How Property Managers Can Efficiently Track Keys with Keyzi?

Jan 28, 2025 | Facilities & Maintenance, Keyzi

How Property Managers Can Efficiently Track Keys with Keyzi

In real estate sector, managing keys is very crucial. A typical property manager oversees up to 200 properties. And this sector valued at £33 billion in 2024-25.

Losing keys isn’t just a hassle, it can cause security problems and upset tenants. Traditional methods, like keeping key logs or using spreadsheets often don’t work well especially when managing multiple properties.

Today, we will discuss how property managers can efficiently manage their properties with Keyzi, a key tracking software.

Why Efficient Key Tracking is Crucial for Property Managers

Common Issues in Manual Key Tracking

  • Lost or misplaced keys cause security risks and delays.
  • Spreadsheets are inefficient and error prone.
  • Lack of real-time tracking.

Benefits of a Tech-Driven Key Management System

  • Real-time tracking ensures instant key monitoring.
  • Automated alerts address overdue or unreturned keys.
  • Reduces administrative workload and human errors.
  • Enhances security and compliance with GDPR

Keyzi’s Role in Efficiently Managing Keys

  • Streamlines key tracking with a user-friendly interface.
  • Automates reminders and improves accountability.
  • Increases tenant satisfaction by preventing delays.

Keyzi: The Ultimate Key Tracking Software

Keyzi is a smart key tracking software designed to simplify key tracking for property managers. It combines advanced technology with a user-friendly interface to enhance efficiency and security.

Unlike traditional systems, Keyzi uses QR codes for effortless key tracking, ensuring every key’s movement is logged and accessible in real-time. What truly sets Keyzi apart is its ability to scale with your business, making it perfect for managing everything from a single property to large facilities. For real estate professionals seeking efficiency, security, and innovation, Keyzi is the ultimate solution.

Top Features of Keyzi for Property Managers

Keyzi offers several features to streamline property management process.

QR Code and RFID Tag Integration

With Keyzi, property managers can assign unique QR codes or RFID tags to each key. This simplifies the check-in and check-out process, as staff can print tags and scan them using the Keyzi mobile app, ensuring accurate tracking and accountability.

Mobile App for Seamless Management

The Keyzi mobile app enables property managers to monitor key usage in real-time, even when on the move. This feature ensures that key management remains efficient and accessible, regardless of location.

Automatic Reminders and Notifications

Keyzi sends automatic reminders for overdue keys, reducing the risk of lost keys and improving accountability. Notifications can be customised to suit specific needs, ensuring timely follow-ups and enhanced security.

Enhanced Security with GDPR-Compliant Features

Keyzi ensures GDPR compliance by encrypting key data and masking property addresses within QR codes. This approach protects sensitive information and increases the likelihood of lost keys being returned to the correct location.

Streamlined Reports and Audits

Keyzi simplifies auditing processes by generating detailed reports on key usage. This feature aids property managers in maintaining accurate records and ensures compliance with security protocols.

How Keyzi Boosts Productivity for Property Managers?

  • Simplifies Key Management: Replaces manual spreadsheets with an efficient digital system, reducing administrative workload and errors.
  • Real-Time Tracking: Minimises the risk of lost keys by ensuring traceability, improving operations and tenant satisfaction.
  • Enhanced Security: Controls key access, protects assets, and ensures compliance with industry standards.
  • Automation Features: Includes automated reminders and detailed reports to maintain security with minimal effort.
  • Boosts Productivity: Frees property managers to focus on critical tasks, saving time and improving efficiency.

Real-Life Applications of Keyzi

Keyzi is a practical solution for property managers across different sectors.

  • Real Estate: Estate agents often manage multiple properties that require secure and organised key access. Keyzi provides a centralised system for quick check-ins and check-outs, ensuring authorised personnel always have timely access to keys. This enhances security, saves time, and boosts productivity.
  • Facilities Management: Facilities managers can use Keyzi to track keys across multiple buildings or sites. With real-time tracking and reminders, it reduces the risk of misplaced keys and improves operational efficiency.
  • Housing Associations: Managing multiple units and tenants can be complex. Keyzi’s scalable features adapt to both small and large housing portfolios, making it easier to efficiently manage keys for housing complexes of any size.
  • Office Security: Keyzi ensures secure access to restricted areas in offices, allowing only authorised personnel entry. This reduces the risk of theft or data breaches while improving access control.
  • Educational Institutions: Schools and universities can rely on Keyzi to secure classrooms, labs, and administrative offices, ensuring only staff and students with the proper credentials can access these spaces.
  • Retail Stores: Retailers use Keyzi to safeguard stockrooms and manage employee access, preventing unauthorised entry and streamlining operations.
  • Healthcare Facilities: Hospitals and clinics utilise Keyzi to protect sensitive areas such as pharmacies, labs, and medical record rooms, keeping patient data and resources secure.
  • Event Management: Keyzi is ideal for managing access at events or conferences, ensuring only authorised individuals can enter specific zones, improving organisation and security.

By providing a user-friendly system and robust tracking features, Keyzi ensures property managers can maintain control and security effortlessly, regardless of their portfolio size.

Getting Started with Keyzi

Switching to Keyzi is simple, whether you’re moving from spreadsheets or upgrading your current key management system. Here’s how to get started:

Trial Keyzi for Free

Experience Keyzi first-hand with a free trial. There’s no payment required, and you can explore its features at your own pace. Simply visit Keyzi Free Trial to get started and see how it transforms your key management process.

Schedule a Personalised Demo

If you’d like a walkthrough, we recommend scheduling a demo. An expert will help you understand how it can optimise your key management, solve your specific challenges, and boost your operational efficiency.

Dedicated Support for Onboarding

Uptivity provides full support for Keyzi, ensuring a smooth and stress-free transition. From onboarding to setup, our team is here to assist you with everything, including training and data migration. Whether you’re moving from spreadsheets or another system, we’ll ensure the process is seamless and straightforward. We’re with you every step of the way.

Sign Up and Start Using Keyzi

If you’re ready to upgrade your key management, sign up and begin using Keyzi right away. With its intuitive interface and powerful features, you’ll quickly see improvements in efficiency, security, and control.
Whether you’re exploring Keyzi through the trial, demo, or ready to sign up, our goal is to make your onboarding process simple, fast, and effective. Start your journey with Keyzi today!

Frequently Asked Question

What are the common challenges in key management for property managers?

Property managers often face issues such as lost or misplaced keys, unauthorised access, and inefficient manual tracking systems. These challenges can lead to security risks and operational inefficiencies.

How can technology improve key management in property management?

Implementing digital key management systems, such as those using QR codes or RFID tags, can streamline the tracking process, enhance security, and provide real-time monitoring of key usage.

What features should I look for in a key management system?

Key features to consider include user-friendly interfaces, real-time tracking, automated alerts for overdue keys, scalability to accommodate property portfolio growth, and compliance with data protection regulations like GDPR.

Are key management systems scalable for both small and large property portfolios?

Yes, modern key management systems are designed to be scalable, making them suitable for managing both small and large property portfolios efficiently.

How does GDPR compliance affect key management systems?

GDPR compliance ensures that personal data is handled securely within key management systems. Features like data encryption and masking property addresses within QR codes help protect sensitive information.

How is Keyzi different from keeping a record on Excel or Google sheet?

Keyzi instantly displays the missing key data and offers automated reminders to people who have not returned the keys. It also captures digital signatures of staff and people who take keys out. Also, Keyzi keeps track of your contacts who take keys out. Keyzi is designed to keep a full audit trail of your keys, which is impossible with Excel or Google Sheets.

How the QR codes for keytags can help me with GDPR and security?

To comply with security and GDPR, we mask the property address within the QR Code. The property’s address is only disclosed to your staff dealing with the keys when they scan the QR code. Others will only see basic contact details, like where to return lost keys.

Conclusion

With Keyzi, you get real-time tracking, automatic reminders, and strong security features to keep your keys safe and organised. Whether you’re managing a few properties or a large site, Keyzi fits your needs and grows with your business.

By reducing manual workloads, avoiding lost keys, and keeping tenants happy, Keyzi helps property managers focus on what’s most important, growing their business and providing great service.
See how Keyzi, a key tracking software can help your business by scheduling a demo today to see it in action!

Schedule a Demo

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