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 card.

Add an account

In the Your Accounts card, 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), enter your Signature (HTML) and click Save.

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.

Note: Filing an email against a timeline is how it's recorded against that tenancy, owner or supplier. An email lands in Unmatched Emails when the sender's or recipient's address isn't linked to any record yet, so Keyhook can't file it automatically.

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 and compose email from your synced accounts without leaving Keyhook.
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.

What can I file an email against?

A Tenancy, a Property Owner or a Supplier. Pick the type from the dropdown in the Select a Timeline window, then search for the specific record.

Can I file more than one email at once?

Yes — tick several emails' checkboxes, then use Select Email Actions → Move to timeline. You can also select more than one record in the Select a Timeline window to file the emails against each of them.

What does sharing a mailbox do?

It lets other members of your agency send email as that address. Click Share on the account's row to turn it on and Make Private to turn it off. Keep personal inboxes private and only share team mailboxes.

Why can't I manage email accounts on my phone?

The synced-accounts page is desktop only — on a phone it shows "Available only on desktop". Connect and manage your mailboxes from a computer.