3 tips on how to track building keys in your real estate agency

 

Key management - if you have ever worked in a real estate agency, you know it’s one of the biggest daily issues agents face. It may seem like a minor problem, but one small mishap and suddenly you have to commute to the other side of town to pick up the misplaced keys that someone took home instead of leaving them in the office. Or just spend hours trying to track who has the key you need for tomorrow’s viewing. 

Here are some of the ideas in which you could track the keys to properties in your real estate agency.

  1. Build key ownership by writing down specific office key-handling rules

It’s all good once your staff knows who’s responsible for the key and what kind of rules and fines are connected with handling keys. Every new employee needs to be educated on what should happen with the keys when they take them out from the key cabinet, and what’s the fine in case keys get lost. Who pays for the key replacement or changing locks? Agents need to know that they would be held accountable in case anything happened. 

2. Use an online key-tracking system (using a mobile app and web platform)

A system that quickly tells you where the key is and when it’s due to be returned, can be a real life-changing factor for an agency. An app like KeyNest PRO scans and locates keys with just a tap of the fob on the mobile phone. It also gives information on any contractor holding a key and even sends automated SMS telling the key holder to return it.  Easy. Find out more about KeyNest PRO here.


3. Attach a GPS tracker to each key set

Location trackers are becoming more and more common and are now small enough to attach to a key. They would be helpful in case the key is not placed on a hook in the key cabinet but is misplaced somewhere in the office. The loud alarm activated through an app would help you locate them in no time. However, usually, GPS trackers work only up to the range of 100-200 feet. So if the key is outside the office, it’s best to still rely on an automated system like KeyNest PRO, which saves the last known key exchange location and adds a GPS stamp to it.

What you should never do while working on improving key tracking in your real estate agency:

  • Never stamp keys with an address - in case they get lost or stolen, it’s way too easy for a thief to enter

  • Never let a GPS tag better run out of power - they generally last quite long, but keep an eye on the power level from time to time, just to be safe

  • Don’t keep keys on a simple hook with no other safety system. It’s easy for the cabinet to fall, or for a couple of keys to fall on the floor - which could lead to issues with keys identification or even locating them in case they fell under a table or furniture piece

  • Don’t pass keys to contractors or cleaners while out of the office, with no official receipt or signature on key collection. The moment when keys are moved from hand to hand, and a person who doesn’t work full-time in your agency gets the keys is the most problematic time - there’s no accountability and the chance for the keys to getting lost is high. Always make a formal note in your system about the key's location. 

 
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