Why digitalizing tenant onboarding, screening and management pays off

The European rental market is becoming harder to navigate. Vacancy rates are at record lows, rental fraud rates are rising year by year, and landlords are caught between the need for thorough tenant screening and the strict requirements of the General Data Protection Regulation (GDPR).

Landlords and property managers across Europe call out in unison, looking for a change. How can we digitalize the entire tenant onboarding and management process in a way that benefits both landlords and tenants? The digital transformation of the whole tenancy lifecycle might be the answer, and in this article, we take a look at how platforms like Syncrent are making it all possible.

The Cost of Staying Manual, and What Full Digitalization Actually Means

Despite rapid technological advancements in nearly every other sector, European landlords still mostly rely on manual processes. Paper applications and phone calls remain standard practice for many property owners. According to a 2025 report by Global Growth Insights, more than 40% of small landlords worldwide still depend on manual tools for property management. In Europe, this figure is 30%, and only 50% of landlords even have any basic accounting software.

Manual processes are time-consuming and inherently risky. A landlord reviewing a stack of paper documents has no reliable way to detect a forgery. Germany's Federal Criminal Police Office (or BKA) reported a 25% increase in rental fraud between 2020 and 2023, and the sophistication of forged documents continues to grow. The consequences of a forged application can be severe: unpaid rent, drawn-out eviction proceedings, legal fees, and property damage that can collectively cost tens of thousands of euros.

To put it in perspective, 2025 industry survey from REsimpli found that 39% of property managers spend more than 20 hours per month on maintenance requests alone. This leaves little time for other important activities like screening and rent collection.

This is why digitalization is not just replacing one manual step with a digital equivalent. It's integrating every stage of the landlord-tenant relationship into a single platform that handles each step securely, efficiently, and in full compliance with data protection regulations. That means tracking applications, performing background checks, generating contracts and setting up payments, all within the same ecosystem. Every document, every piece of data must be seamlessly processed in one place, fully in line with GDPR requirements.

Solving the GDPR Paradox

One of the most persistent challenges in European tenant screening is what might be called the GDPR paradox. Landlords need detailed personal information to make tenancy decisions, yet data protection law strictly limits how much data they can collect, and what they can do with it.

It can be crushing for a business to make a GDPR compliance fumble. In October 2025, GDPR-related fines across Europe exceeded €6.7 billion, so getting things wrong carries real financial and legal risk.

This paradox feels nearly impossible to resolve, with landlords left having to walk a tightrope between business and compliance. Many common manual practices represent a potential compliance failure.

That's why a purpose-built application needs to address this from the root. Data minimisation, consent, and retention policies must be built directly into the workflow, guaranteeing that landlords collect only what is necessary. Users can demonstrate accountability at every step, while ensuring that they avoid any GDPR blunders due to a lack of technical knowledge.

The Case for an Integrated Platform

Digitalization offers benefits beyond just screening - it can impact every aspect of the tenancy lifecycle. While processing applications and verifying identities can be troublesome to do manually, collecting rent and communicating with tenants is a continuous process. If every task has to be managed by a different tool or process, it becomes incredibly inefficient.

Consider the following scenario: A landlord screens a tenant using one dedicated service, drafts a contract using a word processor, sends it for signature via email, collects rent through manual invoices and bank transfers, calls tenants over the phone, and logs maintenance requests in a spreadsheet. There is no single source of truth, and no easy way to track the status of any given tenancy at a glance.

This is where Syncrent offers a different approach. Syncrent brings every step into a single GDPR-compliant platform. It allows landlords and property managers to manage hosted application forms, conduct background screening with identity verification and risk analysis, generate contracts, execute electronic signatures, accept payments, handle accounts receivables, track maintenance requests, and communicate with tenants - all from one place. Syncrent also comes with powerful reporting and property organisation tools to allow managers to maintain visibility across their entire portfolio.

Transitioning from a small-time landlord to a manager of multiple properties requires these kinds of tools. It's what makes the difference between a smooth operation and a sinking ship. With platforms like Syncrent, European users are empowered to scale their property businesses while remaining confident in their GDPR compliance.

Better Outcomes for Tenants

Tenants benefit from digitalization too. For most tenants, the main advantage they can notice is a fair and transparent process that is standardized for everyone. When every applicant goes through the same standardized process, the likelihood of unconscious bias or discriminatory decision-making is significantly reduced. Tenants know what information is being collected and why, which builds mutual trust from the outset.

In countries like Germany and Austria, anti-discrimination protections are very robust, and tenants are not obliged to answer questions beyond what is strictly necessary to assess their suitability. A well-designed digital platform like Syncrent enforces these boundaries by design, collecting only the data points that are legally permissible and relevant.

Tenants also benefit from operational efficiencies, such as faster response times on maintenance requests, clear communication with their landlords, and straightforward payment processes. Everyone wants their living situation to be pleasant and smooth, and digitalized platforms are here to help. In a competitive rental market, landlords who offer this kind of professional, transparent service are more likely to attract and retain reliable tenants.

Security, Reliability, and Professional Support

For landlords considering a digital transition, concerns about data security and system reliability are understandable. Property management involves sensitive personal and financial data, and any platform handling this information must meet the highest standards. Syncrent addresses these concerns with a 99.95% service level agreement and full GDPR compliance, backed by 24/5 professional support. A robust API and suite of whitelabeling features allows the platform to adapt to the needs of everyone, whether you are an individual landlord managing a small apartment, or a major property management firm.

Syncrent also offers a dedicated communication center with channel consolidation, where landlords can centralize all communications. An AI-powered chatbot can help free up time for more complex issues by handling routine queries, while ticket management and notice creation tools ensure that nothing falls through the cracks across properties.

Additionally, Syncrent provides access to a network of over 25 vetted external consultants with at least five years of real estate experience. Whether landlords need help acquiring property, managing vacant units, or navigating difficult situations, professional guidance is available with a first consultation hour at no cost.

The Big Picture

The shift towards digital tenant onboarding and management is not a passing trend - it is a structural response to the realities of the European rental market in 2026. At present, tighter regulations, rising fraud, shrinking housing supply, and growing expectations from both landlords and tenants allow digital platforms to help cut through the noise. It's a competitive edge that allows property managers to get more successful applicants and maintain stable income.

Platforms like Syncrent represent the direction the industry is heading. The industry needs privacy-first, digital-first platforms that can do it all. For landlords and property managers who are ready to make that transition, the question is no longer whether to digitalize, but how quickly they can begin.