Student lettings, simplified: How Roman City made key tracking hassle-free with KeyNest Cloud

Partner

Roman City

Industry

Property Management

Product used

KeyNest Cloud

Location

Bath, United Kingdom

Challenge

A high volume of key handovers were still logged via handwritten book, causing delays and confusion in high-volume times.

Result

Manual logging now replaced with automated, real-time tracking of key movements and increased visibility of keys meant better accountability.

"It’s one of those tools where you wonder how you ever managed without it."

Kayla Palethorpe

Head of Maintenance

Roman City’s Team in Bath, United Kingdom

KEY SUMMARY

• The Partner: Roman City, a leading student property letting agent based in Bath.
• The Challenge: A high volume of keys across student and residential properties was tracked in a handwritten logbook, causing delays and confusion during peak periods like student move-ins.
• How did Roman City use KeyNest?: They switched to KeyNest Cloud, replacing manual logging with automated, real-time tracking of every key movement.
• Key Results:
  • Immediate, No-Learning-Curve Adoption - The team was tracking keys from day one, with no disruption to daily operations.
  • Full Real-Time Visibility - Staff can see who has each key and when it was returned in a few clicks, replacing manual guesswork.
  • Faster Contractor Access - Contractors and maintenance teams no longer wait to find out who holds a key.

Roman City, a leading student property letting agent in the heart of Bath, faced a growing challenge: managing a high volume of keys across their bustling student accommodation and residential properties. With the need to provide contractors, cleaners, and tenants with quick and reliable access to keys, their old system of handwritten logs was no longer cutting it.

Before KeyNest: a manual and time-consuming system

For years, Roman City relied on a traditional method: a large leather-bound book where every key’s handover was painstakingly recorded by hand. While it worked, it often led to delays, confusion, and lost time, especially during peak seasons like student move-ins.

"We used a book where we wrote down who had the keys. It was manageable when things were quiet, but during busy periods, it just wasn’t efficient."

Kayla Palethorpe

Head of Maintenance

Key management became a source of stress for the team, with staff often scrambling to track down keys, especially when contractors were coming and going throughout the day.

Making the switch: KeyNest Cloud implementation

Roman City needed a more reliable and efficient solution, and they found it with KeyNest Cloud. After hearing about the platform, the team quickly made the switch. The process was fast, intuitive, and didn’t disrupt their daily operations.

"We signed up for KeyNest, installed the lockers, and started using the system immediately. There was no learning curve, just immediate improvement. The transition was smooth, and we were able to start tracking keys right away."

Kayla Palethorpe

Head of Maintenance

Effortless key tracking and improved efficiency

With KeyNest Cloud, Roman City’s key management became automated, eliminating the need for manual logging and giving them real-time visibility on key movements.

"The biggest change for us has been the peace of mind that comes with knowing exactly where every key is. Now, we can see who has each key and when it was returned, all with just a few clicks."

Kayla Palethorpe

Head of Maintenance

The system has also made life easier for contractors and maintenance teams, who no longer need to wait for keys or wonder who has them.

Roman City has been able to manage all of their key-related operations without ever needing to contact KeyNest's customer support team. The platform’s ease of use has been a standout feature for them.

"It’s just so easy to use that we haven’t needed help. But it’s great knowing that support is available if we need it. It gives us confidence."

Kayla Palethorpe

Head of Maintenance

Roman City’s main mission is to provide quality student housing

The verdict: a game-changer for property management

For Roman City, KeyNest Cloud has been a game-changer. The system’s ability to automate key management has freed up valuable time for staff, reduced the risk of lost or misplaced keys, and improved operational efficiency across the board.

"It’s not just a product, it’s a solution. We’ve gained time back in our day, and that’s allowed us to focus on what really matters: delivering exceptional service to our tenants and landlords."

Kayla Palethorpe

Head of Maintenance

Roman City highly recommends KeyNest Cloud to any property management office looking to streamline their operations. Whether you’re managing student accommodation, residential properties, or a mix of both, KeyNest provides an easy-to-use, secure, and reliable key management system that makes your day-to-day operations smoother and more efficient.

"The more keys you’ve got to manage, the more KeyNest makes sense. It’s one of those tools where you wonder how you ever managed without it."

Kayla Palethorpe

Head of Maintenance

Start simplifying your key management today

Ready to experience the same benefits as Roman City? Get started with KeyNest Cloud and see how our key management system can revolutionize your office’s operations.