Invite Tenants to Keyhook

Overview

Tenants are invited when you send the tenancy agreement for signing. Add them in the agreement's Tenants & occupants section with an email address each, and Keyhook emails them when the agreement goes out. To add another tenant to a tenancy that is already signed, open the property, click Actions and choose Invite tenants. To invite or resend invitations for several tenants at once, open Tenancies → Invites.

Before you invite
1
Set up the property and tenancy first
Invitations attach to a tenancy, so the property and its tenancy must already exist. See Set Up a Tenancy if you haven't created one yet.
2
Have each tenant's email ready
A tenant with no email address is never invited. They show on the agreement as Cannot be invited and are not counted in the signatures, and adding an email afterwards does not invite them, because the signing list is set when the agreement is sent.

Note: The Invite tenants action on a property only appears once the tenancy agreement is signed. Before that, tenants are invited by sending the agreement.

Invite tenants with the agreement

1
Open the tenancy agreement
From the left menu, click Properties, open the property, then Set Up Tenancy, and choose Set up a tenancy agreement or Resume one in progress.
2
Add each tenant
In Tenants & occupants, use Load from application to bring an applicant across, or Add tenant to enter someone by hand. Give each tenant an email address.
3
Send the agreement
Finish the agreement and send it from Review & send. Keyhook emails each tenant their link at that point. There is no separate invitation to send.

Note: Anything you leave blank can be filled in by the tenant while they sign.

Invite another tenant to a signed tenancy
1
Open the property and select the tenancy
Go to the Property and make sure the right tenancy is selected in the navigation bar.
2
Start the invite
Click the Actions button (top right) and choose Invite tenants.
3
Enter the tenant's name
In the Invite Tenant form, enter the tenant's Name.
4
Enter their email
Enter the tenant's Email Address.
5
Send the invite
Click Invite Tenant. Keyhook emails them a link and the invite appears under Pending Invitations.

Note: Use this only for a tenant who has signed the current lease. It adds a named tenant to the existing signed tenancy, not a new occupant taking over. For a tenant swap, use Change of tenants instead.

Track and manage pending invitations
1
Open the Tenants section
On the property's Overview, find the Tenants section and look under Pending Invitations.
2
Check each invite's status
The table shows when the invite was Sent, whether the tenant has Signed Up To Keyhook, and whether they've Accepted Invite.
3
Fix a wrong email
For a tenant invited with the agreement, click Edit and correct the Tenant email address. Saving with a new address re-sends the invitation.
4
Cancel an invite
For a tenant added from the Actions menu, click Delete and confirm to cancel the invite. You can then invite them again with the right details.
5
Resend an invite
If the tenant hasn't accepted yet, click Resend next to Delete. Keyhook emails the same invite again.
Invite or resend for several tenants at once
1
Open the Invites page
From the left menu, click Tenancies → Invites. It lists tenants across all your properties.
2
Choose a tab
Tenants not on portal lists tenants who haven't been invited or haven't joined Keyhook. Pending invites lists invites still waiting to be accepted. To find someone, filter by Name, Email or Phone.
3
Tick the tenants
Tick each tenant you want. A tenant with no email address can't be ticked, so add their email first.
4
Send
On Tenants not on portal, click Send invites. On Pending invites, click Resend invite. Confirm, and each tenant is ticked off as it goes, with a ✓ or ✗ and a summary of how many succeeded and failed.

Note: Tenants on ended tenancies don't appear on the Tenants not on portal tab.

Frequently asked questions

Can I invite a tenant without an email address?

No. A tenant with no email address is never invited: they show on the agreement as Cannot be invited and are not counted in the signatures. Adding an email afterwards does not invite them, because the signing list is set when the agreement is sent. Add the email to the tenant first, then use Void & reissue and send the agreement again.

A tenant didn't receive the invite. What can I do?

Ask them to check their spam or junk folder, and confirm the address you have is right.

You can also skip the email. Open Tenancies → Pending Agreements, find the agreement and choose Signing links from its Actions. Click Copy signing link next to the tenant and send it to them yourself.

If the address is wrong and they have not signed yet, open the property's Tenants section, find them under Pending Invitations and click Edit. Correct the Tenant email address and click Update Request, which re-sends the invitation to the new address. For a tenant you added from the property's Actions menu, click Delete on the invite and send it again with the right address.

If the agreement has already gone out and the tenant was never invited, because they had no email address or the wrong one, correcting it now does not invite them: the signing list is set when the agreement is sent. Fix the email, then use Void & reissue on the agreement and send it again.

How does a tenant accept the invitation?

They open the link in the invite email and register using that same email address, setting their own password. They then show as Accepted Invite = Yes under Pending Invitations. The link takes them into signing the agreement, which is covered in Signing Your Tenancy Agreement.

Can I edit a tenant's details after they've accepted?

Yes and no. You can update their Tenant details at any time: their name, contact details, bank account and notes. Open the property, click Tenancy Overview and click the pencil next to them in the Tenants table.

What you cannot change is the account they sign in with. That is theirs, it is separate from the details you hold, and changing the profile does not change it. Their name and email on the invitation also lock once they accept, and they can no longer be removed from the tenancy here.

Manage Tenant Details explains the difference and what to do when a tenant cannot log in.

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