Manage Emails

Overview

To file a synced email, open the Emails menu → Unmatched Emails → tick the email(s) → Select Email Actions → Move to timeline, then pick Tenancies, Property Owners or Suppliers, choose the record and click Add. Connect a mailbox first under Emails → Manage Accounts → Add account.

Connect an email account

Open Manage Accounts

From the left-hand menu, open Emails and click Manage Accounts. Your synced mailboxes are listed under the Your Accounts section.

Add an account

In the Your Accounts section, click Add account (top right).

Sign in to your email account with your provider (for example Gmail or Outlook) and grant Keyhook permission to sync it. The mailbox then appears in the table with a green Authorized tick in the Permission column.

Note: Managing synced accounts is only available on desktop, on a phone the page just shows "Available only on desktop".

Manage a synced account

Set an email signature

In the account's row, click Set signature (or View signature if one exists), build your signature on the Visual tab or paste your own HTML on the HTML tab, then click Save. See Email Signatures for the full walk-through.

Share it with the agency

Click Share to let other agency members send email from this address, then confirm. The button changes to Make Private, which hides it from them again.

Reauthenticate if prompted

If the Permission column shows Authentication Required instead of the green tick, click it (or Reauthenticate) and sign in again to restore syncing.

Revoke access

To stop Keyhook syncing a mailbox, click the trash icon in its row to open Remove permissions, then click Revoke.

Note: Sharing a mailbox lets any agency member send email as that address, so only share a team or shared mailbox, not your personal inbox.

Match an unmatched email to a timeline

Open Unmatched Emails

From the left-hand menu, open Emails and click Unmatched Emails. The emails Keyhook synced but couldn't automatically link to a record.

Find the email

Use the Inbox and Sent Emails tabs to switch views, then click an email to preview its full contents in the panel on the right.

Select the emails to file

Tick the checkbox beside each email you want to file. Ticking a thread's top email selects its replies too.

Move them to a timeline

Click Select Email Actions and choose Move to timeline. (This button stays greyed out until at least one email is ticked.)

Choose the timeline type

In the Select a Timeline window, pick Tenancies, Property Owners or Suppliers from the dropdown.

Pick the record

Search for and select the tenancy, owner or supplier to file the email against. You can add more than one.

Add

Click Add. The emails move onto that timeline and drop off the Unmatched Emails list.

Using the Client inbox (beta)

Open the Client inbox

From the left-hand menu, open Emails and click Client, marked BETA. Your synced mailboxes open as a full inbox, so you can read, reply, forward and compose without leaving Keyhook.

Find the email you want

Use the folder dropdown at the top of the email list to move between Inbox, Unread, Starred and Archived, plus any folders that came from your email provider. Click Sync Folders to refresh that list from the provider.

Open an email and these actions sit across the top of it:

Move puts the email into one of your mailbox folders. The button only appears if that mailbox has folders.
Archive takes the email out of the Inbox and into the Archived view. Nothing is deleted, and you can open it again from the folder dropdown.
Delete removes the whole thread from your mailbox. That is not the same as Delete on the Unmatched Emails list, which only clears the Keyhook list and leaves your mailbox alone.
Star and Mark unread are the usual mailbox flags.
Reply, Reply All and Forward send from the connected account.

Important: Archiving or moving an email in the Client inbox does not put it on a timeline, and does not take it off one. Those actions only tidy your mailbox, the same as they would in Gmail or Outlook. Keyhook files an email against a tenancy, owner or supplier automatically when it recognises the address, and anything it can't match waits in Unmatched Emails. To file one yourself, use Emails → Unmatched Emails → Move to timeline.

Delete unmatched emails you don't need

Select the emails

On the Unmatched Emails list, tick the emails you don't want to keep.

Delete them

Click Select Email Actions and choose Delete. The emails are removed from the list.

Note: This only clears the email from Keyhook's Unmatched Emails list. It doesn't delete anything from your actual mailbox.

Good to know

Keyhook also has a full email inbox, the Client tab (currently in beta) under the Emails menu, where you can read, compose, reply and forward from your synced accounts without leaving Keyhook. Its Move, Archive, Star and Delete actions work on your mailbox, just like your normal email, and are separate from filing an email to a timeline. See Using the Client inbox (beta) above.
Reusable email wording lives under Emails → Templates.

Frequently asked questions

What are unmatched emails?

They're emails synced from your connected mailboxes that Keyhook couldn't automatically link to a record. Keyhook matches emails by the sender's and recipient's addresses, so anything from an address it doesn't recognise lands in Unmatched Emails for you to file by hand.

I archived an email but it's not on a timeline, why?

Archiving is a mailbox action, not a filing action. It moves the email into your Archived view and leaves every timeline untouched. Open the folder dropdown and choose Archived to find it again. To record the email against a tenancy, owner or supplier, use Emails → Unmatched Emails → Move to timeline.

What's the difference between Move and Move to timeline?

Move, in the Client inbox, shifts the email between your own mailbox folders. Move to timeline, on the Unmatched Emails screen, records it against a tenancy, owner or supplier so it shows on that record. Only the second one changes anything in Keyhook.