Using Tables

Overview

Every list in Keyhook — properties, tenancies, owners and more — is a table you can shape to how you work. Type in the Search table… box to find a record → click a column's settings icon to Sort or Filter → use Columns to show and reorder columns → Group By to group rows, then save your layout as a Template or pull the data out with Export.

Find and open a record

Search the table

In the Search table… box at the top left, start typing — a tenant's name, a property address or an owner's name. The table filters as you type, so there's no need to press Enter.

Open a record from a blue link

Values shown in blue are links. Click one — such as a tenant or property — to jump straight to that record. The row you came from stays highlighted in yellow so you can find your place when you come back.

Or open the whole row

On most lists you can click anywhere on a row — not just the blue text — to open that record's main page.

Sort and filter a column

Open the column's settings

At the right of a column heading, click its settings icon. The icon turns blue whenever that column has a sort or filter applied.

Sort the column

Under Sort, choose Asc or Desc. To go back to the default order, reopen the menu and click Clear Sort.

Filter the column

Under Filter, set the condition — the options match the column type: text, a number or currency range, a date range, or a tick-list for status and select columns.

Choose which columns show

Open Columns

Click the Columns button (top right of the table) to open the Configure Columns panel.

Show or hide a column

Tick a column to show it, or untick it to hide it. Use the Search columns… box to find one quickly in a long list.

Reorder the columns

Drag a column up or down by its handle — that sets the order they appear left to right in the table.

Freeze or hide from the heading

From a column heading's settings icon you can also choose Freeze column to keep it in view while you scroll sideways (Unfreeze column to release it), or Hide to drop it from view.

Group the rows

Open Group By

Click the Group By button and pick a column to group on — for example suburb or status. The rows collapse into expandable groups.

Clear the grouping

Open Group By again and click Clear to return to a flat list.

Note: Grouping is worked out in your browser, so Keyhook has to load the whole filtered list first. If the filtered set is very large, that's too much to load — grouping is held back, the table stays ungrouped, and a message asks you to narrow the list with filters and try grouping again.

Save your layout as a template

Set the table up first

Get the columns, filters, sort and grouping the way you want them for this view.

Open Templates and save

Click the Templates button, then Save, and give the template a name. It stores your columns, filters, sort and grouping together.

Reapply a template later

Open Templates and click any template under Private, Shared or System to apply it. On your own (Private) templates, the ⋮ menu lets you Rename, Update, Share, Duplicate, Pin or Delete it; on Shared templates you can only Pin or Duplicate, and on System templates only Pin.

Get back to the default

Click the Reset button, or open Templates and choose System Default.

Note: A template is Private to you until you open its ⋮ menu and choose Share — a shared template is then visible to everyone in your agency. System templates are built in and can't be edited.

Select rows and run a bulk action

Select the rows

Where a table supports it, tick the checkbox at the start of each row you want, or the checkbox in the header to select every row on the current page.

Run the action

Click the Actions button (top right) and choose what to do with the selected rows.

Note: On larger tables the header checkbox only selects the rows on the current page. To act on the whole filtered list, click Select all … matching rows in the banner that appears above the table.

Export the table

Open Export

Click the Export button (top right of the table).

Pick a format

Choose from the formats offered — typically CSV, XLSX, PDF Portrait and PDF Landscape, though some tables offer only a subset (for example PDF only). The file downloads with a name like export-2026-07-16 (an "export-" prefix plus today's date).

Note: The export includes only the rows left after your filters and search, and only the columns you have showing — set those before exporting. On a large table, click Select all … matching rows first so every matching row is exported, not just the current page.

Frequently asked questions

Do my changes to a table stick?

Your sorting, filters and column choices are remembered for that table while you're working, but they reset when you click Reset. To keep a setup for good, save it as a Template.

What's the difference between a template and a filter?

A filter narrows what you see right now and is temporary. A Template saves the whole layout — columns, filters, sort and grouping — so you can reapply it any time, and even share it with your agency.

Why is the Group By button missing on some tables?

Grouping runs in your browser, so it isn't offered on every table. The Group By button only appears on tables built for grouping that have at least one groupable column. Even where it appears, grouping a very large filtered set is capped — the table stays ungrouped and asks you to narrow the list with filters first.

Who can see a template I save?

Only you, until you Share it from its ⋮ menu — a shared template is then visible to everyone in your agency. System templates are built in for everyone and can't be changed.

How do I get back to the standard view?

Click the Reset button, or open Templates and choose System Default.