Never Lose Another Key
Stay In Control of Your Properties

Do this:

• Tag every key set with a QR code
• Make scanning mandatory, even for quick pickups
• Set an expected return time on every checkout

Quick setup:

• Create properties, then add keys against each property
• Use search in the app to find a specific address or key fast

Good practice:

• Put “Set A, Set B, Spare” in the key name
• Keep notes on what the set includes, for example front door plus meter cupboard

How agencies use this:

• Require signatures for contractors and high-risk keys
• Use signatures for weekend viewings where handovers are rushed
• Keep the signature in the key log for quick proof later

A simple dispute-proof habit:

• Add a note like “Viewing 2pm, John S, tenant present”
• Add “Contractor, Job 4812, expected return 5pm”



If you also take photos, store them in your job record or CRM, then reference the photo link or job number in the Keyzi notes.

To make adoption stick:

• Put the QR scan button front and centre for key pickup
• Make “no scan, no key” the rule
• Use the out and in log when staff say “I returned it”

Viewing-friendly setup:

• Default return time to the end of the viewing slot
• Auto remind the key holder when overdue
• Escalate to branch manager if it stays out

How to use it:

• Reserve keys for block viewing sessions
• Reserve for inventory inspections and checkouts
• Add a note like “Viewing 11am to 1pm, Smith” for clarity

Simple Saturday playbook:

• Pre-reserve keys for all booked viewings
• Require scan return between appointments
• Use the app “Out” filter to chase late returns fast

Best practice:

• Train negotiators to search by postcode, street, or key name
• Use reservations so availability is reliable, not guesswork

To make it even faster:

• Pre-label key rings with printed QR tags
• Keep key names consistent, for example “Branch A, 22 King St, Set A”
• Use signatures only for high-risk handovers to keep flow quick

A clean habit:

• Reserve keys with the viewing time
• Add a short note like “Viewing 3:30pm, Negotiator A”
• Use the key log as your proof trail

Contractor control tips:

• Always set a same-day return time unless there is written agreement
• Record the contractor name and job reference in notes
• Escalate overdue keys to the property manager, not the negotiator

Make reminders effective:

• Send the first reminder shortly after the expected return time
• Keep the message simple, key name, branch return point, contact number
• Schedule a second reminder to a manager if still overdue

A practical escalation ladder:

• Reminder 1 to borrower
• Reminder 2 to branch admin and manager
• Reminder 3 to director or duty contact for high-risk keys

Do this consistently:

• Require scanning for every movement, even internal transfers
• Add short notes like “Inspection” or “Contractor visit”
• Pull the key log when needed, instead of relying on memory

Example:

• Note, “Job 8831, boiler repair, contractor ABC”
• Reserve key for the contractor for the agreed time window

Best practice:

• Do not print full addresses on physical tags
• Keep property details inside the system, not on the key ring

Agency setup tip:

• Use one return address per branch
• Include a clear return message, for example “Return to Branch X front desk”
• Keep the tag text neutral, no tenant names, no flat numbers

How to structure it:

• Create a property or location per branch, or per managed area
• Use consistent naming rules across branches
• Run reports monthly to audit what is out, what is overdue, and where issues repeat