Tenant Checks

Overview

To run a tenant check, open a shortlisted rental application → click Request check → pick Background Check or Credit Check → select the applicants → confirm their details → Submit. To check someone who didn't apply through Keyhook, open Tenant Checks → Request a Check instead.

Run a check on a shortlisted applicant
1
Open the rental application
Open the applicant's rental application from the property's listing.
2
Shortlist the application
Click Shortlist. The Request check button stays disabled until the application is shortlisted.
3
Start the check
Click Request check. Keyhook opens the request form with the property and application already filled in.
4
Choose the check type
Under Select a check type, pick Background Check or Credit Check. For a Credit Check, also answer Would you like us to send email reference checks?
5
Select the applicants
In the Applicants step, tick each applicant on the application you want to check.
6
Confirm the details
In Confirm Details, review each applicant. The Application Data column shows what they entered; edit the Data to Send column and correct anything flagged.
7
Submit
Click Submit. Keyhook confirms with "We're on it!" and the check appears in your Tenant Checks list.

Note: A Credit Check needs each applicant's full name, date of birth and current address for the Centrix report. Leave a field blank and Keyhook emails the applicant to fill it in before the check can run.

Check someone who didn't apply through Keyhook
1
Open Request a Check
From the left menu, open Tenant Checks and click Request a Check.
2
Choose the check type
Pick Background Check or Credit Check under Select a check type, setting reference checks if it's a Credit Check.
3
Select the property
In the Property step, search for and select the property for the potential tenancy.
4
Pass the Keyhook Applications step
After the property, a Keyhook Applications section appears. For an externally-sourced applicant it just reads "You haven't received any applications for this property through Keyhook. Continue below to enter applicant details manually." — continue past it to the applicants.
5
Enter the applicants
In the Applicants step, enter each person's First name, Last name and Email address. Click Add an applicant (then Add another applicant) for each person.
6
Choose who fills in the rest
For a Credit Check, answer Do you want to send a request to the applicant to provide their additional details? — Yes emails them, No lets you enter their date of birth, address, ID and references yourself.
7
Confirm consent
In the Consent step, set the consent question to Yes. Keyhook won't let you submit until you confirm it.
8
Submit
Click Submit. Keyhook confirms with "We're on it!" and the check appears in your Tenant Checks list.

Note: You must have each applicant's consent before running a manual check — it covers passing their identification to the Ministry of Justice and disclosing the results to Centrix, Keyhook and yourself.

Set up your reference question templates
1
Open Reference Templates
From the left menu, open Agency and click the Reference Templates card.
2
Pick a reference type
Templates are grouped by type — Landlord, Employer, Character and Other. Click Add template under the type you want (or the pencil icon to edit an existing one).
3
Write the questions
Type each question, using the merge field %{first_name} (the applicant’s first name) to personalise it — it’s the only merge field these templates support. Click Add question for more.
4
Save the template
Click Create (or Update when editing an existing template).

Note: Your reference questions are used both for the email references sent during a check and for internal use on applications.

View your tenant checks and reports
1
Open Tenant Checks
From the left menu, click Tenant Checks.
2
Find the check
The table lists every check with its Name, Check Type, Status, Requested On, Requested By and Address. Search or sort to find one.
3
Open the report
Click the check's row to open its full report.
4
Read the references
In the report, the References card shows each reference as it comes in, with a completed count when they're all back.

Note: Reference results only appear for a Credit Check with reference checks turned on. Keyhook gathers them automatically by email or phone, so they can show as Pending or "Gathering contact details" at first.

Good to know
  • A Background Check searches public and web sources — the Tenancy Tribunal, Insolvency Register, Companies Office, NZ Police, Interpol, NZ Parole Board, NZ Court Judgments, obituaries, news (NZ Herald, Newshub, 1News, Stuff) and web/social results (Google, Bing, Facebook, LinkedIn).
  • A Credit Check includes everything in the Background Check plus a full Centrix credit report and landlord, employer and other reference checks.

Frequently asked questions

What's the difference between a Background Check and a Credit Check?

A Background Check searches public databases, news and web/social sources. A Credit Check adds everything in the Background Check plus a full Centrix credit report and email reference checks.

Do I need the applicant's consent?

Yes. When you enter an applicant manually you must confirm consent before you can submit — it covers passing their ID to the Ministry of Justice and disclosing results to Centrix, Keyhook and you. When you check someone from their Keyhook rental application, consent is already captured through the application.

What if I don't have the applicant's full details?

You can leave the extra details to the applicant — choose to send a request to the applicant and Keyhook emails them to complete their date of birth, address, ID and references. Blank fields are allowed; Keyhook emails the applicant to fill in anything a Credit Check still needs before it runs.

How do reference checks work and where do the answers appear?

They're only part of a Credit Check with reference checks turned on. Keyhook contacts each referee by email or phone and collects the answers automatically — they show up in the References card on the report, marked Pending until returned.

Do I have to add a card to run a check?

A Background Check requested straight from an existing application doesn't need a card. Every other check — any Credit Check, or a check where you enter the applicant manually — needs a valid credit or debit card on file before you can submit.

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