The Owner Portal

Accept your invite and sign in

1

Open the invitation email

When your property manager invites you, Keyhook emails you an invitation to the Owner Portal. Open it and click the link to reach the Property Owner Invitation page.

2

Create your account

On the invitation page, click Create Account. You land on a Welcome screen first — choose Property Owner as your account type to open the property-owner registration form.

3

Enter your details

Enter your Full name, Email and a Password — all required. Type the same email address the invitation was sent to yourself; it isn't pre-filled.

4

Register

Click Register to create your account.

5

Verify your email

Keyhook emails you a 4-digit verification code. Enter it on the Verify your email screen and click Verify email — use Resend confirmation code if it doesn't arrive.

Note: Property owners only get access once a property manager invites them, and you must register with the same email address the invitation was sent to — a different address won't be linked to your properties.

Review your portfolio on the dashboard

1

Open your Dashboard

After signing in you land on your Dashboard (also in the left sidebar). It lists every property you own, grouped by the managing agency.

2

Read the summary tiles

Across the top, four tiles summarise your portfolio: Properties, Weekly Rent, Balance and Status — how many properties are in credit versus carrying an outstanding balance.

3

Open a property

Use the Search properties... box to filter by address, suburb or city, then click a property card to open its page.

Open a property's details

1

Open the property

From the Dashboard, click a property card to open it.

2

Check the headline figures

The top of the page shows the property's Balance, Rent, Bond and Tenancy status.

3

Scan the property cards

Scroll down for Property Details (the managing agency, key features and the Fee Breakdown), Tenancies, Inspections, Maintenance and Documents. Click View all on a card, or an inspection or maintenance row, to open the full record.

4

Jump to financials

Click View Financials to open this property's financial statement.

View your financial statements

1

Open Financials

In the left sidebar, click Financials.

2

Choose the property and period

On the Live tab, pick the property from the Property dropdown and set the Period — use a preset (This Month, Last 3 Months, This Year …) or select dates on the calendar, then click Apply.

3

Read the statement

The summary shows the Opening Balance, income, expenses, fees, GST, payments, keepback and Closing Balance, with expandable Rental Income, Expenses, Payments and Summary sections below.

4

Open a past statement

Switch to the Past Statements tab to see the finalised statements your property manager has sent, and click any row to open it.

Approve or decline maintenance

1

Open the request

On the property's page, find the Maintenance card and click the request that needs your attention (or open it from View all).

2

Review it

A request awaiting your decision shows an Action required banner. Check the description and any supplier quotes and their costs.

3

Approve or decline the request

When there are no quotes to compare, the banner shows Approve and Decline buttons. Click Approve — you can add an optional comment for your property manager — or click Decline, give a reason (required), then confirm.

4

Choose between quotes

When suppliers have quoted, click Approve on the quote you want to accept, then confirm. Leave Reject all others on approve on to decline the rest in one step, or tick the quotes you don't want and use Reject.

Note: Approving a request or a quote sends the work order straight to the supplier so the job can go ahead — only approve once you're happy with the cost.

Find and upload documents

1

Open Documents

In the left sidebar, click Documents to see everything your property manager has shared across all your properties.

2

Search and filter

Use the search box, or open Filters to narrow by Document Source (Property or Owner) and a date range.

3

View or download

On any document, click the View icon to open it in a new tab, or the Download icon to save it.

4

Fill in the upload form

Click Upload, choose what to Attach to (a property or the agency), enter a Document name and pick a PDF file.

5

Upload the document

Click Upload to save it to that property or agency.

I didn't get an invite, or I can't sign in — what should I do?

The Owner Portal is invite-only: your property manager has to invite you before you can register. Register with the same email address the invitation was sent to, check your spam folder for the invite and the verification code, and use Resend confirmation code on the verify screen if the code hasn't arrived.

Why can't I see one of my properties?

You only see the properties your property manager has invited you to. If one is missing, ask them to invite you to that property. If you can't see any properties at all, your dashboard will show "You haven't been invited to view any properties yet."

What's the difference between the Live and Past Statements tabs?

The Live tab builds a statement on the spot for any property and period you choose. Past Statements lists the finalised statements your property manager has already sent you — click any row to open the full statement.

Can I change the rent, tenants or a tenancy from the portal?

No — those are managed by your property manager. The portal lets you review your properties, statements, inspections and documents, and approve or decline the maintenance your manager sends you. For anything about the tenancy itself, contact your property manager directly.

Can I upload my own documents?

Yes — go to Documents, click Upload, choose whether to attach the file to a property or the agency, give it a name and upload a PDF.

The Owner Portal

Frequently asked questions