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Set Up Common Reports
Overview
Every list in Keyhook is a table you can turn into a report. Pick the columns, filter the rows, then save it as a template so it's ready next time. See Using Tables for how tables work. The common reports below are set up like this:
- Save a report: set up the table → Templates → Save.
- Properties on hold: Properties, filter On Hold to Yes.
- Owners on hold: Property Owners, filter Payments On Hold to Yes.
- Keep backs: Properties, filter Keepback to more than 0.
- Tenant balances: Tenancies → Tenancies, add the balance columns.
- Rent paid in advance: Tenancies → Tenancies, filter Rent Paid Through.
- Fixed terms ending: Tenancies → Tenancies → Templates → Ending Soon.
- Tenants moving in or out: Tenancies → Tenancies, filter Start Date or Vacate Date.
- Bonds waiting to be lodged: Tenancies → Bonds → To be filed.
- Tenant refunds due: Financials → Tenant Refunds.
- Supplier bank accounts: Maintenance → Suppliers, add the bank account columns.
Save a report and run it again
1
Save it
Once a table shows the columns and filters you want, click Templates → Save, enter a Template Name and click Save Template.
2
Share it with your team
In the same window, tick Shared with team. To share one you saved earlier, click Templates → the three dots beside it → Share.
3
Run it again
Open the same table, click Templates and click the report. Tick Pin to toolbar for quick access when you save it to keep it one click away above the table.
4
Go back to the normal list
Click Reset at the top right of the table.
Properties on hold
1
Choose the columns
From the left menu, click Properties → Columns and tick Owner, Address, Property Balance, On Hold and On Hold Note.
2
Show only properties on hold
In Properties, click the settings icon on the On Hold column heading → Filter → Yes. This lists properties on hold and properties whose owner is on hold. The column shows which: Property, Owner or Property & Owner.
3
Save the report
In Properties, click Templates → Save, enter a Template Name such as Properties on hold, tick Shared with team if your team should see it, then click Save Template.
Owners on hold
1
Choose the columns
From the left menu, click Property Owners → Columns and tick Name, Balance, Payments On Hold and Properties.
2
Show only owners on hold
In Property Owners, click the settings icon on the Payments On Hold column heading → Filter → Yes. An owner on hold isn't paid for any of their properties. A hold on a single property shows in the Properties on hold report instead.
3
Save the report
In Property Owners, click Templates → Save, enter a Template Name such as Owners on hold, tick Shared with team if your team should see it, then click Save Template.
Keep backs
1
Choose the columns
From the left menu, click Properties → Columns and tick Owner, Address, Property Balance, Keepback and Keepback Note.
2
Show only properties with a keep back
In Properties, click the settings icon on the Keepback column heading → Filter, choose Greater than and enter 0. The owner isn't paid the keep back amount until it's removed, so check each one is still needed.
3
Save the report
In Properties, click Templates → Save, enter a Template Name such as Keep backs, tick Shared with team if your team should see it, then click Save Template.
Tenant balances
1
Choose the columns
From the left menu, click Tenancies → Tenancies → Columns and tick Tenants, Address, Arrears Balance, Invoice Balance, Tenancy Credit, Overpaid Rent and Rent Part Payment.
2
Put the biggest amounts first
In Tenancies → Tenancies, click the settings icon on the Arrears Balance column heading → Sort → Desc. Sort on Tenancy Credit instead to find large credits.
3
Save the report
In Tenancies → Tenancies, click Templates → Save, enter a Template Name such as Tenant balances, tick Shared with team if your team should see it, then click Save Template.
Rent paid in advance
1
Choose the columns
From the left menu, click Tenancies → Tenancies → Columns and tick Tenants, Address, Rent, Rent Paid Through and Rent Part Payment.
2
Show tenants paid well ahead
In Tenancies → Tenancies, click the settings icon on the Rent Paid Through column heading → Filter and choose dates after two weeks from today. A tenant paid far ahead may have the wrong start date or rent amount on their tenancy.
3
Save the report
In Tenancies → Tenancies, click Templates → Save, enter a Template Name such as Rent in advance, tick Shared with team if your team should see it, then click Save Template.
Fixed terms ending
1
Start from Ending Soon
From the left menu, click Tenancies → Tenancies → Templates → Ending Soon. This lists current tenancies grouped by end date.
2
Show fixed terms only
In Tenancies → Tenancies, click the settings icon on the Status column heading → Filter and tick Active only. Periodic tenancies show as Active Periodic.
3
Set how far ahead to look
In Tenancies → Tenancies, click the settings icon on the End Date column heading → Filter and choose between today and three months from today.
4
Save the report
In Tenancies → Tenancies, click Templates → Save, enter a Template Name such as Fixed terms ending, tick Shared with team if your team should see it, then click Save Template.
Tenants moving in or out
1
Choose the columns
From the left menu, click Tenancies → Tenancies → Columns and tick Tenants, Address, Start Date, Vacate Date, Arrears Balance, Invoice Balance and Tenancy Credit.
2
Pick the dates
In Tenancies → Tenancies, click the settings icon on the Start Date column heading → Filter and choose between two dates for tenants moving in. For tenants moving out, filter Vacate Date the same way. Once a tenancy has ended it moves to the Ended tab.
3
Save each report
In Tenancies → Tenancies, click Templates → Save, enter a Template Name such as Moving in or Moving out, then click Save Template.
Bonds waiting to be lodged
1
Open the To be filed tab
From the left menu, click Tenancies → Bonds → To be filed. It lists every tenancy whose bond has been paid in full and not yet lodged with Tenancy Services, with the amount in Bond Pending. To lodge them, see Bonds.
Tenant refunds due
1
Open Tenant Refunds
From the left menu, click Financials → Tenant Refunds. It lists tenants owed money back, with their Overpaid Rent, Credit Balance and Arrears Balance. To pay one, see Process Tenant Refunds.
Supplier bank accounts
1
Choose the columns
From the left menu, click Maintenance → Suppliers → Columns and tick Company Name, Bank Account Name and Bank Account Number.
2
Save the report
In Maintenance → Suppliers, click Templates → Save, enter a Template Name such as Supplier bank accounts, tick Shared with team if your team should see it, then click Save Template.
3
Find suppliers with no bank account
The bank account columns can't be sorted. In Maintenance → Suppliers, click Export → XLSX and sort the file by bank account number to bring the blanks together.
Frequently asked questions
Can I list the tenants who haven't paid their full bond?
No, there isn't a list or table column for bond paid or outstanding. Check each tenancy instead: from the left menu, click Properties → the property → Tenancy Overview and look at the Bond section.