Applications

Overview

To work your applications, open the Applications menu → switch between the Listings and Direct tabs (or open a listing's own Applications) → click an applicant to open it → Shortlist them to unlock tenant checks → then Proceed with application to accept them, and choose whether to send an offer or set up the tenancy agreement.

Find your applications

Open the Applications page

From the left sidebar, click Applications (under Listings). If you manage properties as an agency you'll see two tabs, Listings for applications tied to one of your listings, and Direct for applications that came in without a listing attached. Click any row to open one.

Or open a single listing's applications

To work just one property's applicants, open that property's listing and click Applications. This shows only the applications for that listing.

Search and filter the list

On a listing's applications list, use the Search by name or email box, or the filter buttons (No Pets, Non-Smokers, Shortlisted, Has References and Show Archived) to narrow it down. On the all-applications page you can search and use the column filters instead.

Review and shortlist an applicant

Open the application

From the list, click the applicant's row to open their full application, covering employment and income, current address, household, preferences, references, and any ID or supporting documents. Use the notes area to record anything for your own team; notes stay internal.

Shortlist them

Click Shortlist in the action bar at the top of the application (or from the row's quick view). A green Shortlisted status then shows on the application, and Keyhook emails the applicant(s) to let them know their application has been shortlisted, so it isn't a purely private flag.

Request a tenant check

Once shortlisted, click Request check to start a credit and reference check on the applicant. This button stays disabled until you shortlist.

Link a direct application to a listing

Open the direct application

On the Applications page, open the Direct tab and click the application you want to place.

Find the property

In the Link to a listing section, use the property search box to find a property with an active listing. Properties with no active listing, or already linked to this application, can't be selected.

Link it

Click Link. Keyhook creates a listing application and opens it, ready for you to shortlist and check.

Note: A direct application isn't tied to a property yet, so you can't run tenant checks on the applicant until you link it to one of your listings.

Transfer an application to another listing

Start the transfer

Open the application, click the Actions menu (top right) and choose Transfer application. You can also click Transfer from the row's quick view on the applications list.

Choose the new listing

In the Transfer this application to another listing window, search for and select the listing you want to move it to.

Confirm the transfer

Click Transfer. The application is unlinked from its current listing and moved to the one you picked.

Note: You can only transfer one application at a time, and the applicant's enquiry thread moves across with it.

Proceed with an application

Shortlist it first

Make sure the application is shortlisted. The Proceed with application button only appears once it is.

Proceed

Click Proceed with application and confirm. Nothing is sent to the applicant at this point.

Choose what happens next

The application shows an Application accepted section with two ways to start. Send offer gets a yes on the key terms first and needs no tenant account. Set up a tenancy agreement builds the full agreement, then sends it out for signing.

Pick it up again later

Anything already started from the application is listed in that section under Started from this application, with its status and a link to open it.

Note: Proceed with application only appears once the application is shortlisted. Shortlist and run any tenant checks first.

Frequently asked questions

What happens when I proceed with an application?

Keyhook marks it accepted and sends the applicant nothing. You then choose whether to send them an offer or set up the tenancy agreement, and that is what they hear from. The listing moves to Completed once you confirm the tenancy, and the adverts come down, while Auto-withdraw listing is on for that listing, which it is by default.

Can I delete an application I'm not interested in?

There's no permanent delete. Click Archive to hide it from the default list. It stays on record, and you can Unarchive it or tick Show Archived to find it again.

Applications

Frequently asked questions

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