Summary
Learn how to add a custom borrower from Manage Key Borrowers without opening a booking so you can quickly select them for future reservations.
This article covers:
About adding custom borrowers
Creating a custom borrower in advance speeds up booking: once saved, the person appears in the borrower search for any future booking. This is helpful for external trades, tenants, owners, or other visitors who aren’t yet in your directory. Key Automate supports assigning keys to tenants, owners, property managers, and trades, and maintains a lifecycle and history in a virtual key cabinet.
Tip: If you’re already inside a booking, you can add a custom borrower from the booking pane as well.
Note: Before you begin, ensure that Bricks + Agent is enabled to access Key Automate.
Add a custom borrower
Use the Manage Key Borrowers page to add someone to your directory so they’re available for one‑off or recurring bookings.
In Key Automate, click Manage Key Borrowers (person icon) to open the borrowers list
You’ll see columns such as Full Name, Email Address, Contact Number, User Role, and per‑row Actions with the names of current borrowers.
Click + Add Custom borrower (top‑right of the list)
Complete the form: First Name, Last Name, Email Address, Phone Number, Role (e.g., Primary Key Borrower), and Note (optional)
Click Add Borrower
The new borrower is added to the directory and can be selected in any booking’s Borrower field.
Tip: Use clear Notes (e.g., collect at front desk; photo ID required) to speed up handover at reception. The notes added during the booking process will appear here.
Find and manage existing borrowers
Use search, sort, and actions to work faster on the borrowers list.
Search by name or email using the Full Name search bar
Sort using Sort by (e.g., Newest First)
Pagination - Adjust Items per page and navigate with arrows at the bottom
Edit or delete a borrower
Use the row actions to update or remove the custom borrowers you created in Key Automate. Borrowers that originate in your Property Tree database (e.g., Owners, Tenants, PMs) are typically read-only in Key Automate and won’t display edit/delete icons—manage those contacts in Property Tree instead.
Who can be edited or deleted?
Custom borrowers (created in Key Automate) - Shows pencil and trash icons. You can edit details or remove them if they’re no longer needed
Synced contacts (Owner, Tenant, PM from Property Tree) - No pencil/trash icons. These are system‑sourced records and remain read‑only in Key Automate; edit or archive them in Property Tree, then let the sync update your Key Automate view
Edit a custom borrower
Make quick corrections to a borrower you added in Key Automate.
In Key Automate, click Manage Key Borrowers (person icon) to open the borrowers list
Find the borrower and click the pencil icon
Update the fields you need (e.g., email, phone, role) and click Add Borrower to save the changes
Tip: If you can’t see the pencil icon, the record is likely synced from Property Tree (Owner/Tenant/PM). Edit that contact in Property Tree so updates flow downstream.
Delete a custom borrower
Remove a borrower that was created in Key Automate.
From Manage Key Borrowers, click the trash icon on the borrower row
Click Yes to confirm
The borrower is removed from the Key Automate directory.
Note: You cannot delete synced Owner/Tenant/PM contacts from Key Automate. Manage those in trust accounting/property management software to maintain a single source of truth.