BLOG

Useful Key Management Reports Generated by HandyTrac

key management reportsIn addition to providing a secure lockbox for community keys, HandyTrac offers numerous useful key management reports. This “paper trail” is critical, not just for protecting your residents and keeping your employees accountable, but also for protecting your company through proven due diligence. Here’s a look at some of the key management reports provided by a HandyTrac key control system:

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 resident has expressed concerns about entry into their unit, you’ll easily be able to identify any discrepancies.

Reports by Functional Activity

This report sorts all key management activity in your community 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.

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.

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.


As a result of customer feedback and our commitment to provide a seamless user experience for all property managers, the following reports have recently been made available:

Empty Hook Report

The Empty Hook Report allows users to quickly see a list of the hooks in the system that should not have keys on them. This is helpful during key audits or when you need to quickly check to see if keys are being pulled and returned to their correct locations. It is also a quick way to see if there are any keys missing from the system.

Key Tag Search Report

The Key Tag Search Report allows you to quickly search all of your transactions for a key tag number. If you have a key that will no longer scan in the system, you can search for that tag number and see if it ever was in the system, and if so, to what unit the key belonged and when it was edited out of the system.

Unit List Report

The Unit List Report gives you a list of all of the units in the system without sensitive information such as tag numbers and hook locations. We recommend having this report near the HandyTrac system as a quick reference of unit names to make pulling a key quicker and less error prone for employees that do not often use the system and may be unfamiliar with the naming scheme of the units in the system.

Custom email reports

Lastly, our email reports allow you to create a completely custom report to be emailed to you daily. If you want to keep a close eye on certain activity codes or certain units, you can now have this information automatically emailed to you without needing to log in to the HandyTrac site. Multiple custom reports can be created for a variety of criteria.

These 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. To learn more about our systems and key management reports, contact us today!

The Importance of Mechanical Key Control

mechanical key controlThe most important facet of any mechanical key control system is its ability to prevent residence keys from falling into the wrong hands. The main issue presented by traditional key systems and hook boards is keys going missing without a trace. Missing keys are not only a source of stress, they put the community’s management company at risk.

In Texas, for example, a jury awarded $18-million to a multifamily resident after being assaulted and abducted by a man who had gained access to her apartment unit using a backup key. The assailant broke into the management office and found the correctly numbered backup keys hanging unsecured on a hook.

Founded by apartment industry veterans who saw the value in a system that organizes and keeps track of unit keys, HandyTrac offers two affordable mechanical key control systems to suit any community or facility. Using HandyTrac’s audit trail generated reports, managers are fully aware of community ongoings and can ensure a safe environment for residents and employees alike. Additionally, in the event a crime is committed, due diligence can be quickly proven using key management reports generated by HandyTrac.

In about the same amount of wall or desk space currently being used for keys, HandyTrac’s combined biotechnological display unit provides the highest possible level of security, flexibility, and reporting capability. To learn more about our unique mechanical key control systems, contact us today!

Improve Property Security Using our eBook

multifamily securityMost property owners understand and implement basic multifamily security measures to reduce the risk of crime — for example, installing security cameras and gated entry systems, or implementing ample lighting across the premises. However, proper key control is one aspect of multifamily security that can be easily overlooked.

Since management oversees the keys to all units, protecting and monitoring the use of said keys is one of the most important parts of keeping residents safe — and also one of the aspects most likely to be targeted for negligence. Obviously, not all crimes can be prevented, but one of the best ways you can improve safety for your residents is by implementing the property security best practices found in our eBook.

This invaluable resource offers easy-to-implement suggestions, practical tips and information on the latest in key control technology.

Make multifamily security your first priority by downloading your complimentary copy of our property security best practices today. Download your free copy here.

What is Electronic Key Control?

electronic key control systemsBefore the advent and widespread use of electronic key control systems, key management was often a haphazard process. Many multifamily communities used an honor system to store and control building keys, while institutions such as correctional facilities or medical campuses used a more formal system requiring access activity to be hand-written in a log book. The procedures were often ineffective and laborious, leaving the organization exposed to unnecessary premises security liability.

Electronic key control systems resolved these challenges with the implementation of authorized user codes and automatic tracking of key access activity. The automated systems made it easy for users to access or return keys with designated key slots and online monitoring for tracking key usage.

Today, the most advanced key management solutions have even more of a convenience factor while maintaining simplicity of use. The HandyTrac Premium Touch system, for example, features a user-friendly interface with large buttons, a touch screen display and integration features for Yardi users. Compared to the old, dog-eared logbooks, today’s electronic key control solutions have made the task easier and more reliable.

Electronic key control systems that you can trust

All of our systems come with a stout 18-gauge steel cabinet, electronic key locking mechanism, and computerized datalog. Additionally, property managers can run activity reports, view work orders, and more from any internet-enabled device.

Our Standard Touch system offers several features to customize your experience and help protect your investment at an affordable cost. The Premium Touch system combines biometric technology and a large touchscreen display in a single unit to offer the highest level of security, reporting, and flexibility.

For more information about our electronic key control systems, contact us today.

The Importance of Key Security in Multifamily Housing

key securityFound in nearly every municipality across the country, multifamily communities offer housing to millions of people from all walks of life. While every community is unique, each shares a need for effective key security.

The ability to track key activity is critical for maintaining a high level of security and reducing the chance of premises security liability. Designed as a replacement for manual tracking and storage of keys, electronic key control systems are virtually tamper-proof, monitor the access and return of keys through various online reporting features, and offer biometric integration options for improved security. With HandyTrac’s electronic key security systems, property managers can see who pulled a key, for what purpose, when it was pulled, for how long, and when it was returned from any interned-enabled device.

Key Security Options for Every Multifamily Housing Community

For over 20 years HandyTrac has been the low-cost leader in multifamily, student and military housing key security; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reports and provide the ability to manage community keys with a single login through a computer or smart phone.

To learn more about our key security systems, contact us today.

Is Poor Community Security Scaring Off Your Residents?

community securityOffering modern amenities and updated units can be a great way to attract new residents; however, without an effective community security policy in place, resident retention can become a costly endeavor.

Here are 5 ways to boost resident retention through the improvement of community security:

Restrict Community Access

The easiest way for perpetrators to access your community is by simply walking in. To prevent this, install entry systems at your main entrances that require a compatible RFID keycard or security code to gain access. If your community has outdoor entrances to units, consider fencing the property and installing gated entry systems.

Protect Resident Information

Property managers are not only responsible for the safety of their residents and property, they are also responsible for their residents’ personal information. To prevent cybersecurity threats in your community, store all personal information (e.g. driver’s license and social security numbers, bank information) on secured, encrypted servers.

If physical copies are necessary, be sure to store all sensitive information safely under lock and key.

Implement Community-wide CCTV Monitoring

A vital security tool often overlooked by property managers is closed-circuit television monitoring, also known as CCTV. When implemented correctly, a CCTV monitoring system maintains a full video record of the goings-on in a community. Remember, the fewer “dead zones” – areas with no video coverage – the better.

Install Sufficient Lighting of Public Areas

Criminals are known to lurk in dark corners. Give them nowhere to hide by ensuring that your community’s public walkways and parking lots are well lit.

Improve Community Key Management

A community’s building and unit keys present the highest risk to resident safety if not properly monitored and controlled. If keys go missing and land in the wrong hands, your community could be held liable for the resulting damages.

With an electronic key control system from HandyTrac, property managers can improve key security through the implementation of multi-step verification, and view real-time reports to quickly identify unusual key activity. With three secure key control systems to choose from, HandyTrac is an affordable and sensible key management solution for any community or facility.

For more information about our systems, contact us today.

What Are RFID Key Cards and How Do They Work?

rfid key cardsIn an age when building and community security are more important than ever, many facilities are doing away with physical, mechanical keys in favor of electronically-read RFID key cards. These key cards are programmable, customizable and far more secure than mechanical keys, for a variety of reasons. Let’s explore this technology to see how it can make your apartment community, campus or facility more secure.

What Is RFID?

RFID stands for “Radio Frequency Identification,” and as with most modern technology today, it is associated with a chip. Specifically, objects equipped with RFID contain a small chip programmed with data, along with a tiny antenna that transmits that data via a weak signal to nearby receivers. As a more secure technology, RFID is rapidly replacing barcodes and magnetic strips that used to contain similar information to be read by scanners. We see it on our credit cards which are now trading the familiar magnetic strip for enhanced chip technology. We also use RFID in key cards which can be programmed to unlock doors when the card is placed near a receiver at the entry point. In the context of key control, the RFID card replaces the standard lock-and-key system for entry. You place the card on or near the reader, the reader identifies the signal as belonging to an authorized user, and the door unlocks.

How Are RFID Key Cards Safer?

RFID key cards offer many advantages over physical keys and even barcode technology — both of which can be easily copied. Here are just a few of the advantages replacing conventional lock-and-key systems with an RFID key card system:

● Difficult to copy or hack. A radio signal can’t be “copied,” and the signal itself can be encrypted so other devices can’t decipher the data.

● Customizable and programmable. An RFID key card can be programmed to open only specific doors (or only one) for a specific amount of time. (Hotels use keycards to authorize their guests only to access their hotel room and the fitness center, set to stop working the morning of checkout.) This system allows management to restrict employee access only to specific authorized areas of the facility for certain amounts of time.

● Anonymous. With no identifying marks on the key card, only the authorized user and the computer may know which door(s) the card will unlock.

● Easily deactivated. If a keycard is lost or stolen, the system can easily deauthorize its identification signal — or the card may simply be allowed expire.

● More cost-effective security. When physical keys are lost or compromised, the lock must be changed to restore security. When a key card is lost, it can be deauthorized, making it effectively disposable. No need to change the locks!

A Management Solution for All Key Types

While RFID keycards are generally more secure than physical keys, their implementation is meaningless without a secure electronic key control system. Acting as a reinforced shield for your keys, HandyTrac offers two secure key control solutions that are accommodating to keys of all types. In addition to keeping your keys secure, HandyTrac archives an audit trail, and streamlines reporting to provide property managers with a complete key management solution.

For more tips on effective key control or information about our systems, contact us today.

HandyTrac Fall Trade Show Information

With autumn nearly upon us, we’re looking forward to another fantastic season of trade shows! Visit our booth at one of the shows below for a demo, and see how HandyTrac uniquely helps community staff manage keys and prevent premises liability. We hope to see you there!

fall trade showsClick a link below for trade show information:

FAA – Booth #303

IAA – Booth #408

NMHC OPTECH

 

 

 

 


For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3 million apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.

For more information, contact us today.

The Elements of a Strong Multifamily Key Control Policy

multifamily key control policyConcerned that your community has too much fluidity with its key control? Here are some ways to strengthen multifamily key control policy and restrict access:

Keep the keys secure

Keys should be kept in a strong, tamper-proof, locked cabinet that can only be unlocked through a series of protocols.

Implement multi-step access

Make sure your employees go through several steps before a key is issued to them. For example, the employee may need to scan a badge and input a PIN number before the box opens. Better yet, implement a biometric system that reads fingerprints.

Enforce accountability

Employees should input which key(s) they are taking, at what time, and for what purpose — and they should check keys back in by a similar process.

Secure restricted access points

For enhanced security, certain employees should only access certain keys for certain parts of the building or community. They may only be allowed to check out specific physical keys, or their card keys may be coded for access to certain rooms.

Streamline your reporting

Management should be able to view reports at any given time that can show how many keys are out, who has them, which buildings/units have been accessed and at what time. This type of monitoring may be crucial to identifying potential violations because unusual activity can be identified easily.

Establish an audit trail

Reports should be backed up offsite to prevent any attempts to manipulate the data.

Train employees with a consistent protocol

Every employee should be properly trained in the procedure for obtaining and returning keys, and check-out/check-in occurs exactly the same way every time.


Advantages of a Strong Key Control Policy

Making improvements to your key control policy can do the following:

● Help you quickly identify and correct violations for heightened security

● Help you prevent an intrusion from happening in the first place

● Help you pinpoint suspicious activity in the unlikely event of a break-in

● Give you and your residents greater peace of mind

Keys provide virtually untraceable access, making them your greatest potential vulnerability. This means that your keys must be accompanied by the highest levels of security and oversight.

HandyTrac offers a variety of key control solutions designed to enhance your company’s key control policy, making it easy to monitor, track, and secure your keys. To learn more, contact us today.

Common Reasons for Missing Keys on a Multifamily Property

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.