Allsop's automated key management with KeyNest Points

Allsop, a leading built-to-rent operator in the UK, manages a large portfolio of properties across the country. As their portfolio expanded, managing keys and access to properties became increasingly challenging. Their previous system involved physical key cupboards and local agents who would manually manage and track keys. This led to issues such as missing keys, a lack of accountability, and the frustration of last-minute logistical hurdles when key retrievals or drop-offs didn’t go as planned.

Missing keys and mounting frustrations

Tom, an asset manager at Allsop, explained the significant difficulties their team faced with traditional key management methods:

"Suppliers would take keys, which wouldn't be returned. And when that happened, there was no accountability. You'd call, and you'd find out who the last person to use the key was. They would say that it wasn't them, they returned them, and that would be that. The result was having to pay for a lock change."

Another frustration was the lack of real-time information when keys went missing. Tom continued:

"You'd have a very awkward conversation with someone over the phone who might have traveled a long way to your property, and there's no way of getting in."

This would often result in delays and additional costs, as well as a loss of trust with tenants and suppliers.

The solution

Allsop was introduced to KeyNest as part of their strategy to digitize and streamline key management. KeyNest is a smart, digital platform that allows businesses to store, track, and manage keys remotely through a network of secure collection points and cloud-based software. Instead of relying on physical key storage or manual tracking, Allsop could now monitor and access their keys digitally in real-time.

"We decided to test KeyNest using a collection point on one of our properties in London, Twickenham. We did that for about three or four months, and it worked well,"

Tom explained. The convenience of having secure, accessible drop-off and pick-up points across the city provided a more reliable solution to their key management challenges.

KeyNest’s dashboard provided Allsop with full visibility of key movements, including who had access to the keys, when they were checked out, and when they were returned. This real-time insight eliminated the previous uncertainty and allowed Allsop to respond proactively when keys went missing, avoiding expensive last-minute lock changes.

As the system proved successful in London, Allsop expanded the use of KeyNest to a wider range of properties, including single-family housing estates and multi-family apartment buildings.

"We started to use your pickup or collection point service, and we used a local food and wine store, and all of their 103 houses on that estate, and all of our keys were held with KeyNest."

From pilot to portfolio-wide success

The transition to KeyNest resulted in several key benefits for Allsop. First and foremost, they gained more control and accountability over their keys. The ability to track key movements through the platform was a game changer:

"We knew who had them, and we were able to track them down. Also, we knew they were missing before we instructed someone else to go to that property so that we could deal with it proactively."

Moreover, KeyNest allowed Allsop to scale its key management system efficiently as their portfolio grew. The software was flexible enough to support various types of properties, from large multi-family buildings to smaller single-family homes.

"It's helped us deal with the checkout and check-in service. It's allowed our agents to remove that key management service they continually struggled with."

KeyNest also simplified the logistical complexities associated with coordinating key exchanges between property agents, tenants, and suppliers. By eliminating the need for manual coordination, the team was able to focus on more strategic aspects of property management.

Control, accountability, and cost savings

KeyNest has transformed Allsop’s key management process, making it easier, more secure, and more efficient. By transitioning from outdated physical systems to a modern, cloud-based solution, Allsop has been able to reduce costs, improve accountability, and scale key management across its growing property portfolio. Tom concluded:

"If you asked me a year ago, I would say that there's no easy answer to the headache of managing keys... but it feels like we might have arrived at one."