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Set Up a Property
Overview
To set up a property, click Add Property → open Set Up Property → work through the general details, fees, owner, insurance and Healthy Homes. Keyhook then offers to take you straight on to the tenancy.
Add the property
1
Click Add Property
From the Dashboard or the Properties list, click Add Property.
2
Find the address
In the address search bar, start typing the address and select it from the suggestions. Selecting one immediately starts creating the property — you'll see an "Adding your property..." loading state — before it opens.
3
Or enter it manually
If the address doesn't come up, click Can't find your address?, fill in the address fields and click Save.
4
Open Set Up Property
Keyhook loads the property. In the left menu, click Set Up Property (or the gear icon on the right; the dashboard setup card's button reads Set up property). The setup page has three sections — Property, Tenancies and Owner; this guide covers Property.
Enter the general details
1
Confirm the address and photo
Check the address shown at the top, add any Tags, and set the Main photo.
2
Set the property type and size
Choose the Property type and enter the Bedrooms, Bathrooms (at least 1), Garages and the Authority to fix limit — the most that can be spent on the owner's behalf without approval. These are all required.
3
Set the expected rent
Enter the Expected Rent per week if you know it — this one's optional.
4
Add access and inspection details
Note any access details a tradesperson needs, and optionally pick a default Inspection Template and a Primary / Secondary sorting code.
5
Record the property key
Scroll to Property key details, set Does this property have a key? to Yes, then enter the Key number, whether it's checked in or out, and any key notes.
6
Save
Click Save and continue — this saves the general details and the key together.
Set the management type and fees
1
Choose the management type
Pick the Management type — Residential, Commercial, Casual or Boarding House. This is required and shapes how the property is managed and billed.
2
Review the default fees
The table shows your agency's default fees for management, maintenance, inspection and letting. If they're right for this property, skip to Save.
3
Override a fee
To charge something different here, switch on that fee's Override toggle and enter the amount. The Fixed / Percentage choice applies to the management, maintenance and letting fees; the inspection fee is always a fixed dollar amount.
4
Save
Click Save and continue.
Link the owner and set how they’re paid
1
Choose the owner
Select the property's owner from the list, or click Add a new property owner to create one (see Set Up the Property Owner).
2
Set the payout account
Rent goes to the owner's default bank account. To use a different one for this property, choose to override it and enter the bank account name and number.
3
Set the keepback
In Keepback amount, enter how much to retain from the owner's income for expenses (add a reason if it's above $0).
4
Hold payments if needed
To pause payouts on this property, set payments on hold to Yes and enter a reason.
5
Save
Click Save and continue.
Note: Rent can't be paid out to the owner until valid bank account details exist.
Record the insurance policies
1
Add each policy
Click Add a policy and enter the Policy name or type, Insurer and Excess amount (all required); the policy number is optional.
2
Set the inspection frequency
Choose how often inspections must run to meet the policy, and whether the policy covers tenants.
3
Save
Click Save and continue.
Complete the Healthy Homes standards
1
Record each standard
Work through each standard — draught stopping, heating, insulation, ventilation, moisture and smoke alarms — recording compliance and dates, and upload the compliance report where prompted.
2
Complete the compliance statement
Fill in the Healthy Homes compliance statement — whether the property is compliant, the final compliance date, the next inspection date, and the maintenance log.
3
Save
Click Save and continue.
Finish the setup
1
Complete the last sections
Fill any custom fields, attach documents, and set up water billing if you use it, then Save the final section.
2
Move on to the tenancy
If you finish on a section other than water billing, Keyhook asks if you'd like to keep going — click Yes, set up tenancy to go straight to the tenancy, or No, stay here to keep editing. (Saving the Water section last doesn't surface this prompt, so finish on another section if you want it.)
Frequently asked questions
Do I have to complete the sections in order?
No — you can open any section and finish them in any order. Each one saves on its own, and Keyhook warns you if you try to leave with unsaved changes.
What if I don't want to change the fees?
Leave the Override toggles off and the property uses your agency's default fees.
Can I set up the property before I have an owner?
Yes for most of it, but the owner section needs an owner set before it will save. See Set Up the Property Owner.
Where do I record the key number?
In General Property Details under Property key details — set Does this property have a key? to Yes and the key fields appear.