An important property function is an ability to record both key numbers and alarm codes. This can be recorded for all property types, not limited to only rental managements/listings. Below is a step-by-step guide on how to record, track and view property keys and alarm codes.
contents:
- Adding a new key
- Checking a key out/in
- Adding an alarm code
- Adding key tracking notes (Additional key information)
- Tracking keys via widgets
- How to view key details and alarm codes via the mobile app
- How to produce a Key Report
Step by step
Adding a new key
1. Navigate into an example property > Keys tab
2. Click Add New Key in the bottom right-hand corner
3. This will populate the key details screen where you are able to add the below details:
- Status: - This is to record if the key is currently in or out of the office
- Key ID: - Here you can add in your desired key identification code/number
- Colour: - Here you have the option to colour code the key (reflected in the mobile app and calendar events linked to the property)
- Details: - Populate if you have any additional details to record against the key such as "Front Door Key"
4. Once you have added in your desired key details, click Save
If a key number is already in use, they system will flag the below message including the ability to navigate directly to the exiting key.
Checking a key out/in
1. Navigate into an example property > Keys tab
2. Click Check Out / Edit next to Key
3. This will populate the key details, where you are able to toggle the key in or out as per below
4. If the key has been set to Key Out, you have the option to record if the key has been logged out by an existing contact/supplier within your database or a specific staff member
5. Click Save to log the key in/out
6. All key logs will be recorded, including the date and time of check out/in
Key IDs will automatically clear once a sale property has been settled or a rental property has been marked as "Management Lost". This will not only delete the key ID attached but also record the deletion via a note under Key Tracking.
Adding an alarm code
You will need "Alarm Details" ticked in your user management settings in order to set up and view property alarm codes. More information can be found in the User Management Settings knowledge article.
1. Navigate into an example property > Other tab > Alarm Details
2. This will populate the alarm details screen, where you are able to populate the alarm code and any relevant details
3. Click Save
Additional information
Adding key tracking notes (Additional key information)
We provide the option to record additional key notes against a specific key ID. This can be done by following the below steps.
1. Navigate into an example property > Keys tab
2. Click Add Key Tracking Note in the bottom right-hand corner
3. This will populate a new screen, where you are able to select the Key ID and add your key note
How to view key details and alarm codes via the mobile app
You have to option to view both the key details and alarm codes against a property via the Vault mobile app as per the below steps.
1. Naivigate into an example property > Tap Key & Alarm Details
2. This will then populate the Key & Alarm details attached, including the option to update the key details, key status and add further keys
Tracking keys via widgets
You can use the Keys Checked Out (Office) and/or Key Track - Office widgets to track the movement of your allocated keys. More information on adding these widgets to your dashboard can be found in the Dashboard knowledge article.
How to produce a Key Report
We provide the option to produce a key report via the Report Writer (Reports > Report Writer). Here we have the option to create a key report via the Property Keys (Sale) or Property Keys (Lease) report type. More information can be found via the Report Writer knowledge article.
