@Bradley Lewis it sounds like, after reading your post, you're a little nervous about this process having never done it before. Don't take this the wrong way, but from the perspective of someone who's done this a few times you're making it out to be a bigger deal than it is. An example of what I mean is you won't talk to 100 applicants for 5 minutes each. more than half won't even respond to a text let alone agree to a phone call :)
I recommend to keep it super simple. Here's what I do...
1.) I list through apartments.com, which I also use to collect rent and manage tenancy/docs, etc as well as zillow. I've learned to skip facebook & craigslist as the lead quality is exceptionally bad - this is where you'd waste a lot of your time. sticking to these two will dramatically limit your inquiries, but should increase the average quality of them.
2.) I keep the application button turned OFF, until I can speak to an applicant and hear their story. You can certainly use those pre-screening questionnaires, just make sure you're not asking questions that violate fair housing laws. Here are some questions I ask:
-why are you moving?
-what's your ideal moving date?
-how long have you been working where you are? - try to ask feeler questions to see how happy with their job they are.
I'm going to pause for a minute and explain something I think is important. You should self-manage this process, and you should be willing to do a lot of this screening up front and be less worried about automation - unless you have like a dozen units don't worry about it. Eventually, you will want to hire a property manager and you need to intimately understand what it takes to get quality tenants to make sure they're doing that for you when you're paying for it later. If you haven't done this and aren't experienced with it, how will you know whether you'd hired a quality PM?
3.) if you speak to a potential tenant, and you think they could be a match you can have them apply and schedule a showing. You can decide which order you want to do this in. Most people want to see the place before they pay the application fee, and your pre-screening can help make sure they didn't just outright lie about their qualifications. MN requires tenants to be allowed to see the unit before paying any money.
4.) once the background check and credit check are done check them thoroughly and call ALL the references. I always ask for the 2nd prior landlord so I'm not calling the one they currently have. that is super important.
5.) if everything checks out just let them know they're approved and have them sign the lease follow your state/local regs around that) and let them know how to send the security deposit and first month's rent and by what time. Do not give them keys or access until the payment is settled and lease is signed.