DESC:DESCRIPTION
Technical Field of the Invention

The present invention relates to residential community management technology. More particularly, it focuses on the development of a smart system and method for tenant verification and access control in housing societies, incorporating structured integration with Resident Welfare Associations (RWAs) to streamline communication.

Background of the Invention

Residential communities, particularly gated societies and apartment complexes, are growing rapidly in urban and semi-urban areas. These communities are managed by Resident Welfare Associations (RWAs) that are responsible for maintaining safety, managing common resources, and regulating community access. One of the core duties of an RWA is to ensure that only verified and authorized tenants are permitted to reside within the premises, which directly affects the safety and harmony of the residential environment.

In such settings, it becomes essential for landlords to coordinate with RWAs before onboarding tenants. However, the lack of a structured and standardized tenant verification process often results in inconsistent and delayed onboarding, creating gaps in security and accountability. The growing demand for rental housing and the dynamic movement of tenants make it necessary to have a system that can support efficient, real-time verification and authorization.

Tenant verification in residential communities presents several challenges. Firstly, the current processes are largely manual, involving physical document submissions, handwritten forms, and inconsistent communication between landlords, tenants, and RWAs. This not only leads to delays but also increases the chances of errors, miscommunication, and even forged documents slipping through unnoticed. Moreover, physical handling of documents raises privacy concerns regarding sensitive tenant information.

Secondly, the verification process is not standardized across different RWAs. Some communities may require minimal checks, while others demand extensive background verifications. This lack of uniformity makes it difficult for landlords to follow a clear protocol and often leads to confusion, especially for outstation or non-resident landlords managing properties remotely.

Thirdly, tenants themselves are not always well-informed or involved in the verification process. They are often passive participants who may not know what is being verified or what documents are needed. This lack of tenant involvement further contributes to delays, repeat follow-ups, and eventual dissatisfaction among all stakeholders. Additionally, the absence of a digital trail makes it nearly impossible to audit or revisit previous verification records if any issues arise in the future.

Previous systems, such as basic visitor management software or isolated mobile applications, have attempted to address parts of the problem but have significant limitations. These systems typically focus on gate-level security or temporary visitor tracking and do not offer end-to-end support for the tenant onboarding workflow. They are not equipped to handle multiple verification types, digital agreements, or secure document handling.

Moreover, these conventional systems often lack integration capabilities with community security setups or verification service providers. They fail to create a cohesive experience that aligns the interests of the landlord, tenant, and RWA. As a result, the onboarding process remains fragmented, insecure, and time-consuming, with no mechanism for accountability or real-time updates.

The present invention overcomes these limitations by introducing a comprehensive, digitally integrated platform that streamlines tenant verification through structured communication, automated consent-based verification checks, real-time report generation, digital signing of tripartite agreements, and automated access provisioning. This system brings all stakeholders onto a single, secure platform, thereby enhancing efficiency, transparency, and safety within residential communities.

Brief Summary of the Invention

The following presents a simplified summary of the disclosure in order to provide a basic understanding to the reader. This summary is not an extensive overview of the disclosure and it does not identify key/critical elements of the invention or delineate the scope of the invention. Its sole purpose is to present some concepts disclosed herein in a simplified form as a prelude to the more detailed description that is presented later.

It is a primary objective of the invention is to provide a secure and structured platform that enables landlords to initiate and manage tenant verification requests in coordination with Resident Welfare Associations (RWAs).

It is yet another object of the invention is to facilitate multi-parameter tenant verification through a single interface, allowing selection from various checks such as identity verification, criminal background checks, employment status, and facial recognition.

It is yet another object of the invention is to automate the generation and signing of legally binding tripartite agreements among the landlord, tenant, and RWA in a sequential and authenticated manner.

It is yet another object of the invention is to ensure real-time status tracking, report generation, and collaborative decision-making between landlords and RWAs based on a comprehensive scoring system.

It is yet another object of the invention is to automatically provision community access credentials and move-in permissions upon successful agreement signing, with integration into community security systems for seamless entry management.

It is yet another object of the invention is enhancing the stability of the agricultural sector by increasing crop yield, reducing losses, and contributing to overall economic growth and food security.

According to an aspect of the present invention, the tenant screening system is disclosed. The system comprises a landlord communication module, a form distribution engine, a data collection interface, a verification selection interface, a tenant consent and response module, a verification processing engine, a report generation algorithm module, a decision interface, a tripartite agreement automation module, a community access control module and a security and audit modules.

In accordance with the aspect of the present invention, a comprehensive system and method is provided for managing tenant verification and access control in residential communities, specifically through seamless integration with Resident Welfare Associations (RWAs). The system enables landlords to initiate the verification process digitally, ensuring that communication with RWAs and tenants is structured, traceable, and secured.

In accordance with the aspect of the present invention, upon initiation, the system generates a unique digital form link which is distributed to landlords via instant messaging platforms such as WhatsApp. This ensures real-time delivery, faster response rates, and efficient onboarding. The link captures structured information related to the landlord, property, and the prospective tenant in a standardized format.

In accordance with the aspect of the present invention, the system presents landlords with a customizable interface where they can choose from a variety of verification options. These may include identity verification, digital address verification, employment checks, criminal history checks, previous landlord feedback, facial recognition, and checks against negative databases. The selected checks are executed securely after obtaining tenant consent.

In accordance with the aspect of the present invention, verification requests are sent directly to the tenant's mobile device, allowing the tenant to approve or reject individual verification parameters. This consent-based approach ensures legal compliance and enhances transparency between all stakeholders. Verification status and updates are logged in real time within the system.

In accordance with the aspect of the present invention, a proprietary algorithm processes the results of the completed verifications to generate a detailed report and assign a tenant reliability score. This report is made available simultaneously to the landlord and RWA, enabling both parties to make informed, joint decisions based on objective, multi-parameter evaluation.

In accordance with the aspect of the present invention, if the tenant is approved, the system automatically generates a legally binding tripartite agreement among the landlord, tenant, and RWA. This agreement is signed digitally in a sequential order: first by the landlord, then by the tenant, and finally by the RWA. Each party receives a secured link to review and sign the document.

In accordance with the aspect of the present invention, upon successful completion of the agreement signing, the system auto-generates digital community access credentials, including a QR-based gate pass with a time-bound validity. These credentials are integrated with the community’s security system, thereby enabling smooth and authorized tenant entry into the premises.

In accordance with the aspect of the present invention, the platform also ensures robust data security by implementing end-to-end encryption, consent-driven data sharing, secure storage, and detailed audit trails. This holistic approach addresses the shortcomings of prior fragmented methods by combining verification, legal processing, and access control into one secure and intelligent system.
Further scope of applicability of the present invention will become apparent from the detailed description given hereinafter. However, the detailed description and specific examples, while indicating preferred embodiments of the invention, will be given by way of illustration along with complete specification.

Brief Summary of the Drawings

The invention will be further understood from the following detailed description of a preferred embodiment taken in conjunction with an appended drawing, in which:

Fig. 1 illustrates the he modular architecture of a tenant verification and onboarding system, in accordance with the exemplary embodiment of the present invention.

Fig. 2 illustrates the comprehensive workflow for tenant verification and onboarding within a residential community, involving the Landlord, the Residents' Welfare Association (RWA), and the Tenant, in accordance with the exemplary embodiment of the present invention.

Fig. 3 shows the registration screen for RWAs, in accordance with the exemplary embodiment of the present invention.

Fig. 4 displays the login interface used by authorized users, in accordance with the exemplary embodiment of the present invention.

Fig. 5 illustrates the RWA dashboard that presents key metrics, in accordance with the exemplary embodiment of the present invention.

Fig. 6 depicts the interface used by RWAs, in accordance with the exemplary embodiment of the present invention.

Fig. 7 shows the request status screen used to monitor and manage the progress of landlord requests and onboarding stages, in accordance with the exemplary embodiment of the present invention.

Fig. 8 presents the Landlords List, in accordance with the exemplary embodiment of the present invention.

Fig. 9 displays the tenants list interface, in accordance with the exemplary embodiment of the present invention.

Fig. 10 illustrates the verify tenant interface, ensuring identity validation, in accordance with the exemplary embodiment of the present invention.

Fig. 11 shows the WhatsApp-based flow, in accordance with the exemplary embodiment of the present invention.

Fig. 12 illustrates the WhatsApp tenant verification flow, in accordance with the exemplary embodiment of the present invention.

Fig. 13 presents the final verification result delivery to the landlord, in accordance with the exemplary embodiment of the present invention.

Detailed Description of the Invention

The present disclosure emphasises that its application is not restricted to specific details of construction and component arrangement, as illustrated in the drawings. It is adaptable to various embodiments and implementations. The phraseology and terminology used should be regarded for descriptive purposes, not as limitations.

The terms "including," "comprising," or "having" and variations thereof are meant to encompass listed items and their equivalents, as well as additional items. The terms "a" and "an" do not denote quantity limitations but signify the presence of at least one of the referenced items. Terms like "first," "second," and "third" are used to distinguish elements without implying order, quantity, or importance.

According to the exemplary embodiment of the present invention, the system (100) comprises a landlord communication module (102), a form distribution engine (104), a data collection interface (106), a verification selection interface (108), a tenant consent and response module (110), a verification processing engine (112), a report generation algorithm module (114), a decision interface (116), a tripartite agreement automation module (118), a community access control module (120) and a security and audit module (122).

In accordance with the embodiment of the present invention, the system (100) is designed to manage and automate the process of tenant verification and community access control by connecting landlords, tenants, and Resident Welfare Associations (RWAs) on a single digital platform. The system initiates with a landlord communication module (102), which allows landlords to submit a verification request to the RWA using a structured input interface. This request includes the intent to lease the property, along with basic landlord and tenant details.

In accordance with the embodiment of the present invention, a form distribution engine (104) is triggered upon request initiation. The engine generates a unique, encrypted digital form link containing tenant onboarding fields and verification parameters. This link is distributed to the landlord using instant messaging platforms such as WhatsApp for faster delivery and read-receipt tracking. The secure distribution of the link ensures traceability and prevents unauthorized access.

In accordance with the embodiment of the present invention, a data collection interface (106) is responsible for capturing structured inputs under three distinct categories: landlord information (including proof of property ownership), property information (such as type, address, and features), and tenant information (identity proof, prior rental history, and contact details). This interface is user-friendly and designed to eliminate manual errors and ensure completeness of information.

In accordance with the embodiment of the present invention, a verification selection interface (108) is provided to the landlord for selecting one or more tenant verification checks. Available options include identity verification, digital address validation, employment verification, criminal background checks, negative database scans, prior landlord feedback, and facial recognition. Each selected parameter is tracked and queued for processing after tenant consent is obtained.

In accordance with the embodiment of the present invention, a tenant consent and response module (110) is used to send the selected verification requests directly to the tenant via WhatsApp or SMS. The module presents the list of verifications for consent, which the tenant can approve or deny individually. An OTP-based secure authentication system ensures that only the intended recipient can grant consent for verification processing.

In accordance with the embodiment of the present invention, a verification processing engine (112) executes the approved verification checks by connecting with integrated third-party APIs and data services. For instance, the engine may interface with government ID databases, employment records, or court case repositories to retrieve verified results. These results are stored securely and flagged for processing.

In accordance with the embodiment of the present invention, a report generation algorithm module (114) processes all verification responses to generate a comprehensive tenant report. A scoring algorithm evaluates each verification result and calculates a weighted reliability score for the tenant. The final report includes graphical indicators, reliability rankings, and is simultaneously shared with both the landlord and the RWA through a shared dashboard.

In accordance with the embodiment of the present invention, a decision interface (116) allows the landlord and the RWA to collaboratively review the verification report. The interface includes options for approval, conditional approval, rejection, and comments. Approval by both parties is required to proceed, and all decision actions are logged in the system audit trail.

In accordance with the embodiment of the present invention, a tripartite agreement automation module (118) is activated after approval. It generates a digital lease agreement that requires sequential signatures—first by the landlord, then by the tenant, and finally by the RWA. Secure and time-bound signing links are sent to each party, and upon completion, a final signed copy is archived in encrypted storage.

In accordance with the embodiment of the present invention, a community access control module (120) automatically provisions digital access credentials for the approved tenant. This includes a time-bound QR-based move-in gate pass that is recognized by the community’s entry security system. The credentials are managed and updated through integration with community management software.

In accordance with the embodiment of the present invention, a security and audit module (122) are embedded throughout the system to ensure data privacy, access control, and traceability. All communications and document exchanges are end-to-end encrypted, and each action taken on the platform is recorded with timestamps, user IDs, and action details to create a robust audit trail for accountability.

Now referring to figures, Figure 1 illustrates the modular architecture of a tenant verification and onboarding system (100), highlighting the sequence of functional modules responsible for each stage of the process. The process is initiated through the landlord communication module (102), which facilitates the initial contact between the landlord and the system. Once communication is established, the form distribution engine (104) is triggered to share digital forms with the landlord for data entry.
The collected information is routed through the data collection interface (106), which captures and organizes personal, property, and tenant-related details. Next, the verification selection interface (108) enables the landlord to choose from multiple verification options such as identity checks, employment verification, or criminal background screening. This is followed by the tenant consent and response module (110), which notifies the tenant and collects their authorization for the selected verification processes.

Once consent is received, the verification processing engine (112) initiates the actual background and credential checks. The outcomes are processed by the report generation algorithm module (114), which compiles the verification results into a structured report along with a tenant score. These results are then reviewed through the decision interface (116), where approval or rejection of the tenant is determined by relevant stakeholders.

If the tenant is approved, the system proceeds to the tripartite agreement automation module (118), which digitally manages the signing of agreements by the landlord, tenant, and RWA. Upon successful execution of the agreement, the final stage involves the community access control module (120), which grants the tenant digital access to community premises and related facilities.

This modular design ensures a streamlined, automated, and secure tenant onboarding process while maintaining transparency, regulatory compliance, and operational efficiency.

Figure 2 illustrates the comprehensive workflow (200) for tenant verification and onboarding within a residential community, involving the Landlord, the Residents' Welfare Association (RWA), and the Tenant. The process begins when the landlord initiating a verification request by sending an email (202) to the Resident Welfare Association (RWA), notifying them about the tenant who is to occupy their property. Upon receiving the request, the RWA shares a unique digital verification form link with the landlord via WhatsApp (204) to ensures immediate communication and confirms the start of the onboarding process.

The landlord fills out the digital form, which captures structured inputs across three segments:
i. Personal details of the landlord (206)
ii. Property-related information (type, address, etc.) (208)
iii. Tenant’s personal information (name, contact, identification details) (210)

After submitting the form, the landlord selects the types of verification options (212) to be performed. These include:
i. Identity verification
ii. Digital address verification
iii. Old landlord reference check
iv. Criminal/court record check
v. Employment verification
vi. Negative database screening
vii. Facial recognition

Once the verification options are selected, the tenant receives a verification request on WhatsApp (214). This message contains all the selected checks and seeks the tenant’s consent. The tenant starts the verification process (216) by reviewing the verification types and providing consent for each selected parameter (218). Only after this consent is obtained will the system proceed to the actual verification (220).

The system completes the selected verifications by integrating with authorized databases and services. Once all checks are performed, the system generates a tenant report along with a calculated score (222) reflecting the tenant’s reliability.

This tenant report and score are simultaneously shared with both the landlord and the RWA, enabling full transparency. The landlord and RWA then jointly review the report (224) via a dedicated decision interface.
Based on the review, a decision is made:
i. If the tenant is rejected, the process ends and the landlord is notified.
ii. If the tenant is approved (226), the system initiates the tripartite agreement signing process (228).

The system automatically generates the tripartite agreement, and sends a secure signing link to the landlord (230). After the landlord signs (232), the same process follows for the tenant, and finally the RWA (234). Once all three parties have signed, the system generates a digital community access pass, including a QR-based move-in gate pass for the tenant. This pass integrates with the residential community's security system to ensure only verified individuals are allowed entry. The process concludes once the tenant receives this access pass, completing a secure, consent-based, and collaborative verification and onboarding workflow.

Fig. 3 illustrates the registration interface (300) of the tenant screening system designed for Resident Welfare Associations (RWAs) or housing associations. The interface enables new users to sign up by entering essential property and contact information, including RWA name, phone number, email, address, city, state, pin code, plot number, total flats, blocks, and occupants. The left panel promotes efficient job management (302) through optimized workflows, while the right section collects user inputs in a structured form. This screen represents the initial step in onboarding users into the tenant screening system.

Fig. 4 represents the login interface (400) of the tenant screening system. The screen allows authorized users to securely access their accounts by entering a registered email address (402) and password. It features a “Forgot password (404)?” link for credential recovery and a prompt for new users to register. The left panel (406) reinforces the platform’s goal of improving workflow efficiency, while the right side delivers a clean, user-friendly login experience.

Fig. 5 depicts the RWA (Resident Welfare Association) dashboard interface (500) of the tenant screening system. The dashboard offers a centralized view of key metrics such as the number of landlords (502), tenants (504), properties (506), rental agreements, and verification activities. It includes real-time statistics with weekly trends and interactive prompts like “Verify now” (508) to initiate tenant verification processes. A navigation sidebar on the left provides access to various modules including requests, property, tenants, bookings, and system settings, allowing for efficient management of residential data and workflows.

Fig. 6 illustrates the interface for initiating a new request to a landlord (600) within the tenant screening system. The form allows RWA administrators to input key details (602) such as the landlord’s mobile number, flat number, and block name in order to request registration of the landlord, their property, and associated tenant. Once submitted, the system sends a notification to the landlord, prompting them to provide necessary verification data. This feature facilitates seamless onboarding and tracking of residential units and occupants.

Fig. 7 displays the "Request Status" interface (700) of the tenant screening system, which tracks and manages requests sent to landlords. The list view includes key details such as mobile numbers, flat numbers, block names, request dates, and the current status of each request (e.g., “Completed,” “Property Registered”). Status filters at the top allow quick sorting based on registration stages. This feature ensures transparent and efficient monitoring of the onboarding process for landlords and their properties.

Fig. 8 represents the "Landlords List" view (800) of the tenant screening system, displaying all registered landlords along with their key details. Information such as first and last names, mobile numbers, email addresses, gender, current address, and registration timestamp are shown in a tabular format. The interface also includes search functionality for quick access and tools to view or edit entries. This module facilitates efficient landlord management within the residential welfare association (RWA) framework.

Fig. 9 displays the "Tenants List" (900) interface within the RWA management system, showing details of tenants linked to registered properties. The list includes tenant information such as name, mobile number, email, flat number, block name, gender, verification status, and registration time. A color-coded badge (902) indicates whether each tenant is verified or not, supporting easy monitoring and compliance checks. This module ensures transparent and efficient tenant verification for security and administrative purposes.

Fig. 10 illustrates the "Verify Tenant" workflow (1000) within the RWA management platform, where the landlord's profile must be completed as the initial step. The interface captures landlords details (1002) such as the landlord’s name, phone number, email, gender, and current address. This structured verification process ensures the legitimacy of landlord records before associating them with property and tenant data, thus strengthening identity validation and tenant security within residential communities.

Fig. 11 illustrates WhatsApp-based communication interface (1100) used in the tenant screening system. The RWA admin initiates the onboarding process by sending a secure registration link to the landlord or tenant via WhatsApp. Upon successful registration, a confirmation message is sent, followed by instructions to the tenant for completing verification. The system ensures real-time updates and guides stakeholders through the verification flow using automated WhatsApp messages, enhancing speed, traceability, and user convenience.

Fig. 12 illustrates the tenant verification flow within the WhatsApp-based interface of the tenant screening system. Upon receiving a verification request, the tenant is prompted to start the process and grant consent for ID verification using documents like Aadhaar, PAN, or Driving License. After providing consent, the tenant enters key identification details such as full name, address, and father's name. This conversational flow ensures secure, user-friendly, and real-time data capture for tenant verification.

Fig. 13 illustrates the final stage of the tenant verification workflow, where the landlord receives the completed verification report via WhatsApp. The system sends a PDF file containing the detailed verification results of the tenant, including a reliability score and status indicators. This real-time delivery ensures transparency, facilitates quick decision-making, and maintains a secure, traceable communication trail between the platform and the landlord.
,CLAIMS:CLAIMS
I/We Claim:
1. A tenant screening system, comprising:
a landlord communication module (102) configured to initiate a verification request and transmit landlord, property, and tenant information to the system;
a form distribution engine (104) configured to generate and distribute a unique digital form link to the landlord via an instant messaging platform;
a data collection interface (106) configured to receive structured data inputs related to landlord identity, property details, and tenant information;
a verification selection interface (108) configured to allow the landlord to choose from multiple verification parameters including identity verification, employment verification, criminal record check, and facial recognition;
a tenant consent and response module (110) configured to send verification requests to the tenant and record consent or denial for each selected verification parameter;
a verification processing engine (112) configured to execute the selected verifications through third-party services or integrated APIs;
a report generation algorithm module (114) configured to aggregate verification results, generate a comprehensive tenant report, and assign a weighted reliability score;
a decision interface (116) configured to enable collaborative review and approval or rejection of tenant applications by both the landlord and the Resident Welfare Association (RWA);
a tripartite agreement automation module (118) configured to digitally generate and sequence the signing of a legal agreement by the landlord, tenant, and RWA;
a community access control module (120) configured to generate digital access credentials and QR-based gate passes for approved tenants;

a security and audit module (122) configured to implement end-to-end encryption, data privacy compliance, and maintain detailed logs of all system actions;

2. The system (100) as claimed in claim 1, wherein the form distribution engine (104) is configured to deliver the verification form link via WhatsApp with automated read-receipt tracking for confirmation of delivery.

3. The system (100) as claimed in claim 1, wherein the data collection interface (106) is configured to validate uploaded identity documents and property ownership proof using AI-based document recognition.

4. The system (100) as claimed in claim 1, wherein the verification selection interface (108) includes a user-friendly dashboard allowing landlords to view descriptions, estimated processing times, and costs of each verification type before selection.

5. The system (100) as claimed in claim 1, wherein the tenant consent and response module (110) employ a secure OTP-based validation system to authenticate tenant identity before displaying selected verification types for approval.

6. The system (100) as claimed in claim 1, wherein the verification processing engine (112) is integrated with external government or private databases to perform checks such as court record lookup, criminal database match, and employment verification.

7. The system (100) as claimed in claim 1, wherein the report generation algorithm module (114) assigns weighted scores to each verification parameter and compiles a comprehensive report including visual indicators and reliability ratings.

8. The system (100) as claimed in claim 1, wherein the decision interface (116) allows the landlord and RWA to add notes, comments, or conditional approvals before final acceptance or rejection.

9. The system (100) as claimed in claim 1, wherein the tripartite agreement automation module (118) sends unique and time-bound signing links to each party in sequence, ensuring secure and traceable digital execution.

10. The system (100) as claimed in claim 1, wherein the community access control module (120) integrates with existing residential security systems to validate tenant entry using QR codes or digital identity passes.

11. The process (100) of verifying and onboarding tenants in a residential community, comprising the steps of:
receiving a verification request from a landlord to a Resident Welfare Association (RWA);
collecting information about the landlord, property, and tenant through a digital form;
allowing the landlord to select one or more types of tenant verification checks;
sending a verification request to the tenant for consent and required information;
performing the selected verifications and collecting the results;
generating a tenant report and reliability score based on the verification results;
providing the report to both the landlord and the RWA for review and decision;
if approved, generating and digitally signing a tripartite agreement between the landlord, tenant, and RWA; and
granting the tenant digital access credentials to enter the residential community.