.png){kind=logo}
The Agency Performance Report
Overview
Agency Performance is where you read the business rather than a single property. Open Insights → Agency Performance, pick the months you want, then move between four tabs: Agency for the whole agency, Portfolio for one portfolio at a time, Fee Summary for the money broken down by portfolio, and Win/Loss for how the rent roll moved.
Find it and pick your months
Note: Every property manager can open Agency Performance, but the tabs you see depend on your role. Property managers see the Portfolio tab for their own portfolios. Principals and finance users also see Agency and Fee Summary, and Win/Loss is for principals only.
The Agency and Portfolio tabs
The Agency tab is your whole agency for the period, grouped into sections. The Portfolio tab holds the same set of figures for one portfolio at a time, which you pick on the tab, with one difference: the Agency tab shows fees collected and withdrawn, while the Portfolio tab shows fees earned.
- Fees: management, maintenance, inspection, letting and other fees, with a total, plus average weekly fees in dollars and as a percentage.
- Portfolio size: properties split into residential, commercial, casual and boarding house, the number of owners, average properties per owner and average weekly rent.
- Activity: properties won, lost and let, inspections completed and charged, and work orders created.
- Vacancy: vacant properties by type, the total, and your vacancy percentage.
- Tenants and rent: tenant counts by property type, and gross rent received by type.
- Arrears: average days in arrears, the 0 to 6, 7 to 13, 14 to 20, 21 to 27 and 28 plus day buckets, tenancies that vacated owing money, and the percentage more than 6 days behind.
Note: Click a figure to see how it was worked out. Keyhook shows a short summary, any notes that apply, the calculation step by step, and where else in Keyhook the same number appears. Many figures also open a breakdown of the tenancies, properties or owners behind them, with a link through to each record and a reconciliation of how the parts add up to the total.
The Fee Summary tab
A money table for the period, one row per portfolio. Each row shows the portfolio's property count, a column for each fee type, then the total excluding GST, the GST, and the total including GST.
- Any custom fee categories your agency has set up get their own columns, under the names you gave them.
- Properties in no portfolio appear on their own Unassigned row.
- If you use portfolio groups, each group gets a subtotal row.
- A grand total sits at the bottom.
- Export the table to CSV or Excel.
The Win/Loss tab
How the rent roll moved over the month. Each row is a portfolio, with columns for Start, Won, In, Out, Lost, End, Net, Trend, Fees won / yr and Fees lost. An Other column appears only when there are movements that fit none of the above.
- Net is the change from start to end, with the percentage beside it.
- Trend is a twelve-month sparkline of that row's property count.
- Set Show by to Group to read it by portfolio group instead. Moves between portfolios inside the same group cancel out, so you see the group's real net change.
- Click a portfolio or group name to open that scope on its own.
- A bold agency row at the bottom totals the whole month.
- Export the table to CSV or Excel.
Frequently asked questions
Why doesn't Total properties match my portfolio counts?
Total properties is not based on portfolios. On Insights → Agency Performance → Agency, it counts every property in your agency that was active at any point in the months you ticked. That takes in properties sitting in no portfolio, and properties you deactivated partway through one of those months, because they were active for part of it.
The counts beside each portfolio under Agency → Portfolio Management are a different figure: they count what is filed under that portfolio, deactivated properties included. So the two will not agree.
If the report reads higher than you expect, open Agency → Portfolio Management and click Unassigned Properties. Deactivate the ones you no longer manage, and move the rest into a portfolio. A property you deactivate this month still counts for this month, and drops out from next month. Your bill follows the same part-month rule, so see Billing and Payments for what a property costs while it is still active.
How do I change whether a property counts as residential, commercial, casual or boarding house?
The report splits properties by each property's Management type. To change it, click Properties, open the property, click Set Up Property, then in the Management fees section choose the Management type and click Save. The report uses each property's type as it is now, so changing it also moves the property in the earlier months you pick.
How do I report by branch, town or area?
Put your portfolios into groups first (see Portfolios), then set Show by → Group on Win/Loss. Fee Summary gives each group a subtotal row automatically.