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 move them onto the tenancy.

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.

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.

Open an applicant

On a listing's applications list, click the expand chevron on a row for a quick view of employment, household and references, or click the row itself to open the full application. On the all-applications page, click a row to open it.

Review and shortlist an applicant

Open the application

From the list, click the applicant's row to open their full application — employment and income, current address, household, preferences, references, and any ID or supporting documents.

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.

Note: You must shortlist an application before Keyhook will let you request a tenant check or proceed with it — both stay locked until then.

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 card, 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.

Add notes to an application

Open the notes editor

Open the application and scroll to the Notes editor at the bottom, then click Add notes (or Edit notes) to switch it into edit mode.

Write your note

Type your note about the applicant. The note is kept against this applicant for the listing and isn't visible to them.

Save the note

Click Save notes to store it.

Add reference notes if you need them

Against each reference you can also add Internal Notes — private notes, not visible to applicants, that pre-fill with suggested reference-check questions.

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. Keyhook notifies the applicant(s) that you wish to move ahead.

Set up the tenancy

The applicants are added to the property's draft tenancy and you're taken to the property's Tenancies setup to finish creating it. (See Set Up a Tenancy.)

Note: Proceeding emails the applicant(s) to say you're going ahead, so only do it once you've decided — shortlist and run any tenant checks first.

Frequently asked questions

How do applications come in?

Renters apply through your listing's public ad. Applications tied to a listing show under the Listings tab; an application that arrives without a listing attached (a direct application) shows under the Direct tab and needs linking to a listing before you can check it.

Why is the Request check button greyed out?

You have to shortlist the application first. Shortlisting unlocks both Request check and Proceed with application.

What happens when I proceed with an application?

Keyhook marks it accepted, notifies the applicant(s), and adds them to the property's draft tenancy so you can finish setting the tenancy up. If the listing is set to auto-close when a tenancy is confirmed, accepting also moves the listing itself to Under Offer.

Can I transfer more than one application at once?

No — transfers happen one at a time, and the applicant's enquiry thread moves across with the application to the new listing.

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.

Set Up a Tenancy →

Applications

Frequently asked questions

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