Keys

Overview

To track keys, record a key on the property under Property key details in Property Setup, then check it In or Out whenever it changes hands. Quickly from global search (⌘K / Ctrl+K) → Key check in / out, inline from the Properties table, or in bulk from Inspections or Viewings. Add the key columns to the Properties table to see who holds every key.

Record a key on the property

Open the property's setup

From the left menu, click Properties and select the property, then open Property Setup and go to the General property details section.

Turn the key on

Scroll to Property key details and set Does this property have a key? to Yes. The remaining key fields only appear once this is Yes.

Set the current state

In Is key checked in?, choose Key is checked in or Key is checked out.

Add the key number and notes

Enter the Key number (for example Key-1234), and use Key notes to record anything about the key, including who currently holds it.

Save

Click Save and continue. The key is now recorded on the property and appears in the timeline and the key columns on the Properties table.

Note: There is no separate key-holder field. Record who currently holds the key in Key notes.

Check a key in or out quickly

Open global search

Press ⌘K (Mac) or Ctrl+K (Windows), or click Search... in the sidebar, to open global search.

Find the property

Type the property address, then select it from the results to open its quick actions.

Open Key check in / out

Choose Key check in / out. The modal shows the property's key number and whether it's Currently checked in or Currently checked out.

Set the new state and add a note

Use the Key state toggle to pick In or Out, then type a Key notes entry. A note is required (for example who you handed the key to).

Save

Click Save. The modal closes, the new state is recorded, and the note is saved against the key.

Note: Key check in / out only appears in a property's actions once a key has been recorded on it (see the section above).

Check out keys in bulk

Open the list you're working from

From the left menu, open Inspections and pick the Open or Completed tab, or open Listings → Viewings and pick the Upcoming or Expired tab.

Select the rows

Tick the inspections or viewings whose properties you're picking up or dropping off keys for.

Open Check out keys

Click the Check out keys bulk action. Keyhook lists how many unique properties are covered by your selection.

Set the state and notes

Use the Key state toggle to set the keys to In or Out, and add optional Key notes (leave blank to clear the existing note).

Run the update

Click Continue to update every selected property at once.

Note: Any selected row whose property has no key on file is listed as blocked, and Continue stays disabled until you deselect it or record a key on that property first. Bulk Check out keys is on the desktop table only. It isn't available on the mobile Viewings view.

See who holds your keys (keys report)

Open the Properties table

From the left menu, click Properties to open the table of all your properties.

Add the key columns

Click Columns and switch on Key Number, Key Checked In and Key Notes so they show in the table.

Filter to what you need

Filter Key Checked In to find keys that are out (or in), or filter Key Number to locate a specific key. A green tick means checked in and an orange cross means checked out.

Update from the table

You can edit Key Checked In and Key Notes directly in the table to check a key in or out without opening the property. Key Number is read-only here. Change it in Property Setup.

The same Key Number and Key Checked In columns can also be switched on in the Inspections and Viewings tables, so you can see key state while you plan a run.

Frequently asked questions

Where do I first add a key?

In Property Setup under General property details → Property key details. Set Does this property have a key? to Yes and the Key number, checked-in state and Key notes fields appear.

How do I record who is holding a key?

There's no dedicated key-holder field. Note it in Key notes when you check the key in or out. The quick Key check in / out modal requires a note every time, so the handover is always captured.

Why can't I see the Key check in / out action for a property?

That action only shows once a key has been recorded on the property. Add one in Property Setup under Property key details, then it appears in the property's global-search actions.

Can I check keys in or out for several properties at once?

Yes. On the Inspections page or the Viewings page, select the rows, click Check out keys, set the Key state and click Continue. Every selected property gets the same state. Any selected property with no key on file is flagged and blocks the update. Deselect those rows (or record a key first) before Continue becomes available.

How do I run a report of all my keys?

Open the Properties table, click Columns and turn on Key Number, Key Checked In and Key Notes, then filter by Key Checked In to see which keys are in or out across your portfolio.

Set Up a Property → Where you first record a key on a property.
Using the Inspections Table → Where you select the inspections to check keys out in bulk.

Keys

Frequently asked questions

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