Adding and managing keys

Create a record for each physical key, copy or key set so your team can identify it and track who has it.

Add a key

1. Select Key Register from the main menu.
2. Select Add Key.
3. Choose the Property or Housing Group the key Belongs To. Use a Housing Group for shared access, such as an apartment block’s external door.
4. Enter a unique Key Code of up to 10 characters. Give each copy or set its own code.
5. Enter a Description that makes the key easy to recognise. Complete the storage and access details as needed.
6. Save the key. Its initial status is Available.

Add a key from a Property or Housing Group

• Property — open Properties → List Properties and select the required property. Select the Property tab, followed by Keys from the secondary navigation, then select Add Key.
• Housing Group — open Housing Groups → List Housing Groups and select the required housing group. Select Keys from the secondary navigation, then select Add Key.

Choosing a key code

The form shows the last added key code beside the field to help you follow your organisation’s existing format. For example, if the previous code was AB-001, you might enter AB-002.

This is a reference only: Affinity does not generate, increment or reserve the next code. The last-added example comes from the keys you can access and may not represent every key in the account. Your new code must be unique; an existing code cannot be reused for another active record.

Describe what the key is for

Use the description and access details to explain what the key opens, particularly for shared entrances, stores or multiple doors. The storage location identifies where the key is normally kept when it is available; the current holder is recorded separately when it is checked out.

Find and view a key

1. Select Key Register from the main menu.
2. Search by key code, description, holder or storage location, or use the available filters.
3. Select the key code to open its details.

You can also open a key from the owning Property or Housing Group’s Keys page. The Belongs To link takes you to that page.

Edit key details

1. Open the key’s Details page.
2. Select Options → Edit.
3. Update the required information and save the changes.

The owning Property or Housing Group cannot be changed. While the key is checked out, its key code is read-only; descriptive details can still be updated. Retired keys cannot be edited.

Use the dedicated Check Out, Check In, Transfer and return-date actions to update who holds the key or when it is due back.

Delete or retire a key

Delete is available from Options when your role permits it. Confirm the deletion to remove the record from the register.

Use Retire when a key is no longer in use and you want to retain its register record. A checked-out key must be returned or marked lost before it can be retired.