Send-From Email Addresses

Overview

To set up the addresses your agency sends automated email from, open the Agency menu → the Email Management card, connect and verify your sending domain (a one-time DNS setup), then add a send-from address to a portfolio → pick the verified Domain → enter the Email address and a Sender Name → Save, and enter the 4-digit code Keyhook emails you to verify the address.

Connect and verify your sending domain

Open Email Management

From the sidebar, click Agency, then open the Email Management card. This opens the Manage Emails page.

Add your domain

In the Domains card, click Add an email domain, then enter your Email domain (for example propertymanagers.com).

Save the domain

Click Save. The new domain appears in the Domains card, ready to verify.

Add the DNS records

On the domain's row, click Verify. The Verify Email Domain window lists the values to add at your DNS provider — a TXT (DKIM) record and a CNAME (Return-Path) record. Copy each Hostname and its value into your DNS provider.

Verify the domain

Back in the Verify Email Domain window, click Verify. If it isn't confirmed straight away you can navigate away — Keyhook keeps checking and notifies you. A green tick in the Domain Verified column confirms it's ready.

Note: Emails can only be sent from a domain once it has been verified. Adding and verifying domains can be done by any property management user — only the agency-wide email address is limited to Principals.

Add a send-from address for a portfolio

Find the portfolio

On the Manage Emails page, scroll to the Email addresses for [portfolio] card for the portfolio you want, then click Add email address.

Choose the domain

Open the Domain list and select one of your verified domains. Pick this first — the other fields stay locked until a domain is chosen.

Enter the email address

In Email address, type the address (for example sam@). When you type the @ symbol, Keyhook fills in the selected domain for you.

Add the sender name

In Sender Name, enter the display name recipients will see (for example your agency or team name). This is optional — if you leave it blank, Keyhook uses your agency's display or trading name.

Choose the email categories

Under Email Categories, select which automated emails send from this address — Chat, Inspections, Listings, Payments, Maintenance Requests and Tenancies. This is optional, and you can select more than one. Each category can be assigned to only one address per portfolio — picking a category already used by another address in the same portfolio will be rejected when you save.

Save

Click Save. Keyhook saves the address and emails a verification code to it — the Verify your email address window opens next.

Note: An address can't send email until both its domain is verified and the address itself is verified (see the next section). The Email address must be unique — it can't already be in use on another address.

Verify the send-from address

Open the verification window

After you save, the Verify your email address window opens automatically. If you chose Verify Later, reopen it by clicking the unverified address's row in its card.

Enter the 4-digit code

Keyhook emails a 4-digit code to the new address. Enter it in the code field. If it hasn't arrived, check the inbox's spam folder or click Resend Confirmation Code (you can resend once every 60 seconds).

Confirm

Click Verify Email. Once confirmed, the address is ready to send from.

Note: This per-address code is separate from the DNS domain verification — every send-from address you add has to be verified this way before Keyhook will send from it.

Set the agency-wide send-from address

Start the agency email

On the Manage Emails page, click the Add agency email address action at the top of the page (visible to Principals only, while no agency address is set yet). The Agency email address card itself only appears once an address exists, so on first-time setup you start from this top button, not a card.

Fill in the details

Fill in the Domain, Email address and Sender Name the same way as a portfolio address. There are no email categories on the agency address.

Save the agency email

Click Save. Keyhook saves the address and emails a verification code to it.

Verify the address

Enter the 4-digit code Keyhook emails you and click Verify Email — the same verification as a portfolio address.

Note: The agency email address is the fallback sender for anything not tied to a portfolio. Only Principal users can add it, and the option only appears while no agency email address has been set yet.

Edit or remove an address

Reopen the address

In the address's card, click the address's row to reopen the form. You can change the Sender Name or Email Categories; the address and domain become fixed once the address is verified.

Delete an address

To stop sending from an address, use the delete (trash) icon on its row and confirm. Removing an unused domain works the same way from the Domains card.

Frequently asked questions

Why can't I send from my new address yet?

Two things must both be true: the address's domain is verified (the one-time DNS setup, shown by a green tick in Domain Verified), and the address itself is verified with the 4-digit code Keyhook emailed to it.

What's the difference between a portfolio address and the agency email address?

A portfolio address is the sender for a specific portfolio and lets you route automated emails by category. The Agency email address is the fallback used for notifications that aren't specific to any portfolio.

What do the email categories do?

They control which automated emails go out from that address — Chat, Inspections, Listings, Payments, Maintenance Requests and Tenancies. They're optional and only appear on portfolio addresses, not the agency address.

I didn't receive the verification code — what can I do?

Check the address's spam or junk folder, then click Resend Confirmation Code (available once every 60 seconds). You can also click Verify Later and finish verifying by reopening the address from its card.

Who can set these up?

Adding and verifying domains, and managing portfolio send-from addresses, can be done by any property management user. Only the agency-wide email address is limited to Principal users.