Portfolios

Overview

To manage portfolios, open the Agency menu → Portfolio Management, then use the Actions button → New Portfolio to create one, tick the properties you want and use Move selected properties to: to fill it, and Manage Users to assign managers. Switch which portfolios you're viewing from the portfolio picker in the bottom-left menu.

Create a portfolio

Open Portfolio Management

From the sidebar, open the Agency menu and click the Portfolio Management card ("Assign properties and users to portfolios").

Start a new portfolio

Click the Actions button (top right) and choose New Portfolio. The Portfolio window opens.

Name it

Enter a Portfolio Name — this is the only required field.

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 the card, ask a principal in your agency to set it up.

Assign or move properties between portfolios

Find the properties

On the Portfolio Management page, expand the portfolio a property is currently in (every unfiled property sits in Unassigned Properties at the top). Use the Search properties… box inside a portfolio to filter by address, suburb or city.

Select them

Tick the checkbox beside each property you want to move, or use the header checkbox to select every property in that portfolio. You can tick properties across more than one portfolio at once.

Move them

Open the Move selected properties to: dropdown at the top of the page 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

Open Manage Users

Expand the portfolio and click Manage Users. The Assign Users window opens.

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.

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.

Save

Click Save. The portfolio's row shows each assigned manager's avatar.

Rename or remove a portfolio

Rename it

Expand the portfolio and click Edit, change the Portfolio Name and click Save.

Remove it

Click Remove, 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.

Switch which portfolios you're viewing

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).

Choose what to see

Tick All portfolios to see everything, or tick individual portfolios to scope Keyhook to just those. 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.

Frequently asked questions

Can a property be in more than one portfolio?

No — each property belongs to exactly one portfolio. Moving it into a new portfolio removes it from the old one. Properties not filed anywhere show under Unassigned Properties.

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 the Portfolio Management card — ask a principal in your agency.