Rooms, licences, and the number that ties them together
Each room is a tenancy in its own right under one property. Licences are records with a holder, conditions, a fee and a term — and Keys2 knows the occupancy each one allows.
Room-level HMO management is standard on Growth and Pro, and available at Starter or Core as one of your chosen modules.
Six things a shared house needs held properly
Failing to hold a required licence sits in the £40,000 civil penalty band. Everything below exists to keep that from happening quietly.
Room-level tenancies
Each room is a tenancy in its own right, with its own tenant, rent and dates, under one property record. Five tenancies, one compliance register, one address.
Licences as records
Mandatory, additional and selective licences held as distinct records: holder, managing agent, conditions, fee, term and renewal date. Not a PDF in a folder.
Conditions and occupancy
Maximum occupants and households recorded against each licence, taken from the licence itself rather than from memory or a note in a spreadsheet.
Room particulars
Sizes, amenities and shared facilities on the property record, held where the licence conditions can see them — so a room that is too small for the condition is visible before it is let.
Two licences, one property
Where a borough runs overlapping schemes, Keys2 tracks both with two expiry dates and two fees, and alerts with enough lead time to renew. Decisions can take ten weeks.
The occupancy check
When rooms let would exceed the licensed maximum, Keys2 says so before the tenancy is created. It prevents the offence rather than recording it after the fact.
“Failing to hold a required HMO or selective licence sits in the £40,000 civil penalty band, and an unlicensed property exposes the landlord to a rent repayment order of up to two years’ rent.”
Four things that keep fifty HMOs as safe as five
The nightly sweep does not care how big the book is.
Fifty HMOs are as safe as five
The sweep covers every licence and every certificate across the whole book, every night, and surfaces only what needs a person.
Overlapping schemes at scale
Multiple licences per property across a borough running mandatory, additional and selective schemes at once, each with its own term and fee.
Rooms under one property
One property record, five tenancies, one address history. Adding a room does not add an address, a system or a bill.
Prevention, not a log
The occupancy check runs before the tenancy exists, so the exposure never reaches a report in the first place.