Manage keys with Affinity’s Key Register

Keep track of your keys, who has them and when they are due back. Affinity’s Key Register brings property and shared-access keys together, with clear statuses, return deadlines and a history of checkouts and returns.

One place to find your keys

The central register gives your team a searchable list of the keys they can access, alongside totals for all keys, checked-out keys and overdue returns. You can also work from the Keys tab within a Property or Housing Group.

Keys for communal entrances can belong to a Housing Group, making them easy to find alongside individual property keys.

Know who has each key

Check a key out to a staff member, contractor or another named recipient. Record a return date and time when needed, transfer it directly to another recipient, and check it back in when returned. If a deadline changes, set or extend it from the key’s details.

Overdue keys are clearly flagged. Keys without a deadline display No deadline, so your team can distinguish them from keys with a scheduled return.

A clear history of each key

Key History follows each checkout period, including transfers and returns. Notes capture useful context, while the recorded staff member shows who carried out the action. You can also mark keys lost or found and retire keys that are no longer used.

An All Keys CSV export provides a copy of the current register. Key History is kept separately and is not included in that export.

Use your own key codes

Keep your organisation’s existing format with a unique code of up to 10 characters. The Add Key form shows the last added key code beside the field as a reference. Codes are entered manually, giving your team control over its numbering.

Getting started

Access is controlled under Key Register → Keys. Managers have access, create, update and delete permissions by default; Admin users have access, create and update; System users have access only. Custom roles need their permissions configured by an account administrator.

Our new guides explain how to get started:

• Key Register — overview and access
• Adding and managing keys
• Checking keys out and back in