To access Key Management, first go to Operations, then Key Management.
You will then see a list of all keys you have in the system listed infront of you.
You can search for any key by the Address, Key Code, or Key set name in the search bar.
You can also use the tabs along the top to see lists of keys that have been checked out, keys that are overdue to be returned to the office, keys that are in the office, and archived keys (no longer in use).
Now lets take a look at what we can see in a list of Keys.
First, on the left hand side, you have a picture of the keys (if uploaded), Key set name, number of keys in the set, and the Key Code.
Next you have the property details.
Next, if the keys have been checked out, you have the name and email address of the person the keys have been checked out too. If the keys are in office, this will be blank.
Next, you will see whether the key is in office or checked out. If the key has been checked out, you will see the name of the User who checked out the key, and the date it is due to be returned to the office.
Next you have your options.
On a checked out key that is overdue (not been returned to the office on time), you have the option to edit key details, return the key, archive the key, and chase the key. You will easily identify an overdue key with the Red dot.
Chasing the key will send an email to the person that currently has the keys. Not the user that checked them out.
If the key has been checked out but is still not due to be returned yet (orange dot) you will be able to edit the key set, return the key, or archive the key.
If the Key is already in the office (green dot), you have the option to edit key details, check out the keys, or archive.
Click here to learn more about checking out keys.
To add a key set in to the system, click 'Add new key set/alarm' at the top of the screen.
Then search the property address.
Then click add new key set
Then enter in the Key Set name (this will default to first line of address), the Key Set code, number of keys in the set, branch it belongs too, and any other added access info you want to include.
You then have the option to upload up to 7 photos with this key set. This could be a photo of the key set itself so you know what it looks like when you check it out of the office.
To do this, click the grey box with the +
Once you have filled in all information, and added a photo if you wanted too, click 'Add'