Set Up a Tenancy

Start the tenancy

1

Open Set Up Tenancy

From the property's Overview, click Set Up Tenancy in the left menu.

2

Choose the tenancy

At the top, open the tenancy dropdown and select the draft tenancy that's waiting, or choose Prepare new tenancy to add another.

Add the tenants

1

Choose new or existing

Select whether this is a New Tenancy (you'll build and sign the agreement here) or an Existing Tenancy (you'll upload one you already have).

2

Choose whether to invite them

Decide whether to prompt the tenants to join Keyhook: Yes emails them to manage their own details, No just records them for your reference.

3

Enter each tenant

Add each tenant's name (the field is labelled Name for invited tenants and Legal name for record-only tenants — either way, use their full legal name) and email, adding another row for every tenant. If you're only recording them (not inviting), you can also add a preferred name, phone and notes.

4

Add an invitation message

If you're inviting them, write the invitation message they'll receive in the invite email.

5

Save

Click Save and continue.

Note: A new tenancy must have its tenants invited — you can't just record them.

Set the rent and bond

1

Enter the rent

Set the Rent amount and choose the Rental period — weekly, fortnightly or monthly.

2

Set advance and reference

Choose the weeks rent in advance (None, 1 or 2) and enter a unique payments reference code.

3

Enter the bond

Set the Bond amount — use the quick-set buttons for 1 to 4 weeks — plus any pet bond and the Tenancy Service Bond Number if you have it.

4

Save

Click Save and continue.

Note: NZ law caps the bond at 4 weeks' rent and the pet bond at 2 weeks' rent; Keyhook warns you if you go over. A $0 rent tenancy is allowed.

Set the dates and rent review

1

Choose the term

Select Periodic or Fixed-term.

2

Set the start date

Set the Start date — it defaults to today.

3

Set when Keyhook starts receipting rent

For an existing tenancy, set Rent receipting from — the date Keyhook begins tracking rent for this tenancy. This is required, and matters most for migrated tenancies so past rent isn't double-counted. (On the form this field appears above the end date.)

4

Set the end date

For a fixed-term tenancy, set the End date — the quick-set buttons cover 1 to 24 months.

5

Set the rent review date

Set the Rent review date, or click Smart-Calculate for a recommended date. (See The Rent Review Process for what happens when it's due.)

6

Save

Click Save and continue.

Note: Set the rent first — the end date and rent review fields stay locked until the rent and period are entered.

Add custom fields and tags

1

Complete any custom fields

Fill in any of your agency's Custom Fields for the tenancy and add Tags, then Save and continue. (This is its own step in the wizard, before you build the agreement.)

Build and sign the agreement

1

New tenancy — build it

Click Build tenancy agreement. This opens a separate builder page — pick the document type, click Save and continue, then return to the tenancy.

2

New tenancy — sign it

Sign the agreement. The signature covers the agreement, the bond and any extra documents. If you're signing for the owner, tick Sign as the agent on behalf of the owner first — that only changes who signs, not what's covered.

3

Existing tenancy — upload it

For an existing tenancy, upload your signed agreement as a PDF instead of building one.

4

Save

Click Save and continue.

Note: Building a new agreement needs a complete agency profile (trading name, address, email, phone, bank details) and the property's type and bedrooms. If any are missing, the Review details step lists them with an Add details button so you can finish them before the tenancy completes.

Review and send to the tenants

1

Check the details

Click Review details. Anything missing is listed with an Add details button that takes you straight to it.

2

Complete the tenancy

Click the final button — Notify tenants to sign new agreement, Invite tenants to Keyhook and complete tenancy, or Record and complete tenancy — then confirm who gets contacted.

Note: Keyhook may ask you to finish the property's Healthy Homes details before a tenancy can complete.

What is the difference between a "new" and "existing" tenancy?

New Tenancy means Keyhook builds the agreement and you sign it in-app, and tenants must be invited. Existing Tenancy lets you upload an already-signed agreement, optionally just record the tenants, and set when Keyhook starts processing rent.

What does inviting tenants actually do?

Inviting emails each tenant so they manage their own profile in Keyhook; recording just stores their details and sends nothing. New tenancies must invite.

Do I have to set the rent before the dates?

Yes — until the rent and rental period are set, the end date and rent review fields stay locked.

What does Smart-Calculate do?

It suggests a recommended date to begin reviewing the rent. It only appears when the rent-review feature is enabled for your agency.

Set Up a Tenancy

Frequently asked questions

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