Frequently asked questions
How do we stop keys going missing from our key cabinet or key board?
The quickest way to stop missing keys is to make every key "scan to take, scan to return" instead of "grab and hope." Keyzi lets you tag each key set with a unique QR or RFID label, then staff scan it in the app to check it out and back in, so there's always a record. Tag all keys, make scanning mandatory, set expected return times, and use overdue reminders.
How do we track who had a key last, and when they took it?
Use a system that shows who checked the key out, when, and when it came back. Keyzi keeps a key list and key log showing whether it's in or out, who took it, and the last in or out timestamps. Name keys clearly, for example "Server Room Key, Set A", so searches and logs are obvious.
How do we find out which keys are overdue, and who to chase?
Overdue keys become simple when every checkout has an expected return time. In Keyzi, you record who took the key and when it's expected back, then you can see what's still out and who has it. Set return times by shift end for normal keys, and tighter return times for high-risk keys.
Can we send automatic reminders to staff or contractors to return keys?
Yes. Set reminders to trigger when keys are checked out and when they become overdue. Keyzi supports template-based reminders via email and SMS depending on your setup, so you're not manually chasing people every day. Keep messages short: key name, due time, return location. Then escalate if not returned.
Can overdue alerts go to a manager or the whole team, not just the key holder?
Yes. The best setups don't rely on one person seeing a reminder. Keyzi lets you choose who gets reminders, key holder, manager, or team, so overdue keys don't get ignored. A good approach: first reminder to key holder, second to supervisor, third to duty or security for high-risk keys.
How do we make key handovers foolproof during shift change?
Make shift handover a scan-based return, not a verbal "I left it there." With Keyzi, keys are checked in and out by scanning and you can capture signatures, so there's no argument about whether keys were returned. Simple rule: no scan return means not returned. Run a quick "what's still out" check at every shift change.
How do we stop "shared accountability" where everyone says "wasn't me"?
Shared accountability ends when keys can only be issued to a named person with a timestamp, and ideally a signature. Keyzi logs checkouts to an individual and stores a full history of movements. Extra tip: don't allow "Team" as a borrower name. Always issue to a specific person.
How do we manage keys when lots of contractors and temporary staff need access?
Contractors are where keys disappear most, so you need expected return times, reminders, and a clear log. Keyzi lets you check keys out to staff or contractors, capture return expectations, and chase automatically if they don't come back. Also use reservations: reserve keys in advance for scheduled jobs so you don't lose them early.
What should we do immediately if a master key is lost at work?
Treat it like an incident. Report it, lock down, check logs, and decide on mitigation. Keyzi helps you identify who last checked it out and when it was due back, which speeds up the search and investigation. Fast steps: notify manager or security, check last checkout record, contact last holder, search likely route, then decide on re-keying or access changes if not found.
How do we properly control master keys so they don't become a security incident?
Control master keys by making them rare, named, logged, time-limited, and signed for. Keyzi supports scan-based checkout and return and can capture signatures so masters aren't floating around. Master key rules: only senior staff, expected return by end of task or shift, automatic escalation if overdue, monthly master key audit report.
How do we restrict who can take master keys, and prove it later if needed?
Restriction is policy plus proof. Use a system where master keys can only be issued through a controlled process and always show who has it now and who had it last. Keyzi keeps that log and can capture signatures for stronger accountability. Proof items to keep: borrower name, time out and time in, expected return, signature.
How do we create an audit trail strong enough for investigations after an incident?
An investigation-grade audit trail needs who, when, and history, plus signatures if possible. Keyzi keeps a full in and out log across keys and can capture signatures during check-in and check-out, and reporting can pull detailed audit data. Set this standard: every key movement logged, no hand-to-hand key sharing without scanning.
How do we run a monthly key audit, what's out, what's missing, repeat offenders?
A good monthly audit answers: what keys exist, what's currently out, overdue patterns, and top repeat late returns. Keyzi reporting can pull check-in and check-out frequency and audit-style reports so you can match what should be in the cabinet versus what's actually in. Simple monthly pack: overdue list, master key report, top late returns, missing key sets.
How can managers see which keys are out right now, across the whole business?
Managers need a live "what's out" view. Keyzi shows a list of keys with in or out status and who currently has each key, and the mobile app can filter to "out" keys so supervisors can check in seconds. Tip: set consistent naming, site, building, door, key set, so searching works across the whole organisation.
Can we set expected return times per key type, stores vs rooms vs vehicles vs masters?
Yes, and you should. Keyzi captures an expected return date and time when you check a key out or make a reservation, which powers overdue tracking and reminders. Common setup: normal keys, end of shift. Vehicles, end of booking. Master keys, short time window with escalation.
We have multiple sets for the same key, how do we track each set properly?
Treat each set as its own key record with its own label, Set A, Set B, Spare, Master. Keyzi generates unique IDs and QR codes for keys so each physical set can be tracked separately, even if they open the same door. Tip: label the physical tag and the system name the same way.
How do we manage keys across multiple branches or sites from one dashboard?
Use a system built around locations so everything stays organised. Keyzi ties keys to properties or locations and you can add as many as you need, then view and report across all of them from the admin side. Best practice: standard naming across sites plus a shared policy for expected returns and escalation.
What's the best way to track keys for vehicles, plant, forklifts, and pool cars?
Track vehicle and plant keys like any other high-value asset: unique tag, named checkout, return time, reminders. Keyzi supports QR and RFID tags, scan checkout and return, and automated overdue chasing so keys don't block operations. Extra tip: put the vehicle reg or asset ID in the key name and notes so it's searchable instantly.
If a key is dropped outside, can someone scanning the tag see our address or what door it opens?
It shouldn't. With Keyzi, the public scan flow is designed to show return instructions without exposing sensitive details. Keep addresses and door details inside the system, not on the physical tag.
How do we increase the chance a lost key gets returned, without exposing sensitive info?
Make it easy for the public to do the right thing: scan the tag, see simple return instructions, return the key. Keyzi QR tags support a lost key return flow while keeping data masked for GDPR safety.
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