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Set Up a Property
Overview
Adding a property takes two parts. First create it from its address, then work through Set Up Property to fill in the details. Keyhook can take you straight on to the tenancy when you finish.
Add the property
1
Create a new property
From the left sidebar, click Properties, then the Actions button (top right) and choose New Property. Start typing the address and pick it from the list. Picking one creates the property straight away, there’s no confirm step. If the address doesn’t come up, click Can't find your address?, enter it yourself and click Save.
2
Open Set Up Property
Keyhook opens the new property. Click Set Up Property in the left menu.
3
Work through the sections
There are ten sections, and you can take them in any order. Click Save or Save and continue at the bottom of a section before you leave it, or those changes are lost. Keyhook warns you if you try to leave without saving, and you can come back another time to finish the rest. Chattels and Clauses are the exception: they save as you make each change, so there is nothing to lose by leaving them.
4
Finish and start the tenancy
When you save the last section, Keyhook asks if you want to keep going. Click Yes, set up tenancy to go straight into the tenancy, or No, stay here to stay on the property.
Note: Owner payment won’t save until the property has an owner, and the owner needs valid bank account details before any rent can be paid out to them.
What each section covers
1. General property details
The address and main photo, property type and size, access details, and the property key. Property type, Bedrooms, Bathrooms, Garages and the Authority to fix limit are all required before it will save. The authority limit is the most that can be spent on the owner’s behalf without asking them first.
2. Management fees
The Management type: Residential, Commercial, Casual or Boarding House. Fees follow your agency’s defaults unless you switch on that fee’s Override toggle and enter a different amount.
3. Owner payment
The owner, the bank account they’re paid into and the Keepback amount. Rent goes to the owner’s default account unless you override it here. You can also put payments on hold for this property.
4. Insurance
Each policy with its Insurer and Excess amount, how often inspections must run to meet the policy, and whether the policy covers tenants.
5. Chattels
Everything that comes with the property, searched from your agency’s chattel list and grouped by category. The same rows print on the tenancy agreement and are checked on inspections, so what you record here carries into both. The list itself is managed at Agency → Chattel Definitions, where you can rename, hide or delete what Keyhook provides and add your own. See Chattels.
6. Clauses
Clauses for this property only, added on top of your agency library and anything its portfolio adds. The tenancy agreement gets all three. The library itself is at Agency → Clause Library, which holds the clause sets and clauses used in tenancy agreements. See Clause Library. Add clause here is only available if you are a principal, or if your agency allows property managers to add custom clauses. That permission is a separate setting, at the bottom of Agency → Edit Agency.
7. Healthy homes
Seven tabs, one per standard: Draught, Heating, Insulation, Ventilation, Moisture, Smoke and Statement. Each asks whether the property is compliant, with Yes, No or Exempt, takes an attachment, and has its own questions about the property.
8. Custom fields
Any extra fields your agency has set up for properties.
9. Documents
Files you want kept against the property.
10. Water management
How water is charged to the tenant, if you bill water. Saving this section last skips the prompt to move on to the tenancy, so finish on another section if you want it.
Frequently asked questions
Can I add the property before I have the owner’s details?
Yes. Everything except Owner payment will save without an owner, so create the property and come back to that section once you have them.