The Key Register keeps a central record of physical keys and key sets for your properties and housing groups. Use it to find a key, see who holds it and identify overdue returns.
Where to find keys
- Central Key Register — select Key Register from the main menu.
- Property — open Properties → List Properties and select the required property. Select the Property tab, followed by Keys from the secondary navigation.
- Housing Group — open Housing Groups → List Housing Groups and select the required housing group. Select Keys from the secondary navigation.
A property’s list also includes accessible shared keys belonging to its Housing Group.
Understanding the overview
- Total keys: all accessible, non-deleted keys in the register, including retired keys.
- Keys checked out: keys currently held by a recipient.
- Keys overdue: checked-out keys whose return deadline has passed.
The overview totals cover your accessible register. Search and filters narrow the list beneath it. Search by key code, description, holder or storage location, or filter by Property, Housing Group and Status.
Key statuses
- Available: ready to be checked out.
- Checked Out: currently with a recipient.
- Lost: reported missing; any last known holder is retained.
- Retired: removed from use but retained in the register.
An overdue label appears beneath Checked Out when the deadline has passed. A checked-out key with no deadline shows No deadline. Available keys show a dash for Due Back.
Access and permissions
Permissions are configured under Key Register → Keys. Access to the owning Property or Housing Group and the user’s branch access also apply.
| System role | Access | Create | Update | Delete |
|---|---|---|---|---|
| Manager | Yes | Yes | Yes | Yes |
| Admin | Yes | Yes | Yes | No |
| System | Yes | No | No | No |
Custom roles are not automatically granted Key Register access. An account administrator must enable the appropriate permissions for those roles. Check Out, Check In, Transfer, and other key actions require Update permission.
Details and Key History
Details shows the key’s information, current status, holder, deadline and Key Notes. History shows checkout periods, transfers and returns.
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