Manage Property Owners

Overview

Open Property Owners from the left menu → click an owner to open their profile → use the Actions button to Edit, Archive or Unarchive them. Manage portal access from the profile's Owner Portal panel, or tick owners in the list and use Enable Portal Access in bulk.

Open an owner’s profile
1
Open the Property Owners list
From the left menu, click Property Owners.
2
Find the owner
The list opens on the Active tab. Use the search box, or sort and filter the columns, to find the owner — switch to the Archived tab to find an archived one.
3
Open their profile
Click the owner's row to open their profile, where you can edit, archive and manage portal access.
Edit an owner’s details
1
Open the edit form
On the owner's profile, click the Actions button (top right) and choose Edit. The Property Owner window opens.
2
Update their details
Change any of the fields — Name, Trading name, Primary email and secondary emails, Phone number, Address, or the Bank account name and Bank account number rent is paid into. Name and Primary email are required — saving fails if either is left blank.
3
Put payments on hold (optional)
To pause payouts to this owner, set Would you like to put payments for this owner on hold? to Yes and enter a Reason for hold (required).
4
Save
Click Save.

Note: An owner is a single record shared across every property they own, so these changes apply everywhere that owner is used — not just on one property.

Enable owner portal access
1
For one owner
On the owner's profile, find the Owner Portal panel in the left column and click Enable Portal Access.
2
For several owners at once
On the Property Owners list, tick the owners you want, then open the Actions button that appears and choose Enable Portal Access.
3
Choose whether to invite them
In the Enable Portal Access window, leave the send-invitation checkbox ticked to email each owner a portal invite, or untick it to switch access on without sending anything. (It reads Send invitation email to owner in the single-owner window and Send invitation email to owners in the bulk window.)
4
Confirm
Click Enable Portal Access. Owners can now log in to the portal to see their properties, financial reports and documents.

Note: With that send-invitation checkbox ticked, Keyhook emails the invite every time you enable access — even if the owner was invited before — so untick it to avoid re-sending.

Disable owner portal access
1
Open the owner’s profile
From the Property Owners list, click the owner to open their profile.
2
Disable access
In the Owner Portal panel, click Disable Portal Access.
3
Confirm
Confirm in the Disable Portal Access dialog. The owner can no longer log in, but their record and data are kept.
Archive an owner
1
Open the owner’s profile
From the Property Owners list, click the owner you want to archive.
2
Start the archive
Click the Actions button and choose Archive.
3
Confirm
Read the warning and click Archive again to confirm. The owner moves to the Archived tab.

Note: You can only archive an owner once they have no active properties — reassign or end those first. Archiving stops all statements and communications for the owner and switches off their portal access. If they still have an outstanding balance you can archive, but Keyhook flags the balance in a warning.

Unarchive an owner
1
Open the Archived tab
On the Property Owners list, click the Archived tab.
2
Open the owner
Click the archived owner's row to open their profile.
3
Unarchive them
Click the Actions button and choose Unarchive. They move straight back to the Active tab.

Note: Unarchiving does not restore portal access — archiving switched it off, so re-enable it from the Owner Portal panel if the owner needs the portal again.

Frequently asked questions

Why can’t I archive an owner?

An owner can only be archived once they have no active properties. Reassign their properties to another owner (or end them) first — see Set Up the Property Owner — then archive.

Can I archive an owner who still has a balance?

Yes. An outstanding balance doesn't block archiving — Keyhook archives the owner and shows a warning noting the balance. Only active properties stop you from archiving.

Does the owner get emailed when I enable portal access?

Only if the send-invitation checkbox is ticked in the Enable Portal Access window (it reads Send invitation email to owner, or Send invitation email to owners in the bulk window). Leave it ticked to send the portal invite, or untick it to enable access quietly. With it ticked the invite sends every time, even to an owner invited before.

Can I enable portal access for several owners at once?

Yes — tick the owners on the Property Owners list and use the Enable Portal Access bulk action. Disabling access is done one owner at a time from their profile's Owner Portal panel.

How do I add a brand-new owner to my client list?

On the Property Owners list, use the Add new property owner action to create one directly. To create an owner while setting up a property instead, see Set Up the Property Owner.

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