Portfolios

Overview

To manage portfolios, open the Agency menu → Portfolio Management. Your portfolios are listed down the left-hand side; click one to see its properties. Use the Actions button → New Portfolio to create one, drag properties onto a portfolio in the list to fill it, and Manage Users to assign managers. Use Actions → Manage groups to bucket portfolios under headings. Switch which portfolios you're viewing from the portfolio picker in the bottom-left menu. Grouped portfolios also roll up into their own totals in Agency Performance.

Create a portfolio
1
Open Portfolio Management
From the sidebar, open the Agency menu and click Portfolio Management ("Assign properties and users to portfolios").
2
Start a new portfolio
Click the Actions button (top right) and choose New Portfolio, or click New above the portfolio list. The Portfolio window opens.
3
Name it
Enter a Portfolio Name. This is the only required field.
4
Pick a group
If your agency uses portfolio groups, choose one from the Group dropdown, or leave it on No group.
5
Save
Click Save. The new portfolio appears in the list, ready for you to add properties and managers.

Note: Portfolio Management is only available to Principal users. If you can't see it, ask a principal in your agency to set it up.

Assign or move properties between portfolios
1
Find the properties
On the Portfolio Management page, click the portfolio a property is currently in from the list on the left (every unfiled property sits in Unassigned Properties at the top). Use Filter portfolios... to find a portfolio by name, and Search table... to narrow its properties.
2
Select them
Tick the checkbox beside each property you want to move, or use the header checkbox to select every property on the page. The selection belongs to the portfolio you're in, so clicking another portfolio clears it.
3
Drag them across
Drag the ticked rows onto another portfolio in the left-hand list and drop when it shows Drop here. Dragging a row you haven't ticked moves just that one.
4
Or use the dropdown
Open the Move selected properties to: dropdown in the bar under the portfolio's name and choose the destination portfolio (or Unassigned to remove them from any portfolio). Keyhook reassigns them and clears your selection.

Note: A property belongs to exactly one portfolio. Moving it into a new portfolio removes it from its old one.

Assign property managers and notifications
1
Open Manage Users
Click the portfolio in the left-hand list, then click Manage Users in the header above its properties, or + Add user on the Assigned users row. The Assign Users window opens.
2
Add a manager
Under Assign a user (or Assign another user), search the dropdown and pick the property manager. Repeat for each manager. A portfolio can have as many as you need. A property manager without Principal Rights only sees the portfolios they're assigned to, so to let them see every portfolio, add them to each one.
3
Set their notifications
Each assigned user has a Notifications switch, on by default. Turn it off for a manager who shouldn't be notified about this portfolio's work. Use Remove to take a manager off the portfolio.
4
Save
Click Save. The portfolio's row shows each assigned manager's avatar.

Note: If the Assigned users row reads Nobody is assigned, nobody gets notified, no one is being told about that portfolio's work.

Rename or remove a portfolio
1
Rename it
Click the portfolio in the left-hand list, click Edit in its header, change the Portfolio Name (and its Group, if your agency uses groups) and click Save.
2
Remove it
Click Remove in the portfolio's header, then confirm in the Remove Portfolio prompt. Every property in it is moved back to Unassigned Properties. Nothing is deleted.

Note: The Unassigned Properties portfolio can't be edited or removed. It always sits at the top and holds every property not filed into a portfolio.

Group your portfolios
1
Open Manage groups
On Portfolio Management, click the Actions button and choose Manage groups.
2
Add a group
Type a name under Add a group and click Add. Each change saves as you make it.
3
Rename or remove a group
Rename changes the name on every portfolio in the group. Remove ungroups its portfolios; the portfolios themselves are kept.
4
File a portfolio into a group
Click Done, then click the portfolio → Edit → pick its Group → Save.

Note: Groups show in the left-hand list and in every portfolio dropdown, in the same order: group names A to Z, portfolios A to Z within each, and Ungrouped last.

Switch which portfolios you're viewing
1
Open the portfolio picker
Open your user menu at the bottom-left of the sidebar and click the portfolio picker (it shows All portfolios, a portfolio name, or how many are selected).
2
Choose what to see
Tick All portfolios to see everything, or tick individual portfolios to scope Keyhook to just those. If your agency uses groups, the portfolios are listed under their group headings here too, and ticking a heading selects the whole group. Keyhook then filters your dashboard, properties and reports to the selected portfolios.

Note: Changing the selection reloads Keyhook's data. The whole app re-scopes to the portfolios you pick, so switch here when you want to focus on one part of the agency.

Good to know
  • A user's Primary Portfolio (the portfolio shown first when they sign in) is set per user under Agency → User Management, not on the portfolio itself.
  • You can also turn a manager's portfolio notifications on or off from their permissions in User Management; it's the same setting as the Notifications switch in Manage Users.
  • The footer under the portfolio list shows your total property count and how many are still unassigned.

Frequently asked questions

Can I assign more than one manager to a portfolio?

Yes. In Manage Users, keep adding managers under Assign another user. A portfolio can hold as many as you need, each with their own Notifications setting.

What happens to the properties when I remove a portfolio?

They're moved back to Unassigned Properties. Removing a portfolio never deletes properties, managers or their data.

How do I stop a manager being notified about a portfolio?

Open Manage Users for that portfolio and turn off the Notifications switch next to their name, then Save. They stay assigned but stop receiving that portfolio's notifications.

Why can't I find Portfolio Management?

It's a Principal-only page under the Agency menu. If you don't have principal rights you won't see Portfolio Management. Ask a principal in your agency.

Can I drag properties between portfolios?

Yes. Tick the rows and drag them onto a portfolio in the left-hand list. Move selected properties to: does the same without dragging.

What is a portfolio group?

A heading that buckets portfolios together, for agencies with several offices or areas. A portfolio belongs to one group.

Can I report on a group rather than one portfolio at a time?

Yes, and you don't need to pick them one at a time. Open Agency Performance. On Win/Loss, switch Show by from Portfolio to Group. Moves between portfolios inside the same group cancel out, so you see the group's real net change. On Fee Summary, each group has its own subtotal row. Both tables export to CSV or Excel.

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