Managing building keys efficiently is crucial for real estate agencies to maintain security and trust. Misplacing keys can lead to unauthorised access and potential liability issues. Modern solutions like digital key management systems offer real-time tracking and controlled access, enhancing both security and efficiency.
In this blog, we will explore the best practises that can help real estate professionals excel in their careers and achieve long-term success.
Use a Digital Key Management System
Implementing a digital key management system can significantly enhance security and efficiency in real estate agencies. These systems simplify property access by providing real-time tracking, ensuring that keys are always accounted for, and reducing the risk of loss or unauthorised use.
Key features to consider include:
- Automated logs that record who accessed each key and when.
- Mobile tracking for on-the-go monitoring.
- Instant notifications alerting staff to overdue or misplaced keys.
One notable solution is Keyzi, a key management software, designed specifically for real estate agencies. Keyzi offers an intuitive interface that allows users to assign unique QR codes or RFID tags to each key, facilitating easy check-ins and check-outs via a mobile app. The system captures digital signatures for accountability and sends automatic reminders if keys are not returned on time.
Implement a Smart Lock & Keyless Entry System
The real estate industry is increasingly adopting digital access solutions, such as smart locks and mobile entry systems, to enhance security and convenience. Transitioning to these technologies reduces reliance on physical keys, offering benefits such as:
- Improved security through encrypted access codes.
- The ability to manage property entry remotely.
This shift not only minimises the risk of lost or duplicated keys but also allows for efficient access control management.
Keyzi integrates seamlessly with modern smart lock systems, providing a comprehensive tracking solution. By combining Keyzi’s, a key management software with smart locks, real estate agencies can monitor access in real time, receive instant notifications of entry events, and maintain detailed audit logs. This integration ensures that only authorised individuals gain access to properties, enhancing security and operational efficiency.
Assign Unique Key Tags & Labels
Organising building keys is essential for real estate agencies to prevent mix-ups and enhance efficiency. Assigning unique identifiers, such as numbered key tags, QR codes, or RFID labels, ensures each key is easily distinguishable and traceable. Implementing a colour-coded system for different properties further reduces the risk of errors, allowing staff to quickly identify and access the correct keys.
Keyzi offers a user-friendly solution tailored for real estate agencies. By utilising Keyzi’s tracking technology, agencies can efficiently scan, log, and retrieve keys. Keyzi’s smart key tags provide real-time location tracking and can emit an alarm sound to help locate misplaced keys promptly. This streamlined approach not only enhances security but also boosts operational efficiency.
Establish a Check-in/Check-out System
Implementing a robust check-in and check-out system is essential for real estate agencies to maintain control over building keys. Accurately logging who takes and returns keys enhances security and accountability. While manual tracking methods, such as spreadsheets, can be employed, they are vulnerable to human error and can be time-consuming. Digital solutions offer a more efficient and reliable alternative.
Keyzi provides an automated logging system that streamlines the check-in and check-out process. By utilising QR codes or RFID tags, each key can be scanned upon issuance and return, creating a real-time digital record. This approach reduces manual errors and ensures that all key movements are accurately documented.
Train Your Team on Key Security Protocols
Keeping property keys safe starts with a well-trained team. Ensure your staff understands the importance of key security and follows best practises:
- Set Clear Guidelines: Teach your team to always return keys on time and report any lost or misplaced keys immediately. Clear policies help prevent security risks.
- Conduct Regular Audits: Regularly check key usage to spot any issues early. Security audits ensure your team follows the right procedures and help identify any missing keys.
- Use Keyzi’s Real-Time Tracking: Monitor key movements with Keyzi’s live tracking dashboard. This makes it easy to see who has which key, reducing the chances of misplacement or misuse.
- Encourage Responsibility: Build a culture where staff take ownership of key security. Simple steps like signing keys in and out properly can make a big difference.
Conclusion
Implementing smart key tracking methods can significantly enhance security and efficiency in your real estate agency. Investing in a reliable key management system like Keyzi ensures secure, stress-free key tracking. Keyzi enables property managers to focus on growing their business and delivering exceptional service.
Start improving your key management today with a free trial or demo of Keyzi.
