Key management

What is it?

Key management is your register of physical keys — for example, keys to customer properties. Each key has a key number, an In/out status, and can be linked to one customer and one employee. Use it to keep track of who has a key, whether it's currently in or out, and the history of changes made to it.

You'll find it under Project → Key management.

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1. ID
2. Key number
3. Status
4. Customer
5. Employee
6. Latest history
7. History

How to

Add a key

1. Go to Projects → Key management.
2. Click Key.
3. Enter the Key number.
4. Optionally choose a Customer and/or Employee to link to the key.
5. Set the In/out status.
6. Click Submit.

Edit a key

1. Click a key's row to open it.
2. Update the fields.
3. Click Submit.

Note: You can also open and edit a key from a customer's Key tab, or from the key icon on a booking in the Calendar.

Search and filter keys

1. Use the search box to find a key by ID or key number.
2. Use the filters to narrow the list by Active status, Customer, Employee, or Key Status (In/Out).

View a key's history

Click the history icon on a key's row to see a log of changes made to that key — who made the change and when.

Activate, deactivate, or delete keys

1. Select one or more keys using the checkboxes.
2. Click Activate, Deactivate, or Delete in the bar at the bottom.
3. Confirm.

Important: A key that's still linked to a customer or an employee can't be deactivated. Remove it from the customer and employee first.

Attach a key to a customer

1. Open the customer and go to their Key tab.
2. Search for a key by key number and add it, or enter a new key number to create one.
3. Use the pencil icon to edit a key, or the trash icon to remove it from the customer.

What do the fields mean?

Active

Whether the key is active in the system. New keys are active by default.

Key number

The number or identifier printed on the physical key. Required.

Internal notes

Notes about the key, visible to administrators only.

External notes

Notes about the key, visible to employees as well as administrators. These show up for the employee handling the related order.

Customer / Employee

The customer and/or employee currently linked to this key. A key can be linked to one of each at a time.

In/out

Whether the key is currently checked in or checked out.

Good to know

• This page requires the Standard plan or above.
• What an admin user can do here depends on their permissions, set under People → Users.
• If Key management is missing from your menu, it may be switched off for your company in Company settings.
• When an employee handles a booking for a customer, they can mark a key as Pick up or Submit from the employee app to flip its In/out status — this is also recorded in the key's history.
• Emojis aren't allowed in the notes fields.