Use Key Control to create key records, track who has collected keys, and record when they are returned. This provides a clear audit trail of property access.
Manage Property Keys
- Open the relevant property record and select Key Control.
- Click Add Key.
- Enter a Key Number and Alias (description).
- Add any relevant notes and, if required, upload a photo of the key, then click Save. Repeat for any additional keys.
- When you need to issue a key, open Key Control, click Sign Out, and select the key.
- Select the person collecting the key and their record type. Confirm the collection date, set the expected return date and add any notes, then click Sign Out.
- To record a returned key, open Key Control and select the key.
- Click Sign In, add any relevant notes, then click Sign In again to complete the return.
Monitor Outstanding Keys
- Use Key Control in the Activity List to view all keys currently signed in or out.
- Overdue keys are highlighted and can be managed from this screen.
- The Keys Due Back activity shows keys that are approaching or past their return date.
Watch the Walkthrough
Good to Know
- A property can have multiple key records.
- The sign in and sign out process is the same whether you access it from a property record, Key Control or Property Management.
- If a key is issued to a tenant, it is recommended to sign it out for the tenancy term and extend the return date if the tenancy is renewed.
- If a key is no longer required, for example following a property sale, the key record can be removed from CRM.