Users & Permissions

Overview

To add someone to your agency, click Agency in the sidebar to open the Agency overview page → under System, click the User Management tile → Invite User → enter their Name and Email → click Send Invitation. Once they accept, open their permissions from the Agency Members list to control what they can do.

Invite a user

Open User Management

In the left sidebar, click Agency — this is a flat link that opens the Agency overview page (there's no expandable menu). On that page, under the System section, click the User Management tile (it only appears for users with Principal Rights). The page opens with a Security card, an Agency Members list and a Pending Invitations list.

Start the invite

In the Pending Invitations card, click Invite User (top right of the card).

Enter their details

In the Invite User window, enter the person's Name and Email. Both are required.

Send the invitation

Click Send Invitation. Keyhook emails them a link to sign up and join your agency, and they appear under Pending Invitations until they accept.

Note: Inviting users requires Principal Rights — any member granted Principal Rights (not just the agency owner) can invite. The crown icon simply marks the owner; it doesn't gate this. The person you invite must not already have a Keyhook account — the invite is a fresh sign-up link, so an existing user can't accept it.

Set a user's permissions

Open the user's permissions

In the Agency Members list, find the member and click the permissions (padlock) icon in their Actions column. The User Permissions window opens.

Grant global access

Turn on Global Inspections to let them access inspections for every property regardless of portfolio, and Global Finance to let them reconcile and make payments.

Grant admin rights if needed

Turn on Principal Rights to give the user full admin control over the agency (including reaching this User Management page). Leave it off for a standard user.

Set their primary portfolio

Under Primary Portfolio, pick the portfolio that always shows first when the user logs in.

Adjust portfolio notifications

If the user has portfolios, a Portfolio Notifications list appears — switch notifications on or off for each portfolio.

Save

Click Save. The member's enabled permissions (Inspections, Finance, Principal) then show in the Permissions column of the Agency Members list.

Note: A new member joins with no permissions at all until you grant them here. Principal Rights hands over full admin control of the agency, so give it out sparingly.

Edit or cancel a pending invitation

Find the invite

In the Pending Invitations list, find the row for the person you invited.

Fix a wrong name or email

Click the edit (pencil) icon, correct the Name or Email, and click Send Invitation again to update the invite.

Cancel the invite

Click the delete (trash) icon and confirm to withdraw the invitation. You can invite the person again later with the right details.

Remove a user from the agency

Find the member

In the Agency Members list, find the user you want to remove.

Remove them

Click the remove (trash) icon in their Actions column, then click Remove in the confirmation to confirm.

Note: Removing a user immediately cuts off their access to the agency. You can't remove any member who has Principal Rights (which includes yourself and the agency owner) — to remove such a member, first turn off their Principal Rights.

Frequently asked questions

Who can invite and manage users?

Reaching the User Management page needs Principal Rights — other members are redirected away. Inviting users, setting permissions, removing members and managing agency security all require Principal Rights — any member granted Principal Rights (not just the agency owner) can perform them. The crown icon just marks the owner; it isn't what unlocks these actions.

What do the permission options mean?

Global Inspections gives access to inspections for every property regardless of portfolio; Global Finance unlocks finance functions like reconciliation and making payments; Principal Rights grants full admin control of the agency.

Can I invite someone who already has a Keyhook account?

No. The invitation is a sign-up link for a brand-new account, so the person you invite can't already have a Keyhook login. Ask them to use an address that isn't already registered.

What is a primary portfolio?

It's the portfolio a user sees first each time they log in. Set it in the User Permissions window under Primary Portfolio; they can still switch to other portfolios they have access to.

What happens when I remove a user?

They immediately lose access to the agency and can no longer log in to it. Nothing you can't undo by re-inviting them, but note you can't remove any member who has Principal Rights (including yourself and the agency owner) — turn off their Principal Rights first.