Find Tenant or Owner Information

Overview

To look up a tenant or owner, click Directory in the left menu → type a name or the property address in the Search box → click the contact you want, then use Email, Call or Text to reach them. You can also jump straight to a person, property or supplier from anywhere in Keyhook with the Search… box at the top of the left menu (⌘K / Ctrl K).

Search for a contact

1
Open the Directory
In the left menu, click Directory. Until you search, the page just prompts you to enter a search term.
2
Start typing
In the Search box, start typing a tenant or owner name, or the property address. Results appear as you type, grouped by property. To clear a search that returned nothing, click Clear search.

Note: The Directory is built from your tenancies, so a property and its owner only appear once that property has a tenancy set up. A brand-new property with no tenancy yet won't show.

Search from anywhere

Keyhook has a search box in the left menu that works from any page. Use it when you know who or what you want and just need to get to them. It reaches properties, tenants, owners, suppliers and users, whether or not the property has a tenancy, and it offers the actions you'd usually take next. The Directory, above, is the better tool when you want to see everyone attached to one property side by side.

1
Open search
Click Search… near the top of the left menu, or press ⌘K on a Mac or Ctrl K on Windows.
2
Type at least two characters
Results appear as you type and are grouped under Properties, Tenants, Property Owners, Suppliers and Users. Search covers the portfolio you currently have selected, and shows the closest 20 matches.
3
Pick a result to see its actions
Click a result and Keyhook offers the things you'd usually want next. For a tenant that's View Profile, Tenancy Overview, View Property, Create Tenant Invoice, Tenancy Setup and Send Email. Use ↑↓ to move, ↵ to choose, ⌫ to go back and esc to close.
Read a result

A Directory search returns one card per property, not one row per person. Here's how to read a card.

1
Find the property
Each Directory result is headed by the property address, which links through to the property. Its owner and tenants are listed underneath.
2
Tell owners and tenants apart
On each property card the Owner sits in its own group with a star on their photo, and the tenants are grouped under their tenancy, for example "Tenants for current tenancy". Every contact shows the same five icons underneath their name, for chat, email, phone, text and notes. A green tick means Keyhook holds that detail for them, a red cross means it doesn't, so you can see at a glance how you'll be able to reach someone. The chat icon means the contact has a Keyhook login; in-app messaging has been retired, so reach them by email, phone or text.

A Directory search can return more property cards than fit on one page. Use the pager at the bottom to move through the rest.

Open a contact and reach them
1
Open the contact
Click a contact to open a panel showing their name, role, email, phone number and any notes recorded against them. Clicking the contact's name instead opens a smaller profile card with their secondary emails, bank account details, notes and a View tenant profile / View owner profile link.
2
Copy a detail
Click the copy icon beside the email or phone number to copy it to your clipboard.
3
Email, call or text them
Use the Email, Call or Text button. A button is greyed out when that detail isn't on file, with a tooltip saying the method is unavailable for that contact.
View a property's access details
1
Open the access details
When a property has access details recorded, a View access details button appears on the result. Click it to read the recorded notes (for example a lockbox code) in a popup, then close it when you're done.
Good to know
  • In-app messaging has been retired. The chat icon you see on a contact tile is only an indicator that they have a Keyhook login. The contact panel offers Email, Call and Text only.
  • A contact's profile card shows bank account name and number. Crop those out of any screenshot you share.

Frequently asked questions

Should I use the Directory or the search box in the menu?

Use the Directory when you want to see everyone attached to a property side by side, with their contact methods and the property's access details. Use the Search… box (⌘K / Ctrl K) when you know who or what you want and just need to get there. It also finds suppliers, users and properties that have no tenancy yet, which the Directory can't show.

Why can't I find a particular property or owner?

The Directory is built from your tenancies, so a property and its owner only appear once the property has a tenancy set up. If a property has no tenancy yet, set one up and it will show. A property with no tenancy will still come up in the Search… box.

Why are the Call and Text buttons greyed out?

Those actions need a phone number on file. If none is recorded for that contact they're disabled, and a tooltip explains the method is unavailable. Add a phone number to the tenant or owner record to enable them.

What happens when I click Email?

If you've connected an email account in Keyhook, it opens the in-app compose window pre-filled with the contact's address. If you haven't, it opens a new message in your computer's default mail app instead.

Can I edit someone's contact details from the Directory?

No. The Directory is for looking people up and reaching them. To change a contact's details, open the relevant tenancy (for tenants) or the property owner record (for owners). The quickest way there is to click the contact's name and use the View tenant profile / View owner profile link.

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