Set Up the Property Owner

Open the property’s Owner tab

1

Go to the Owner tab

On the property's Setup page, click the Owner tab (next to Property and Tenancies). If no owner is set, you'll see that the owner hasn't been set yet.

Link an owner you already have

1

Find the owner

In the Select a property owner dropdown, start typing the owner's name.

2

Set them as the owner

Choose them from the list and click Set selected property owner.

Add a new owner

1

Open the owner form

If the owner isn't on file yet, click Add a new property owner — they'll be set on this property automatically.

2

Enter their name

Enter the owner's Name. For a company or trust, also add a Trading name.

3

Add the primary email

Enter the primary email — this is where the owner's general communications go.

4

Add any accounts emails

Under Additional email addresses, click Add an email address for each extra contact. Every address here receives both general communications and financial statements by default; tick that row's Accounts email box to make it receive financial statements only (it's dropped from general communications). It's a repeatable list — add as many as you need.

5

Add phone and address

Enter a Phone number and Address if you have them.

6

Add the bank account

Enter the Bank account name and Bank account number rent will be paid into (the number field's helper says to include dashes).

7

Hold payments if needed, then save

To pause payouts, set Would you like to put payments for this owner on hold? to Yes and fill in the required Reason for hold that appears; add any Notes, then click Save.

Note: Rent can't be paid out to the owner until valid bank account details exist.

Change or remove the owner

1

Remove from this property

Click Remove owner from property and confirm in the pop-up. This only unlinks them here — they stay in your client list and keep their other properties. You can then set a different owner.

2

Archive an owner you no longer manage

To stop all statements and communications for an owner entirely, open their record from the Property Owners list (sidebar → Property Owners) and choose Archive (you can Unarchive later). This is different from removing them from one property.

Note: You must first remove the owner from all their properties — archiving is blocked while they still own active properties (Keyhook shows "Cannot archive: owner still has active properties"). Archived owners are also hidden from the "Select a property owner" list, so unarchive an owner before you can link them to a property again.

How do I set up a company or family-trust owner?

There's no separate company type — put the entity's name in Name and the trading/entity name in Trading name. It's still one owner record.

Can I split a property between two owners or set percentages?

No — a property has exactly one owner and there's no percentage/split. Represent shared ownership as a single owner, such as a trust or partnership.

What's the difference between a normal email and an accounts email?

Regular additional emails receive both general communications and financial statements. Ticking Accounts email makes that address receive financial statements only — it's dropped from general communications. Use it for an address that should get financials and nothing else, not to add statements to an address that otherwise wouldn't receive them.

What happens if I remove the owner from a property?

They're only unlinked from that property — nothing is deleted, and they stay the owner of any other properties. You can then assign a different owner.

Set Up the Property Owner

Frequently asked questions

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