Review and Finalise Inspections

Open the inspection to review

1

Open the property

From the left menu, click Properties, open the property the inspection was conducted at, then open its Inspections and click the inspection you want to review.

2

Move it into sign-off if needed

The sign-off section only appears once the inspection is Awaiting Sign Offs. If it's still Awaiting Inspection, finish reviewing every area, then click the Finish inspection button to move it into Awaiting Sign Offs.

3

Check what still needs doing

The inspection opens in the Select an area section. Areas already finished show a green border and tick; any without one still need reviewing.

Review and finish each area

1

Open an area

In the Select an area section, click an area to open it.

2

Check the photos, notes and actions

Go through the area's photos, notes and actions, and add anything missing while the inspection is still open.

3

Mark the area finished

Click Finish area. You return to the Select an area section and the area now shows a green border and tick. (Use Back to inspection instead to go back without marking it finished.)

4

Repeat for every area

Work through each remaining area until they all show the green tick.

5

Review any revisions

If items were amended after the inspection was conducted, a Revisions button (with a count) appears in the Select an area section. Click it to review the amended photos and actions before you sign off.

Note: Editing a finished inspection voids any signatures already added. If you change an item after someone has signed, everyone has to sign off again.

Add general comments

1

Open the comments

In the Select an area section, click General Comments.

2

Write your comments

Type any comments you want to show at the beginning of the report.

3

Save

Click Save. The General Comments button then shows a green border and tick.

Sign off and finalise

1

Find the sign-off section

Below the areas, find the Awaiting Sign Offs section.

2

Add your signature

Under Sign off on Inspection, add your Signature.

3

Finalise

Click Finalise inspection to record your sign-off.

Note: A routine inspection is marked complete as soon as you sign off. A single sign-off, yours, locks the report and shows it as complete. Entry (pre-tenancy) and exit (final) inspections need two sign-offs (yours plus the tenant's) but only when a tenant has been invited to the tenancy; if no tenant is invited, your sign-off alone completes it. For entry and exit inspections, if the tenant hasn't signed within 7 days of your sign-off, the system auto-signs on their behalf and the inspection completes automatically.

Preview, share and send the report

1

Preview the report

Click the Actions button (top right) and choose Preview Report to open the finished report in a new tab.

2

Open the share options

From the Actions button, choose Share Report to open the Share link window.

3

Copy the link or send it to the owner

Copy the Inspection link to share it with anyone, or add optional Notes and click Send to {owner}. The button shows the property owner's name (it only reads Send to owner when no name is available).

4

Confirm sending to the owner

Clicking the send button reveals an Are you sure you want to share this inspection with the owner? prompt. Click Confirm to actually email the report (or Cancel to stop). The owner receives an email with a View Inspection Report button that opens the report online. Nothing is attached to the email, but they can save a copy themselves: the report has a Print button that prepares a PDF.

5

What the owner sees

The link opens as a branded page, not a PDF: your agency's logo and contact details, the property address, the inspection type and date, your General Comments, then each room with its notes, photos and actions, and Sign Offs at the end. If you uploaded an external report instead of building one in Keyhook, the owner sees that file instead.

6

Print or download it

To keep a copy, open the report and use Print to save it as a PDF. The PDF includes every photo from the inspection, with the date and time each one was taken printed underneath it. The owner can do the same from the link you send them. The button is on the report itself and reads Preparing PDF... while it builds. It isn't there in the Keyhook app on a phone or tablet, only in a browser.

Note: The Actions button also offers 360 Preview (when the inspection has 360 panorama data), plus Copy-paste inspection and Sync to property template for property managers.

How the owner is charged

Depending on your setup, you don't raise the inspection charge yourself. When an inspection reaches Awaiting Sign Offs, Keyhook charges the owner automatically, but only for the inspection types your agency has chosen to charge for, and only where the fee for that type is more than $0. It charges the fee that matches the inspection type: an entry inspection uses the property's Entry Inspection Fee if it's overridden, otherwise your agency's Entry inspection fee. Routine and exit inspections work the same way with their own fees. It adds GST, and never charges twice for the same inspection. Both of those are settings you control, so if a charge didn't appear, check them below.

Your agency's rules

Click Agency in the left menu → Edit Agency → the Inspection settings section. Automatically charge for: is the list of inspection types that get charged, and nothing outside that list is ever charged. Require approval for automatic inspection charges decides what happens next: Approval Required holds the charge until someone approves it, Approval Not Required posts it straight to the ledger. It stays greyed out until at least one inspection type is selected.

Override a property's inspection fees

Open the property → Set Up Property → Management fees, switch on Override on the Entry Inspection Fee, Routine Inspection Fee or Exit Inspection Fee row and enter the amount. That property then uses your amount instead of the agency default for that inspection type, and the rest carry on using the default. You can also see and change them in the Entry Inspection Fee, Routine Inspection Fee and Exit Inspection Fee columns on the Properties table (they are hidden by default).

See Charging Owners for Inspections for the settings in full.

When is an inspection marked complete?

For a routine inspection, a single sign-off (your Signature) completes it: the status changes to complete and the report locks. Entry (pre-tenancy) and exit (final) inspections need two sign-offs (yours plus the tenant's) but only when a tenant has been invited to the tenancy; if no tenant is invited, one sign-off completes it.

What happens if I change something after signing off?

Any edit to a finished inspection voids the signatures already added. The app warns that changes will void existing signatures, and everyone has to sign off again before it can complete.

Do the inspection reports go to the tenants?

For entry (pre-tenancy) and exit (final) inspections, yes. Once the inspection reaches Awaiting Sign Offs, it's automatically made visible in the tenant's portal so they can view it and sign off. There's no separate "send" step, and it isn't limited to one named tenant: any active tenant on the tenancy can sign.

Keyhook also emails the main tenant on the tenancy at the same time, asking them to sign off. The email links to the inspection and repeats every 2 days until they sign. It is only sent when the tenancy has at least one tenant added. There is no setting to switch this email or the portal visibility off. You can change the email's wording under Emails → Templates.

For routine inspections, there's no automatic step. If you want a tenant to see the report, use Actions → Share Report to copy the Inspection link and send it to them yourself.

Routine inspections never send the sign-off email, because only your signature is needed.

Review and Finalise Inspections

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