In addition to providing a secure lockbox for community keys, HandyTrac offers numerous useful key management reports. This “paper trail” is critical, not just for protecting your residents and keeping your employees accountable, but also for protecting your company through proven due diligence. Here’s a look at some of the key management reports provided by a HandyTrac key control system:
Reports by Housing Unit
This report focuses on each individual unit in your complex, documenting how many times keys were checked out for that unit during the report period, as well as who checked them out, and for what purpose. If a specific resident has expressed concerns about entry into their unit, you’ll easily be able to identify any discrepancies.
Reports by Functional Activity
This report sorts all key management activity in your community according to reason code (e.g., preventative maintenance or a unit inspection). This feature helps you keep track of things like ongoing maintenance functions as well as providing documentation for compliance purposes.
Keys Out Report
Find out at any time which keys are checked out, by whom and for what reason. Pull this report anytime you want a snapshot of current activity on your property, or have a keys out report emailed to you daily. This way, you can easily track employee activity on the grounds to make sure everyone is where they should be — and be alerted if anyone is where they shouldn’t be.
Report by Employee
This report identifies each employee’s key in-and-out activity during the specified report period, useful for tracking with job performance as well as identifying any unusual activity.
As a result of customer feedback and our commitment to provide a seamless user experience for all property managers, the following reports have recently been made available:
Empty Hook Report
The Empty Hook Report allows users to quickly see a list of the hooks in the system that should not have keys on them. This is helpful during key audits or when you need to quickly check to see if keys are being pulled and returned to their correct locations. It is also a quick way to see if there are any keys missing from the system.
Key Tag Search Report
The Key Tag Search Report allows you to quickly search all of your transactions for a key tag number. If you have a key that will no longer scan in the system, you can search for that tag number and see if it ever was in the system, and if so, to what unit the key belonged and when it was edited out of the system.
Unit List Report
The Unit List Report gives you a list of all of the units in the system without sensitive information such as tag numbers and hook locations. We recommend having this report near the HandyTrac system as a quick reference of unit names to make pulling a key quicker and less error prone for employees that do not often use the system and may be unfamiliar with the naming scheme of the units in the system.
Custom email reports
Lastly, our email reports allow you to create a completely custom report to be emailed to you daily. If you want to keep a close eye on certain activity codes or certain units, you can now have this information automatically emailed to you without needing to log in to the HandyTrac site. Multiple custom reports can be created for a variety of criteria.
These key management reports can be accessed online from any authorized device, sent to any printer in your network and/or emailed to pertinent staff, making it easy to pull and access reports anytime you need them. To learn more about our systems and key management reports, contact us today!
