Frequently asked questions
Questions about running Keyloma
Straight answers about setup, residents, rent, documents and how the AI behaves — for independent managers and landlords running 5 to 300 units.
Getting started
- Who is Keyloma built for?
- Keyloma is built for independent residential property managers and small teams running roughly 5 to 300 units. It suits managers who have outgrown spreadsheets but find enterprise platforms too heavy and too expensive at their size. It is not aimed at large institutional managers or pure short-term rental operators.
- How long does setup take?
- Most teams are live in a few days to two weeks, depending on portfolio size and data quality. You import properties, units, tenants, owners and active leases, review the imported data, invite your staff, and open the resident portal.
- Can we move our data from Buildium, AppFolio or DoorLoop?
- Yes. Keyloma supports migrating properties, units, tenants, owners and active leases from spreadsheets and from major property management platforms including Buildium, AppFolio and DoorLoop. You export from your current system, the records are mapped into Keyloma, and the import is reviewed with you before go-live.
- Can I import tenants from a spreadsheet?
- Yes. The tenants screen includes a CSV import with a downloadable template covering names, contact details, emergency contacts and unit assignment. Every row is validated and previewed before anything is saved.
- Do you require a long-term contract?
- No. Billing is monthly or annual with no long-term contract, and pricing is based on portfolio size rather than feature unlocks.
Residents and communication
- Do residents and landlords get an app?
- Yes. Both residents and landlords have access through a web portal and a dedicated mobile app. They can pay rent, submit or manage maintenance requests with photos and video, read lease documents, and message your office from either place.
- How do residents contact my office?
- Residents message your office directly from the portal or app. Messages thread by resident, arrive with unread indicators for your staff, and support attachments, so conversations stay attached to the right person instead of scattered across personal phones.
- Can I message every resident at once?
- Yes. You can message one resident or send an announcement to all residents, and each person still receives it as a private conversation they can reply to.
- What happens to a maintenance request after a resident submits it?
- The request arrives with the resident's description, photos or video, and an urgency classification. Your team reviews it, creates the work order, and assigns a vendor. Residents can follow status without calling the office.
Rent and payments
- How does rent collection work?
- Residents pay online from the portal or app. Each payment posts against the lease that owes it, the ledger updates with charges, payments, credits and late fees, and the running balance stays current instead of being rebuilt at month-end.
- What happens when a payment fails?
- A failed payment is reconciled back to the lease ledger so the balance reflects reality, the charge stays outstanding, and the overdue balance surfaces in your collections view rather than being discovered weeks later.
- Are late fees applied automatically?
- Late fee rules are configured per lease and applied consistently, so the same policy runs across your portfolio. You stay in control of the rules and can review anything before it is charged.
- Can residents set up autopay?
- Yes. Residents can enable autopay for their lease so rent is collected on schedule, and they still receive receipts and full payment history.
Documents and leases
- Can I generate leases and notices inside Keyloma?
- Yes. Keyloma generates leases, legal notices and rental applications from state-aware templates for New Jersey, New York and Connecticut, merging your property, unit, lease and tenant details into the document.
- Can tenants sign documents online?
- Yes. You send an application or lease to a tenant, they complete and sign it from their portal, and the signed PDF is filed against their tenant and lease records with an audit trail.
- Where are signed documents stored?
- Signed documents are stored in private storage scoped to your organization, and are only downloadable through authorized, signed links by people with access to that record.
AI, security and access
- What does the AI actually do?
- Keyloma's AI reads your own portfolio data to summarize activity, classify maintenance requests, draft communications and help staff complete common workflows faster. It proposes actions and anything that matters waits for a person to approve it. It never moves money or issues legal notices on its own.
- Is my portfolio data isolated from other companies?
- Yes. Every record is scoped to your organization and access rules are enforced on the server, so staff, owners and residents only see the records they are entitled to see.
- Can I control what my staff can access?
- Yes. Staff are invited to your organization with roles, and sensitive records and actions are restricted by role. Activity is recorded so you can see who did what.
- How is Keyloma different from spreadsheets and enterprise PM software?
- Spreadsheets hold data but no workflow, and enterprise platforms add accounting depth and cost that small teams rarely use. Keyloma keeps one connected record of properties, units, leases, tenants, owners and vendors, and builds messaging, documents, payments, repairs and inspections directly on top of it.
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