact details, co-applicant, and application date.
• Form answers — each section of the form with the applicant's responses, laid out the way the applicant saw it. Answers are always shown against the version of the form the applicant filled out, even if you have published a newer version of the template since.
• Additional responses — answers to questions that were removed or renamed in a later version of the form, so nothing an applicant submitted is ever hidden.

Click Print to produce a printable copy for selection-committee meetings. The printout contains the full application (applicant information and every saved answer, across as many pages as it needs) without the navigation menu or buttons. It always shows the saved answers, so save any edits before you print.

Click Print Blank Form to print an empty copy of the same form version the applicant was given, to hand to someone who wants to fill it in on paper. See Print a blank paper copy.

If the page reports that no answers have been submitted yet, either the applicant has not filled out their form, or your affiliate has not published an application form template yet (set one up under Application Hub → Form Templates).

Request additional information

Use the Communications action on an application to send a templated email asking for missing documents or clarifications.