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Common Reasons for Missing Keys on a Multifamily Property

Posted on by clapointe

multifamily key controlA potential resident arrives at your community to tour a unit, but the unit key is missing without a trace. Where is the key? How quickly can you find the key? Who in the community might have the key? Has there been a security breach? How long is the customer willing to wait while you search?

This scenario happens daily at multifamily, student and military housing communities that attempt to operate without an electronic key management system. The key is either on-site, off-site, or stolen. In most cases, the key will be recovered within a few minutes; however, without an audit trail, the key could be missing forever.

Missing Key Reason #1: The key is on-site

Most of the time, the unit key is somewhere on-site with an authorized employee. He or she has left it in their pocket, bag, sticking out of a lock, or on a countertop in the unit. Meanwhile, the entire community is suddenly engaged in a search to find the key.

Unlike hook boards and standard key cabinets, electronic key control systems offer thorough key management reports allowing property managers to quickly identify who withdrew the key last.

Missing Key Reason #2: The key is off-site

If an employee accidentally takes a key home and your community uses a hook board, there is no way to track it down. With an electronic key control system, you can prevent keys from being accidentally taken by running a keys out report on your smartphone or computer near the end of each shift. With the report in hand, you can contact the employees who still have keys and remind them to return the keys before clocking out.

Missing Key Reason #3: The key has been stolen

If the key is still missing after your search, it is possible that it has been stolen. If community keys are easily accessible or often left out, the culprit could be just about anyone. Without an electronic key control system, you not only have to worry about resident safety, but also premises liability in the event of criminal activity as a result of poor key management.

An electronic key control system like HandyTrac holds users accountable for every key removed, and integrates multi-step verification to prevent keys from falling into the wrong hands.

At HandyTrac, we specialize in multifamily key control and offer three secure, easy-to-use electronic key management systems designed for properties large and small. Contact us today for more information.

4 Key Management Reports Provided by HandyTrac

Posted on by clapointe

For multifamily dwellings, student and military housing, having a proper key management system in place is essential to ensuring the safety and security of your tenants. Of course, that’s only half the battle. It’s just as important to have key management reports that show you which keys were checked out, when, and by whom. This “paper trail” is critical, not just for protecting your tenants and keeping your employees accountable, but also to protect your company and to prove due diligence.

Logging key check-in and check-out can be a full-time job in and of itself, which is why HandyTrac simplifies the process by keeping track for you and generating four different types of key management reports. Let’s look at them one by one.

1. Reports by Housing Unit

This report focuses on each individual unit in your complex, documenting how many times keys were checked out for that unit during the report period, as well as who checked them out, and for what purpose. If a specific tenant has expressed concerns about entry into their unit, you’ll easily be able to identify any discrepancies.

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2. Reports by Functional Activity

This report sorts all key management activity in your facility according to reason code (e.g., preventative maintenance or a unit inspection). This feature helps you keep track of things like ongoing maintenance functions as well as providing documentation for compliance purposes.

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3. Keys Out Report

Find out at any time which keys are checked out, by whom and for what reason. Pull this report anytime you want a snapshot of current activity on your property, or have a keys out report emailed to you daily. This way, you can easily track employee activity on the grounds to make sure everyone is where they should be — and be alerted if anyone is where they shouldn’t be.

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4. Report by Employee

This report identifies each employee’s key in-and-out activity during the specified report period, useful for tracking with job performance as well as identifying any unusual activity. These four key management reports can be accessed online from any authorized device, sent to any printer in your network and/or emailed to pertinent staff, making it easy to pull and access reports anytime you need them.

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To learn more about HandyTrac’s key management reporting features, contact us today!