Set Up Your Agency

Overview

To set up your agency, click the Agency menu → the Edit Agency card, then work through the cards — General details, Tenant Experience, Appearance, Default management fees and Inspection settings — clicking Save on each as you go.

Open your agency settings
1
Open the Agency page
From the left sidebar, click Agency.
2
Open Edit Agency
Under the System heading, click the Edit Agency card to open your agency settings.

Note: Only Principal users see the Edit Agency card and can change these settings — other users on your agency won't have access.

Enter your agency's general details
1
Enter your agency names
In the General details card, enter your Trading name (your full legal company name, used on legally binding paperwork) and your Display name (the name shown everywhere else). Both are required.
2
Add your contact details
Add your agency Email, Phone number and Address — these are optional but identify your agency to owners and tenants.
3
Add your Tenancy Services Landlord Ids
If you have them, enter your 8-digit Landlord Id, 7-digit Landlord Id and Landlord Contact Id from Tenancy Services. These are optional and used when filing bonds.
4
Save
Click Save.

Note: Building a new tenancy agreement needs a complete agency profile — including your trading name, address, email and phone — so fill these in before you set up a tenancy, or the signing step stays hidden until they're added.

Set the tenant congratulations message
1
Write the agreement signed message
In the Tenant Experience card, fill in the Agreement signed message — this is what tenants see on the congratulations page after they sign their tenancy agreement and bond paperwork. Use it to tell them what happens next. This field is required.
2
Save
Click Save.
Add your logos and colours
1
Upload your logos
In the Appearance card, set your Main logo (a rectangle logo used in email templates and notices) and your Square logo (used in rental advertisements on third-party sites).
2
Choose your theme colours
Set Would you like to customise the colours for your agency? to Yes, then pick a Primary colour and Secondary colour (each a valid HEX code). Leave it on No to use Keyhook's default colours.
3
Adjust the owner statement (optional)
With colour customisation turned on, you can also choose the Statement logo position (Centre or Left) and, to recolour the statement text, turn on Would you like to override the primary text colour in statements? and set a Statement text colour. The preview below updates so you can check the text still contrasts with the background.
4
Save
Click Save.

Note: Your theme colours apply to what owners, tenants and suppliers see, including statements, reports, public pages and every email Keyhook sends for you. They mostly leave your own workspace alone.

Set your default management fees
1
Set the management and maintenance fees
In the Default management fees card, set the management and maintenance fees. Each fee is two fields — a type dropdown and an amount (for example Management fee type plus Management fee amount, and Maintenance fee type plus Maintenance fee amount): choose Fixed or Percentage and enter the amount. Both are required.
2
Set the letting and water fees
Set the letting and water fees the same way, each with its own type and amount fields (Letting fee type/Letting fee amount and Water processing fee type/Water processing fee amount). For letting, choose whether to Bill letting fees automatically? and whether to Require approval for letting fees charges?
3
Set the inspection fee and categories
Enter the Inspection fee (required), and optionally list your Invoice categories as a comma-separated list.
4
Save
Click Save.

Note: These are the defaults applied to every new property — you can override any of them when you set up an individual property. The inspection fee is entered GST exclusive.

Set your default inspection settings
1
Set the default inspection times
In the Inspection settings card, set a default Start Time and End Time (24-hour format) for new inspections. These are optional.
2
Set up automatic inspection charging
On the card, Require approval for automatic inspection charges appears first (choose Approval Required or Approval Not Required), then Automatically charge for: where you pick the inspection types to charge automatically — Entry, Routine and/or Exit. The two controls gate each other and each reads the other's saved value, so set one, Save, then reopen the card to set the other.
3
Carry notes across inspections (optional)
Turn on Copy notes from previous completed inspection to pre-fill new inspections with the text notes from the most recent completed inspection for the same tenancy (photos aren't copied).
4
Save
Click Save.
Good to know
  • Agencies with the portfolio-branding feature enabled see an extra Brands card between Appearance and Default management fees; it's hidden for agencies without the feature.

Frequently asked questions

Who can edit the agency settings?

Only Principal users. The Edit Agency card only appears on the Agency page for principals, so other team members can't change these settings.

Which fields do I actually have to fill in?

The required ones are Trading name and Display name (General details), the Agreement signed message (Tenant Experience), and all of your default fees. Contact details, Landlord Ids, logos and inspection settings are optional.

Where do my logos and colours actually appear?

In a lot of places. The Main logo shows on owner statements and reports, tenancy agreements, notices, invoices and the body of every email Keyhook sends for you. The Square logo is used as your agent profile photo in rental advertisements on third-party sites. Your theme colours run through owner statements and reports, public pages such as the 360 inspection viewer, and your emails.

Note: To see more information on where exactly the branding shows, please see the dedicated article Where your agency branding appears.

Can I use different fees for one property?

Yes. The fees here are defaults applied to every new property — when you set up an individual property you can override any of them for that property only.

Do I enter the inspection fee with or without GST?

Without GST — the Inspection fee is entered GST exclusive, as the field notes.

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