Settings and team
Your rental agreement, eligibility rules, staff logins, message templates, and your plan.
The Settings tab is where you set up the things that apply across your whole firm: your rental agreement, your eligibility rules, who can log in, and your plan.
Your rental agreement
The agreement is your own wording. KeyProof does not write it for you; it captures the renter's signature on it. In Settings, open the agreement section and set the text your renters read and sign at check-in. When a renter signs, KeyProof binds that exact wording to their booking.
Only the firm owner can edit the agreement.
Eligibility rules
Set the rules you hire by, for example:
- Minimum age.
- Licence held for at least X years.
- Maximum penalty points.
These are there to prompt you to confirm each renter meets your rules at handover. They are advisory: KeyProof shows you the rule to check, it does not block a hire on its own. You stay in control of who you hire to.
Your contact and notifications
Set your firm's contact name and phone, and the email address where your notifications and the morning digest are sent.
Message templates
The ready-made WhatsApp messages (booking confirmation, chase to check in, return reminder, review request) can be edited here, along with the link you point renters to for reviews. See Send the renter link.
Blocklist
Add a name, phone number and reason to keep a renter from booking again. The blocklist is private to your firm and warns you if a blocklisted number turns up on a new booking.
Adding staff (owner and staff roles)
If more than one person runs the firm, add them so they each have their own login.
There are two roles:
- Owner: full access, including the agreement, eligibility rules, billing, team, and Stripe connection.
- Staff: the day-to-day operational tabs (bookings, calendar, fleet, records and so on). Owner-only areas show a placeholder for staff, so settings like billing and the agreement stay with the owner.
To add someone, open the team section (owner only), invite them by email and name, and choose their role. There is also a portal logins list: anyone whose email is on it can sign in to the firm's portal with their own account using that email. You can list a small number of logins this way.
Your subscription and plan
Billing lives in Settings and is owner-only. Founding firms are on £49 a month, locked for life, with setup waived and every feature included. From the billing card you can start your subscription or update your card through Stripe. The renter pays the verification fee at check-in, so the checks cost you nothing per hire, and KeyProof never holds your money.