Why key tracking matters so much
Keys are physical access rights. If you don't know who holds which key, you can neither ensure security nor react quickly to a loss. Insurance questions come on top: if a master or grand master key is lost, entire groups of cylinders often have to be replaced. Clean, provable key tracking is therefore part of operator responsibility.
What digital key tracking should deliver
- Master key systems and key types mapped: individual, group, master and grand master keys as well as transponders and cards.
- Inventory per key: how many copies exist in total, and how many are issued?
- Issue and return with person and date – as a traceable history.
- Documents such as the security card, key plan or receipts stored with the key.
- Quick search by key number or name.
Key tracking in Excel: the typical problems
| Problem | Consequence |
|---|---|
| Returns are not entered | The inventory doesn't match, and lost keys are noticed late. |
| Several versions of the file | Nobody knows which list is valid. |
| No history | Who had the key three months ago? |
| Receipts are stored separately | Receipts and the security card can't be found when it matters. |
How to set up key tracking in Maintably
- Create the master key system. Under Master key systems (Schließanlagen), enter the system with its name and attach the security card or key plan as a document.
- Capture the keys. Under Keys (Schlüssel), enter the name, key number, master key system, type (individual, group, master or grand master key, or transponder/card) and the number of copies for each key.
- Record an issue. On the key, record an issue to a person. The available inventory decreases automatically.
- Record a return. On return, close the issue – the date is recorded, and the inventory is correct again.
- Reconcile regularly. Once a quarter, compare the issued keys with the people, especially after departures and tenant changes.
Electronic key control: key cabinet or software?
"Electronic key control" is understood to mean two different things: key cabinets with electronic access, which physically log who takes a key, and software that manages inventory, issues and returns. A key cabinet pays off when there are many daily withdrawals at one location, such as in a vehicle fleet. To manage master key systems across several buildings, tenants and service providers, you need software – Maintably is such a software solution, not a key cabinet.
Key tracking as part of facility management
Keys belong to buildings, rooms and people – just like maintenance, tickets and documents. That is why key tracking in Maintably is not a separate program but part of facility management: the same users, the same buildings, the same interface.