Help — KeyFlow

Getting started

7 guides

Add your first deal to KeyFlow

A new workspace's dashboard has nothing to calculate from until a transaction exists in it. Add one deal, however incomplete, and every other screen starts working from it.
What is a Team Workspace, and what is a TAW?

A Team Workspace shares one set of deals and clients among its members. A Team Agent Workspace (TAW) gives an agent their own separate workspace instead, linked back to the team by a commission split. What each one actually is, and what the team lead can and cannot see.
How do I invite someone to my workspace?

Manage Team has two different invite cards, one that adds a member to your existing workspace and one that gives someone their own workspace instead. What each invitee actually receives, and what they see when they claim it.
How do I set up my workspace?

Most of Settings can wait until you need it. Two sections cannot, because they decide what number a new deal starts with before you have entered anything on it.
What changes when I am in transaction coordinator mode?

Transaction coordinator mode is a personal Settings toggle, not something tied to your role. It hides two pages, Income and Expenses, and nothing else in the app.
What needs my attention today?

The dashboard's headline number, its three stat tiles, and its Milestones feed all come from the same source, upcoming and overdue milestones on your open deals. How each one is worked out, and the window each one uses.
Who owns the account, and what moves with me if I change brokerages?

A KeyFlow account is tied to you, not to your brokerage. What actually happens to your transactions, clients, and templates the day you change firms, and the handful of settings worth checking afterward.

Running a deal

12 guides

Add a transaction by hand

Start tracking a deal in KeyFlow before you have a signed contract. Pick a side and a status now, and fill in the address, dates, and financials once they exist.
How do I add a milestone that is not in the standard path?

Click Add milestone, give it a title and a date, and it joins the closing path. What the Visible to client toggle actually controls, and what it does not.
How do I attach documents to a deal?

Upload, rename, or remove a deal's files from its Files panel, reachable from every tab. Every file attached here becomes visible to your client the moment a portal exists for that deal.
What do I do when the contract reader gets a field wrong?

A field the contract reader filled in was wrong. How to correct it on the Details tab, and which fields carry others along with them when you do.
Extract a contract PDF into a transaction

Upload a signed contract and KeyFlow fills in the Details tab from it: the property address, the key dates, the financial terms, and the contingency deadlines. How to run it, and what to check before you trust the result.
How do I import or export my deals as a CSV?

Download your workspace as a zip of CSV and HTML files, or bring deals in from a spreadsheet the same way. What a blank percent-versus-amount column defaults to, and what the broker fee override changes about an imported deal's math.
Mark a milestone complete

Marking a milestone complete updates your client's portal, clears it from your dashboard, and changes what the next digest email says. What that click does, does not undo, and the two milestones it can never touch.
How do I move a milestone date?

Click Reschedule on a milestone row, pick a new date, and save. What the preview shows before you commit, and what a reschedule does and does not carry with it.
How do I set key dates and contingencies?

Two kinds of fields live in Key dates, dates you enter and dates KeyFlow works out from them. Which is which, and what moves when the date they count from changes.
Where does everything live inside a deal?

A deal's Overview, Transaction Details, Financials, Seller Net Sheet, Client Checklists, and Email Composer tabs, framed by the job each one does — and why a colleague's deal might show fewer of them than yours.
Work a deal down its closing path

Every milestone between a signed contract and closing, laid out in order on one timeline, with most of the dates computed from the contract date instead of typed in one at a time.
How do I work through a client checklist?

Attach a checklist template to a deal's Pre-listing, Under contract, or Closing section, then tick off items as you and your client complete them — and know what actually decides which templates you get to pick from.

Working with clients

6 guides

Add a business partner

Add a lender, title company, or realtor once from the Business Partners page, or on the fly from inside a deal that needs one. Both save to the same roster.
Add a client

Save a buyer, seller, or contact once and reuse them on every transaction and email you send. How to add one, and what the prospect and anniversary fields actually do.
How do I record a deal I referred out?

The Referral transaction type is deliberately barebones, and it prices differently from every other type. What it tracks, what it does not, and the two surprises worth knowing before you rely on its numbers.
How do I keep my contacts in sync with Google?

Google Contacts and Google Calendar run on the workspace owner's connection, not each member's own. What that means if you are not the owner, and how to reconnect if a client search suddenly comes up empty.
Share a client portal link

Generate a last-name-protected link that shows your client their closing timeline, documents, and checklists, and know what changes when you regenerate or disable it.
Track a closing anniversary

KeyFlow surfaces a closing anniversary automatically for the deals where one actually applies. Here is which deals qualify, where to find them, and how to mute one.

Getting paid

6 guides

Record income that is not tied to a transaction

Log a referral fee, a bonus, or anything else that shows up outside a closing, and see it counted against the rest of your year.
How do I build a seller net sheet?

Estimate a seller's proceeds across several sale-price scenarios from the Seller Net Sheet tab, and see exactly which figures the sheet pulls from the deal versus which ones you supply yourself.
How do I close out a month?

Review last month's spend and income on the Expenses and Income pages, and understand why a deal that closed last month still shows as Active until the calendar year itself turns over.
Reconcile your net income with your closing statement

A worked example, start to finish, of how gross commission becomes net income once a referral fee, an admin fee, a broker split, and a transaction fee each take their piece, in a fixed order you can walk yourself.
Record a business expense

Log overhead, a subscription, a marketing cost, or an office expense that is not tied to any single deal, and see it counted against your profit for the year.
What happens to the money when a deal closes or falls through?

A Sold or Terminated deal's net income is stored the moment it closes, not recalculated later, and a deal that falls through is not automatically a deal that earned nothing.

Communicating

5 guides

How do I turn on KeyFlow's automations?

KeyFlow's Automations page connects your workspace to Google Calendar and two recurring digest emails — three simple on/off switches, not a rules engine tied to a deal's status.
How do I build a checklist template?

Build a reusable outline of checklist items once, then attach it to a deal's Client Checklists tab — and see what its Transaction type and Target audience settings actually control before you save it.
Create and send an email template

Build a reusable email once in Email Templates, then send it from any transaction's Email Composer, where KeyFlow fills in the client's name, property address, and dates for you.
What goes into the Upcoming Milestones Digest?

The Upcoming Milestones Digest is an email to your own workspace, not to clients, summarizing what's coming up and overdue across your deals — what it includes, how it's grouped, and who actually receives it.
Why did a token not fill in on my email?

A token that resolves to a genuinely empty field on the deal or client comes back blank instead of guessing, and KeyFlow flags exactly which fields did that before you send.

Reference

3 guides

Glossary

The account, team, and commission vocabulary used across every other article, each term as its own stable anchor.
What does KeyFlow not do yet?

A short, honest list of the real gaps in KeyFlow, stated plainly, and what to do instead where something exists.
Troubleshoot common problems

A handful of real, specific failures that span more than one screen, what each one actually looks like, and the fastest way through it.

Guides for using KeyFlow.